NTT DATA BUSINESS SOLUTIONS LIMITED

NTT DATA Business Solutions – HR Documents Simplified for SuccessFactors

HR Documents Simplified-a SuccessFactors extension which provides three solutions for the automation and efficient document management for HR. The solution provides:

HR Document Generation-automated document generation.

HR Document Signature–automation of electronic signatures on employee documents.

HR Document Files–Folder structure to organise and easily upload employee documents.

Features

• Automated Document Generation
• Intelligent templates that handle logic and language
• Multiple options for flexible and editable fields
• Automation of electronic signatures for HR Documents
• Wide range of signing methods
• Follow up on pending signatures
• Ability to report on missing documents
• Document purge rules and clean-up

Benefits

• Generation of documents for both employees and candidates
• Provides effective document management
• Automation ensures more efficient use of HR Employees time
• Easy and flexible to use
• Employee documents stored in one place
• Best practice folder structure provided
• Direct link to specific documents from employee record in SuccessFactors

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at Info-solutions-uk@bs.nttdata.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

842413828524444

Contact

Philip Newman
07554555951
Info-solutions-uk@bs.nttdata.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  Human capital management

  • Core Human Resources Applications
• Multi cloud support: Yes

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: HR Documents Simplified works as an extension of SAP SuccessFactors and requires the SuccessFactors Employee Central module.
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: No - N/A
• System requirements:
  • SuccessFactors with Employee Central Module
  • IAS for single sign-on

User support

• Email or online ticketing support: Yes
• Support response times: Response times based on priority of the incident raised. Initial response times based on priorities outlined below. ; ; P1 – IRT: within 1 hour of case submission ; ; P2 – IRT: within 4 hours of case submission ; ; P3 – IRT: within 1 business day of case submission ; ; P4 – IRT: within 2 business days of case submission. ; ; No support during weekends.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: No
• Support levels: Maintenance Support is included in the maintenance fees outlined for this add-on. NTT DATA can provide additional support for change requests and service requests and will work with the buyer to determine a support contract during the project. ; ; NTT DATA provide a fully tailored application and technical management support service having been providing support services to the SAP community since 1989, unique in the market. A global SAP certified partner, we offer the benefit of global capabilities with local presence. ; ; Global SAP PCoE Certification which ensures adherence to standards set by SAP. NTT DATA are ISO9001 and ISO27001 certified providing assurance of quality for our flexible support models that are flexible to demands from the customer. ; ; Governance of the service is provided by an assigned NTT DATA UK Service Delivery Manager, providing governance across all areas of the service including service management, incident and change management, continual service improvement and customer satisfaction.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: NTT DATA provide education and training to customer project team members as part of the implementation along with user documentation
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: NTT DATA can provide the buyer with a full download of data when the contract ends.
• End-of-contract process: If the customer ends the contract for HR Documents Simplified, they will no longer have access to the product, the customer will need to inform NTT DATA in writing of the decision not to use the product. NTT DATA will arrange for the specific configuration for HR Documents Simplified to be removed from the customers SuccessFactors system and the functionality will no longer be available to the buyer. The time spent by the consultants to de-activate the functionality will be billable to the buyer and the cost of this will be advised at the time of termination.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Chrome
• Application to install: Yes
• Compatible operating systems: Other
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: HR Document Platform is used for the maintenance/administration of employee documents. This provides linking and connection between SuccessFactors and other services in HR-Documents. ; ; • Enables Single sign-on towards other services. ; ; • Provides functionality for initiating, maintaining and monitoring the document processes within HR Documents. ; ; • Provides administrative data for related screens. ; ; • Provides auto-generation of Contracts for Candidates. ; ; • Provides auto-initiation of signature processes for Candidates and Employees. ; ; • Provides auto-pick-up of documents after signatures. ; ; • Provides auto-transfer of documents to archive at Hiring. ; ; • Provides reporting on missing documents and potentially expiring documents. ; ; • Provides support of local languages.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: Interface testing is carried out as part of the project
• API: Yes
• What users can and can't do using the API: HR Document Simplified uses standard SAP provided API’s: ; ; SAP SuccessFactors ODATA APIs for lookup of employee data that is required for document creation (e.g. employee name, user ID) and permission control (roles and subordinates) – ; ; Signicat API ; ; All interfaces use HTTPS/TLS encryption ; ; API’s are used as part of the core development of the product and delivered as standard, buyers will not have access to these API’s to make any changes as its not required
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: HR Documents Simplified is customised to the buyers requirements including ; ; Linking of buyers SuccessFactors system to HR Document Simplified; ; ; HR documents to be created; ; ; File structures for storing of documents; ; ; Template HR Documents; ; ; Signature workflow and approvals.

Scaling

• Independence of resources: SAP applications are designed and developed from the outset to be highly scalable. Data centre and server infrastructure is based on proven SAP reference architectures which provides both scalability and consistency of performance. ; ; For all Public Cloud products SAP continuously monitor and adapt resources to meet load requirements. In Private Cloud environments this is monitored on an individual customer basis and adapted as required.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Developed Vetting (DV)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: In-house destruction process
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Content Admin (=SuperUser) Can download files. From Search list you can get a Zipped package.
• Data export formats: Other
• Data import formats: Other

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Other
• Other protection between networks: Data is always encrypted in transit and transferred securely.
• Data protection within supplier network: Other
• Other protection within supplier network: DDoS Protection.

Availability and resilience

• Guaranteed availability: Digital Human is hosted by the buyer and as such availability is the responsibility of the buyers hosting partner; however if NTT DATA were the buyers hosting partner then SLAs would be agreed as apart of that contract
• Approach to resilience: A cloud disaster recovery plan is in place and tested once a year.
• Outage reporting: Email alerts to affected customers where applicable

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: Support staff require a User ID and Password for the customer specific instance of the service, which remains under control of the customer at all times. System access by user ID is auditable.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: Between 6 months and 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: Between 1 month and 6 months

Security governance

• Named board-level person responsible for service security: No
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: This is currently in progress.
• Information security policies and processes: In the delivery of the software service, NTT DATA are certified according to the following security policies: ; ; ; ; ISO 9001 – Quality Management System ; ; Based upon quality management principles including strong customer focus and with the involvement key stakeholders with the ultimate goal of continual improvement. NTT DATA ISMS procedures and IT-security policy insured through the audit programme.
• Software Security Code of Practice: No

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: The HR Documents Simplified solution will be configured to the buyers specification, our consultants will follow the standards set by SAP for customisation. Any changes will follow the buyers internal change management processes and procedures. Once the project is completed changes will be the responsibility of the buyer and the buyer will be educated during the project how to perform the changes
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Vulnerability management includes/utilizes a.o. scanning and monitoring in Azure (i.e. Defender for Cloud), code vulnerability scanning, patch management routines for frequent update of 3rd party libraries.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Central monitoring of logs and audit information from all application components as well as relevant scanning, detection and monitoring systems. Alerts are monitored centrally in addition to distribution to defined stakeholders. Response is handled through our processes for incident management and major incident management
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: NTT DATA use a common incident management process for all products and services based on ITIL V4 principles. Buyers will have access to our support desk where incident ticket types are raised, incident is triaged and forwarded to the team responsible for the resolution. The consultant working on the ticket will update with the incident status and inform the user of actions taken to resolve. ; ; ; ; The service delivery manager responsible for the buyer will issue monthly reports which detail incidents raised and status. ; ; ; ; All processes and policies are defined following industry standards and audited in our SOC2 audit (biannually).
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Alcumus ISOQAR
• ISO/IEC 27001 accreditation date: Tuesday 28 October 2025
• What the ISO/IEC 27001 doesn’t cover: UK Delivery & Customer Success division only are covered.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: Alcumus ISOQAR
• ISO 9001 accreditation date: Monday 23 June 2025
• What the ISO 9001 doesn’t cover: UK Delivery & Customer Success division only are covered.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 142464cf-9a84-4402-8b19-fd145bce34a8
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 7beb12d1-310f-4c78-a37f-1235786af23a
• Other security certifications: Yes
• Any other security certifications: ISO 20000-1

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • How these flow down the supply chain and are monitored Illustrative examples include reporting, site visits, audits, etc.
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
    • How the supplier will work with NGOs, trade unions or other businesses to address modern slavery risk
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Plans for engaging a diverse range of businesses in engagement activities prior to appointing subcontractors (including activities prior to award of the main contract and during the contract term)
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Advertising of supply chain opportunities openly and to ensure they are accessible to a diverse range of businesses, including advertising all subcontracting opportunities on Contracts Finder
    • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
    • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
    • Plans for positive actions with community groups.
    • Measures for making facilities used in the delivery of the contract available for community groups, education or training
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
    • Plans to respond flexibly and adapt approaches to community engagement and initiatives
    • Support for community-led initiatives relevant to the contract. Illustrative examples: improving transport links; reducing loneliness; helping with English language proficiency; and facilitating social mixing among people with different backgrounds
    • Collaborating with anchor institutions and community groups to make facilities available for education, training or community events

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships.
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Other measures to offer development opportunities for the target cohort(s) in the contract workforce
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Understanding of issues relating to entering the contract workforce
    • Creation of outreach activities to create a pipeline of employees for the future contract delivery
    • Content of the outreach activity is designed to suit the target cohort
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at Info-solutions-uk@bs.nttdata.com. Tell them what format you need. It will help if you say what assistive technology you use.