Robotic Process Automation (RPA) tools can be leveraged to streamline Human Resources processes. RPA does not convey that its robots that are making the decisions in HR ops, but they are used extensively to automate monotonous and repetitive manual tasks, both at the admin and clerical level. RPA allows the HR team to manage the numerous admin tasks - including for the entire life-cycle of an employee, from hiring to firing or retiring. By implementing RPA in the HR processes, the entire organization is benefited, not just the HR department.
Here's how each process of HR benefits from RPA being implemented -
Going through a sea of resumes and shortlisting the most promising ones can take up loads of time; in fact, the average time taken to hire one employee could take up to three days for the HR department. The RPA bots, however, can make a database of the resumes and online forms, screen them, and compare them with the requisites of the posted jobs quickly and easily; they can also do background checks.
Benefit - HR teams can save time and effort by automating candidate screening and shortlisting. All it will take them is just a few clicks. Moreover, the organization, doing this in record time, can prevent the desirable candidates from being recruited by the competition.
Drafting and sending out offer letters and ensuring they comply with company policy, and tracking the receipt of documents to be submitted by new hires, sending out other required documents - all these are part of the offer letter administration. This can be painstaking and time-consuming. Checking the data manually to ensure compliance with regulations, and verifying data against several databases results in the possibility of errors happening becoming quite high. RPA can be deployed to create accurate and personalized offer letters, which the system checks against the company regulations to ensure its compliance.
Benefit - This frees HR personnel to focus on proactive hiring tactics, and have face-to-face discussions with candidates.
HR personnel have to create email ids, user accounts, mailing lists, and ensure that the new joiners have the necessary office equipment, and so on. Depending on the job description, there could be variations in the requirements of the employees. RPA for HR can be configured to automatically kick-start the onboarding process as soon as a new user account gets created, with the bots sending a set of onboarding docs to the new employee.
Benefit - The entire process is consistent, error-free, and streamlined, and the new recruit is made to feel at ease as they are technically fully equipped, and can begin functioning from the first day.
This activity comes into play either when a new employee joins an organization, or an existing one is put on a new project or has to work with a new application. Imparting training enables the employee to be on the same page as the others and fully conversant with the relevant technology. In this process, the RPA system checks and verifies that the employee has the requisite certification for a particular project of application. It will also send notifications to the employees regarding the requirements, manage the compliance, and book training sessions for employees.
Benefit - This automation can result in cutting down the number of training days for an employee up to 3, and also in an 18% reduction in calls to the help desk. It can also help in reducing errors in manual data entry by about 30%.
In this task, HR personnel often come across issues like receiving expense submissions after the date, expenses not in keeping with company policy, missing bills, late payments, spreadsheets with errors, and so on. With RPA solutions, however, processes like comparing each expense against the company rules, approving standard travel spend, processing claims, and so on can be automated, and the challenges declined.
Benefit - HR can speed up submission of expenses and approvals, leading to happy faces all around. Manual effort is reduced, precision can be achieved, and compliance with company regulations can be achieved.
This is probably the most important use case for RPA in HR. Payroll is subject to rules and involves innumerable data entry tasks. The conventional HR systems are limited because of the limited ability to take advantage of standardization thanks to security and compliance requirements and so on. Often, there is incorrect data, erroneous submissions, and delayed payments. This function of HR probably has the most need for robotic process automation than any other.
Benefit - RPA in payroll maximizes accuracy and speeds up processing while ensuring complete compliance with company regulations, and delivering better service consistently.
It is the HR team's task to manage all information related to employees past and present, applicants, fresh recruits, and compliance and regulations. Nearly all these tasks are done manually - adding, modifying, deleting, and maintaining data takes up a great deal of time. With RPA, these monotonous manual tasks can be sped up and made more accurate.
Benefit - Significant reduction in time can be achieved as all tasks related to data can be automated, including copying and synching; the HR team can ensure better compliance as there is better accuracy and consistency in the data.
This task is a cumbersome one for HR teams as they need the data to be in the correct format and place to make intelligent decisions. Going through company surveys and reviews from numerous sources, creating and updating dashboards continuously - HR personnel need to perform all these tasks as well. RPA bots can manage the entire thing and generate reports automatically, capture and clean data, and populate complicated periodic reporting needs in advance. Surveys and reviews can also be automatically screened by RPA tools.
Benefit - By automatically collecting, preparing, and visualizing the required data, HR can save a lot of time and make sure the data is consistent.
Ensuring accurate records of time logged, leave, absence, vacation, and so on can be daunting with the traditional absence management systems, especially in large organizations. With robotic process automation, however, the records can be easily validated through verification and setting off alerts as soon as inconsistencies are found.
Benefit - The workforce can be managed more efficiently; RPA also diminishes errors in data entry and improves accuracy. HR can ensure enhanced compliance, minimize attendance problems, and plan and manage shifts better to bring down costs.
When an employee leaves due to retirement or resigning, HR staff are responsible for the exit procedure, and they need to maintain consistency. When this is done manually, several inaccuracies may arise, and other problems may also occur. These can be avoided by implementing RPA and streamlining the entire exit process. Generating exit documents, the exit interview, sending notifications to relevant personnel, revoking system access, settling payments, and so on - all of this can be handled by the RPA bots.
Benefit - RPA implementation makes the entire process smooth and efficient, saving about half the time required by manual process, and leaves the employee with a good last impression.
Despite what you may fear, Robotic Process Automation has been created not to replace human beings, but to help them. Yes, the implementation of RPA will mean the taking over of menial, mundane tasks; but this will free the HR professionals to focus on more value-adding and customer-centric tasks. Additionally, it is an immensely cost-effective technology, and by saving time and expenses in this department, the entire enterprise can benefit significantly. In the long run, it enhances productivity, efficiency, and employee satisfaction.
Flatworld Solutions (FWS) is a leading provider of RPA services and can provide you with customized solutions according to your requirements and budget. Get in touch with us now to learn more about our RPA services.