Since 2004, companies have been obliged under Section 167 of Book IX of the German Social Code (SGB IX) to offer company integration management (BEM) if employees have been unfit for work for more than six weeks within a year. However, many companies continue to rely on Excel spreadsheets to document this legally prescribed process. However, this approach harbors considerable risks: Manual data entry, a lack of data protection concepts, inadequate process automation and documentation that is not audit-proof can have serious consequences.
vysoft BEM provides companies with a comprehensive, digital solution that meets all the requirements of a structured and legally compliant BEM. So why is specialized software superior to an Excel solution in every respect?
Why a structured BEM is important
Well-organized company integration management (BEM) is far more than a legal obligation – it is an essential tool for companies to ensure the long-term health and productivity of their employees.
Every year, companies lose many working hours due to long-term illness. A lack of or poorly documented BEM can lead to valuable skilled workers being permanently absent or no longer being able to be integrated into everyday working life. There is also a risk of legal consequences, particularly in the event of unfair dismissal claims.
Companies that establish a structured BEM benefit from:
- Early detection of health problems
By systematically recording absences, problematic developments can be identified at an early stage. - Sustainable reintegration of employees
Individually tailored measures support a successful return to everyday working life. - Reduce absenteeism and productivity losses
An efficient BEM helps to minimize absenteeism and prevent economic losses. - Minimize legal risks
Complete documentation protects companies from labor law disputes. - Strengthening the employer brand and employee loyalty
Companies that actively look after the well-being of their employees increase their attractiveness as an employer.
Excel vs. vysoft BEM – What are the weaknesses of Excel?
1. error-prone manual data entry
Excel often requires manual maintenance of lists, which can lead to data loss, errors or inconsistencies. vysoft BEM, on the other hand, automates the identification of BEM-eligible employees based on absence data and minimizes the administrative effort.
2. lack of legal security & data protection risks
Legally compliant documentation requires audit-proof storage and data protection concepts. Excel spreadsheets do not offer differentiated access rights or logged change histories, which increases the risk of data leaks. vysoft BEM ensures secure, role-based access control and automatic versioning.
3. no process automation & integration
Excel can neither automatically send reminders nor coordinate appointments. vysoft BEM supports companies with digital administration, automated invitations, appointment scheduling and the connection to existing HR and time recording systems (e.g. SAP HCM, Sage or Datev).
4. lack of documentation options & reporting
Excel does not offer comprehensive traceability, which means that important steps and decisions in the BEM process can be lost. vysoft BEM enables detailed documentation, including automatically generated suggestion lists, serial letters and reports.
Core functions of vysoft BEM
With vysoft BEM, the entire BEM process is digital, structured and efficient:
- Automatic identification of BEM cases
The system automatically recognizes employees who meet the criteria for a BEM. - Creation & dispatch of invitations
BEM invitations are generated with system support and documented in an audit-proof manner. - Efficient scheduling & task management
BEM meetings and reintegration measures can be coordinated directly in the software. - Secure involvement of relevant stakeholder groups
The works council, company doctor or representative body for severely disabled employees can be involved as required. - Audit-proof documentation & final reports
All steps are stored transparently and securely to enable seamless traceability. - Seamless integration with MS SharePoint & Microsoft 365
Thanks to the close integration with Microsoft technologies, vysoft BEM can be integrated directly into the familiar working environment.
Conclusion: Excel is not an alternative to professional BEM software
Companies that continue to rely on Excel risk a lack of legal certainty, inefficient processes and high administrative costs. Specialized BEM software such as vysoft BEM ensures that the BEM process is handled in a legally compliant, secure and transparent manner.
Excel may appear to be a cost-effective solution at first glance, but in the long term it leads to higher operating costs due to manual processes, susceptibility to errors and security risks. Companies also expose themselves to considerable legal risk if they do not fully comply with the statutory documentation requirements.
With the vysoft BEM software, companies benefit from automated processes, secure documentation and optimal integration into existing IT structures. The software offers a sustainable solution for efficiently managing the BEM process, optimally supporting employees and minimizing legal risks.
Take advantage of vysoft’s digital BEM software now and benefit from efficient, automated and legally compliant management of the BEM process.