Capgemini is a global leader in consulting, technology, outsourcing, and local professional services. They are headquartered in Paris, France and operate in more than 30 countries.
They are, above all, a people company with nearly 61,000 people in North America, Europe, and the Asia Pacific region. Management and support roles aside, their employees are grouped into four major disciplines, (Consulting Services, Technology Services, Outsourcing services and Local Professional Services) each of which is governed by its specific economic rules, and managed with its own profit.
Our work with Capgemini UK plc, representing some 9,000 employees, included the production of their Total Reward Statements, Pay and Promotion Letters and Contracts of Employment, a series of personalised documents all communicating different HR and legal issues to the employees while incorporating their corporate identity.
Total Reward Statement and Personalised Employment Contracts
In 2005 Capgemini UK plc launched an initiative to offer more than 2,000 new employees who had transferred to them via TUPE, the opportunity to move voluntarily to Capgemini’s terms and conditions. The objectives of the offer were to provide those 2,000 new employees with the same best-in-class flexible and adaptable benefits enjoyed by all other Capgemini employees under the company’s Flex ChoiceS scheme. Allowing Capgemini to simplify and streamline HR administration along with day-to-day management and to enhance employee retention rates, motivation and loyalty.
Therefore, Capgemini needed a strategy for communicating in a clear yet enticing manner enabling each employee to make a personal and informed fact based decision with myths dispelled.
The biggest challenge for us working with Capgemini was to produce several personalised documents all with their separate requirements. The other real challenge was being able to incorporate and program their colour-coded benefits boxes to create a visual key. The difficulty with this came from the pagination and variable table sizes when jumping between employees with different benefits eligibility.
Personalised Pay Review and Promotion Letters
Due to the diversity of Capgemini’s business in the UK and the acquisition of various employee groups through TUPE, Capgemini currently produce over 25 variants of Pay Review and Promotion letters. The distribution mechanisms are different according to each Capgemini division in the UK.
Every personalised letter needs to be batched and electronically signed by each group payplan manager and then to be re-batched to reflect the different delivery addresses required.
As with all our customers, we offered a completely bespoke solution and aimed to not only meet but exceed Capgemini’s needs by developing new technologies to offer new dynamics to every personalised document we produced.
To overcome the challenges in Capgemini’s requirements we conducted several meetings and held reviews between our Account Manager and Capgemini. From this we developed a software solution that allowed Capgemini to keep their colour-coded design parameters without comprising their visual key; hence we were able to produce Total Reward Statements to their exact specification.
For the Pay Review and Promotion letters, in order to cater for the different signatures and delivery addresses, firstly a database library of all electronic signatures was created this was then used to batch process the data ensuring the correct payplan manager’s signature appeared on the correct statements. On completion of the first stage of processing, the data was then sorted and split into separate print files to take into account the different delivery addresses required.
Also as part of our solutions, Strait Logics provided Capgemini with a PDF archive and indexed CD of every statement and letter produced to allow the HR department to answer queries and to generate copy statements on their local printer, should they be required.
Our solution provided many benefits to Capgemini the uppermost of which was the ability to keep their colour-coded key consistent throughout all of the employee reward statements. Our flexibility and exceptional experience meant we were able to produce highly effective documents and statements for several departments within Capgemini; a partnership that is continuously growing along with the range of personalised solutions we develop and process for them.
The outsourcing benefit to Capgemini is most importantly the ability to produce a cost-effective and efficient benefits communication solution.
