Online HR Document Signing: CSCI Investment Accelerates HR Collaboration

Company Introduction

China State Construction International is the Hong Kong-listed company of China State Construction Engineering Corporation. Built on the capital strength, investment system, and engineering management experience of the listed company in Hong Kong, CSCI Investment continues to advance investment and construction businesses across infrastructure, affordable housing, municipal engineering, public buildings, and other areas.

CSCI Investment has long focused on investment, construction, and asset operations. Its infrastructure investments cover multiple provinces and cities, with project types including expressways, municipal engineering, public buildings, and affordable housing. As its organizational scale expanded and the number of branches increased, HR document signing, employee data consolidation, and systematic management became important foundational capabilities for its digital operations.

Business Challenges

1. Offline HR document signing was cumbersome, creating repetitive work for HR

CSCI Investment has a large employee base across dozens of branches. Documents such as offers, employment contracts, resignation certificates, income certificates, and employment certificates all involve frequent HR signing needs. Under the traditional process, HR teams had to review, print, communicate, sign, archive, and retrieve documents one by one.

These transactional tasks were highly repetitive and labor-intensive, making it harder for HR teams to focus their energy on more core human resources work such as recruitment and onboarding, employee services, and organizational management.

2. Remote employee signing cycles were long, making contract risks harder to control

CSCI Investment employees are distributed across different locations, and offline signing often requires documents to be mailed back and forth. On average, one contract took 2 to 15 days to complete, with courier costs of about RMB 10 to 20, and HR could not supervise employees completing the signing process in person.

In this model, HR teams not only had to continuously follow up on employee signing status, but also had to manage risks such as incorrect signing, missed signing, and signing by another person. Once document return was delayed or signing information was inconsistent, onboarding and employment contract management processes could be affected.

3. HR data and signing processes were disconnected from digital management needs

Without fully paperless human resource management, employee data and signed documents were difficult to consolidate completely into the HR system, leaving gaps in the process. This did not meet CSCI Investment’s digital strategy and management requirements.

Offers, employment contracts, and certificate documents all require templates, employee information, signing status, and archived files to remain consistent in the system. If the signing process is disconnected from business systems such as SAP, it increases the cost of manual entry, file downloads, status confirmation, and archive management.

Solution & Results

1. Initiated HR document signing online, covering onboarding through certificate issuance

After CSCI Investment launched electronic signing for HR scenarios, HR teams could initiate online signing or automatic sealing processes for documents such as offers, employment contracts, resignation certificates, income certificates, and employment certificates. Employees can complete document confirmation and signing online, and HR can receive completion notifications after the process ends.

This approach transforms the previous offline chain of printing, mailing, employee signing, collection, and archiving into an online closed loop, reducing repetitive HR work around document circulation and signing follow-up.

2. Integrated with SAP to connect signing initiation, callbacks, and file storage

The solution integrates with SAP. HR maintains offer or employment contract templates in the electronic signing platform, while SAP stores template information and text fields. After HR selects a template and fills in the content, SAP generates the PDF and initiates signing.

After signing is completed, SAP can receive callback parameters indicating the end of the process and obtain the completed signed file through a download link for storage. Through system integration, HR document signing results can return to the original business system, improving consistency between employee data and signed documents.

3. Template-based management improved initiation efficiency for multiple HR document types

For different HR scenarios, HR teams can maintain templates and corresponding text fields for offers, employment contracts, resignation certificates, income certificates, employment certificates, and other documents. When initiating a process, HR can select the template for the specific scenario and fill in employee information, reducing repeated editing and format inconsistencies.

For certificate documents such as income certificates and employment certificates, the system can automatically apply seals during the process and copy employees. Employment contract scenarios can also be configured to end automatically or manually after the employee signs, helping HR manage multiple document types in a more unified way.

Application Impact

CSCI Investment’s HR signing scenario has run smoothly since its official launch in late March 2024. By mid-July, it had completed more than 1,800 online signings across various HR document types.

Offers, employment contracts, and certificate documents moved from offline printing, mailing, signing, and archiving to a digital process of template-based initiation, online signing, status callbacks, and system storage.

HR teams can reduce manual follow-up, document organization, and cross-location delivery costs, while employees can complete onboarding and employment-related document signing more conveniently.

By integrating electronic signing with SAP, CSCI Investment has established a unified capability foundation for signing more business documents and enabling multi-system collaboration in the future.