DocSys Contract Generator optimalises HRM-department at HEINEKEN

DocSys optimized the complete HR correspondence at HEINEKEN

The Contract Generator is an example of a document-specific solution. DocSys has optimized the correspondence-related processes of the entire HEINEKEN HRM department. From anniversary letters to mutation letters, all HR documents are generated efficiently and flawlessly.  Through the SAP link, employee particulars are automatically placed on the right spot in documents.

HEINEKEN easily compose faultless HR contracts

Each contract is unique: with or without a probationary period, working days, with or without a noncompetition clause. A lot of information has to be saved in the HR system and the employment contract. The Contract Generator especially configured for HEINEKEN simplifies and accelerates the administrative process with respect to hiring new staff. Time-consuming, error-prone activities such as searching for the right information, retyping and copying data are
now a thing of the past. Thanks to the Contract Generator, contracts, appendices and cover letters will be automatically generated based on a number of choices made. Error-free, always in the appropriate Visual Identity and in significantly less time.


Text blocks: building blocks for error-free documents

Smart text blocks are used to generate the content of contracts. With this technique, predefined text blocks are added based on the selected options (e.g. is there a noncompetition clause, full-time or part-time employment, etc.) and any additional applicable business rules. Without these smart text blocks, HR assistants spent a lot more time on searching and including the proper articles on bonuses for example. This has all been automated. The result: enormous
time savings and flawless texts – with the same tone of voice – are used in all documents.


Enter/select data only once

The Contract Generator prevents that data has to be entered or selected multiple times. Recurring fields, such as the name of the new employee, are immediately filled in, also in the selected text blocks. This is a major advantage with respect to templates that require filling in each field manually.

No IT knowledge required to keep text blocks updated

House style models and text blocks are saved at a single central location. This results in a clear overview and saves time in terms of management and maintenance. No IT knowledge is required to generate or edit text blocks. This way, various content experts can keep the texts up-to-date. In case of amendments of the law or other changes, the text can be adjusted quickly without any support from the IT department. This ensures that everybody always uses texts and information that is up-to-date.


“Het invulscherm en tekstblokken zorgen voor foutloze, uniforme contracten en een enorme tijdsbesparing.”
Yvette Overgoor-Ouwerkerk, HR Process & Support Lead HEINEKEN International

HEINEKEN International is a Dutch brewing company, founded in 1864 by Gerard Adriaan Heineken in Amsterdam. As of 2015, HEINEKEN owns over 165 breweries in more than 70 countries and employs approximately 76,000 people.

With an annual beer production of 181.3 million hectoliters, HEINEKEN ranks as the third largest brewer in the world after Anheuser-Busch InBev and SABMiller, based on volume.

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