HR

Use Case Summary

Client is a multinational service provider of contact center solutions with operations in Canada, Costa Rica, Philippines, UK, and U.S.A.

Client wanted to automate the HR functions. This is a manual process and requires the business user to spend considerable time for the data entry so they wanted to automate the process.

Below is the manual process, which clients want to automate:

1. Recruitment
2. CV upload on the application
3. Uploading of document
4. New Joiner Enrolment
5. Medical Benefit enrolment & claim
6. Account Deactivation process
7. Full & Final settlement
8. Sub-letter process

Current Challenges

Client was facing challenges in uploading data related to the Employee life cycle in the workday application.

Duplication Errors: Manual data entry increases the risk of duplicate records or information being entered multiple times, leading to confusion and data discrepancies.

Version Control Issues: Managing different versions of HR documents or records can be challenging when relying on manual data entry, potentially causing version control problems.

Dependency on Paper Documents: If HR data is still primarily maintained on paper forms before entry, the manual transfer to digital systems can introduce errors and delays.

Difficulty in Tracking Historical Data: Manually tracking historical data changes, Health Benefits, Claim settlement can be challenging, impacting the ability to analyze workforce trends over time.

Employee Experience Impact: Delays in updating employee records due to manual data entry can affect the overall employee experience, particularly during critical HR processes such as onboarding or benefits enrolment

Compliance Risks: Compliance with HR regulations and data protection standards may be challenging to maintain consistently through manual data entry, increasing the risk of regulatory issues.

Increased Workload: HR professionals may face an increased workload when managing manual data entry tasks, diverting their time and energy from more strategic HR functions.

Solution Implemented

Web based automation is done to integrate workday

Recruitment: Automate the recruitment process to enhance efficiency in sourcing, screening, and onboarding candidates. Implement a system that streamlines job postings, applicant tracking, and communication, optimizing the end-to-end recruitment life cycle.

CV upload on application: Automate CV uploads seamlessly by integrating a file upload feature in the application interface, allowing users to effortlessly submit their resumes. Utilize secure storage systems for efficient file management and streamline the recruitment process.

Uploading of documents: Automate document uploads, providing users with a user-friendly interface to effortlessly submit and manage their files, enhancing efficiency in data collection and storage.

New Joiner Enrolment: Bot extract the data from documents & upload the same into the HRMS application.

Medical Benefit enrolment & claim: Bot will send email reminder to fill medical Waiver Form to remaining and upload the filled forms in the workday with the help of web automation

Correspondence file upload: Implement an automated system for correspondence file uploads, simplifying the process for users to submit and manage relevant documents seamlessly, improving efficiency in file handling and communication.

Account Deactivation process: Automate the account deactivation process to efficiently handle user account closures, ensuring secure and compliant removal from the system with minimal manual intervention.

Full & Final settlement: Automate the full and final settlement process for departing employees, seamlessly handling financial calculations, clearances, and document generation to streamline and expedite the exit procedure.

Sub letter process: Automate the subletter process by implementing a system that efficiently manages the creation, approval, and distribution of subletters, optimizing the workflow for seamless and organized subletting transactions.

Business Benefits

Enhanced User Experience: A user-friendly automated system simplifies the file upload process, contributing to a positive user experience. This can improve user satisfaction and engagement.

Centralized Data Management: Automation facilitates centralized storage and management of correspondence files, providing easy access, retrieval, and organization of documents.

Scalability: The automated system is scalable to accommodate growing file volumes, ensuring continued efficiency as the organization expands.

Enhanced Productivity: HR automation allows HR teams to reallocate their time to high-value tasks, such as talent acquisition, employee engagement, and strategic workforce planning, leading to increased overall productivity.

Improved Onboarding: Automated onboarding processes ensure a smooth transition for new hires, reducing paperwork, improving compliance, and enhancing the overall onboarding experience.

Employee Self-Service: Automation provides employees with self-service options, allowing them to access and update their information, apply for leaves, and manage benefits, fostering a more empowered and engaged workforce.

Streamlined Recruitment: Automation simplifies and accelerates the recruitment process, from resume screening to interview scheduling, improving the candidate experience and reducing time-to-fill positions.

Recordkeeping: Automated systems maintain accurate records of settlement transactions, making it easier for HR teams to track and audit the full and final settlement process.

Outcome

40%

Time saving

30%

Reduction In Error Rates

25%

Reduction In Administrative & Operational Expenses

25%

Increase In Productivity

20%

Increase In Employee Satisfaction

70%

Improvement In Data Accuracy & Record Keeping