OVERVIEW
The Client is a large innovative, knowledge-based energy and utility enterprise serving the Power, Water and Environmental sectors and provides IT solutions for Energy/Hydro industry. With offices in multiple countries, the HR Department handles various activities such as on-boarding, termination, off-boarding etc. Each of these processes comprise of several activities that are repetitive and time consuming but critical for employee satisfaction. To overcome this, we developed and implemented RPA (Robotic Process Automation) for monitoring the employee emails to HR. Data is also collected from the HR system to process the HR related pending tasks andcompleting the task by taking appropriate action. In addition, the automation includes sending out individualized emails to all employees with appropriate form/attachment. This real time monitoring and taking actions helped us automate the HR activities across various geo locations offices. Solution was integrated with an existing HR and Finance system.
Results
Reduced Costs and Operational Risks
Better employee utilization
Improved regulatory compliance
Able to develop and deploy solution with existing IT Infrastructure.
Improved process efficiency.
Faster and reliable Service.
Employees receive timely information.
Typical Challenges for Payroll Processing:
Possibility of Human errors.
Additional number of employees in HR department.
Inaccuracy in data validation.
To maintain confidentiality of HR activities related information.
Employees not getting their documents such as offer letter, promotion letter etc. on time.
Overall decrease in employee productivity performing manual/routine tasks.
Software downtime can increase delays in conveying information to the employees of an organization.
Solution
Our goal was to explore how RPA can lead to improve the HR process and have a positive impact on our client’s, employees and the bottom-line.After thoroughly evaluating the client’s challenges, we used UI Path to develop a solution that automatically performed tasks without human involvement for monitoring the HR emails and the HR related pending tasks. Automation included actions for sending out offer letter, termination letter, promotion letter etc. then completing it by taking appropriate actions. In addition, the automation process also includes sending out individualized emails to all employees with appropriate email content and attachments/forms.
The typicalRPA process for this project involves:
