RPA in HR and payroll
Humanize your HR processes and bring back the focus to employee interaction and experience
Through automating HR processes, we have both improved employee satisfaction and employer image of our customers
RPA (Robotic Process Automation) in human resources department allows automating repetitive manual work, freeing time for more challenging tasks, face to face employee interaction and developing employee experience.
RPA enables faster employee onboarding, more efficient routine task processing and employee exit handling. Automating processes in payroll with high-volumes of data improves accuracy and compliance. RPA is also an agile tool when vast amounts of data need to be transferred from one system into another.
Benefits of RPA in HR & Payroll
Faster employee onboarding & exit process
HR experts can focus on finding the talents, rather than scanning applications.
Increased employee data quality
Robots retrieve and synchronize employee data across different systems.
Keeping up with compliance
Robots can automate legally mandatory reporting, e.g. worktime reporting.
Better employer image
Better management of HR processes improves employer image.
RPA use case examples in HR and payroll
RECRUITING
- Processing job applications
- Adding an employee to distinct systems
- Provisioning user names and tools
- Deleting or returning user names or tools at the end
- GDPR reporting and deleting information
HR MANAGEMENT
- Managing salary and work related benefits
- Accounting and informing about holidays and absence
- Work shift planning
- Tracking, communication and reporting of yearly compulsory trainings
- HR KPI reporting
SALARY MANAGEMENT
- Salary invoicing and payment
- Reading, cross-checking, reporting and saving salary information
- Reconciliation, approval and transfer of working hours in salary system
- Holiday accounting, reporting and informing
- Salary and pension preparation
BUSINESS TRAVEL ACCOUNTING
- Checking and registering travel invoices
- Business travel accounting reconciliation
- Reporting for taxman
- Registering and transferring business trips to salary management
- Paying business trip invoices
CASE: AUTOMATION OF EMPLOYEE ONBOARDING AND EXIT PROCESS
An international IT company that provides financial management software solutions to customers around the world.
Our client wanted to streamline the new employee onboarding process. Creating an employee involves a lot of repetitive and time-consuming routine work that was natural to automate. Later, the removal of a leaving employee was also added to the automation.
The robot adds new employees to the company’s different systems. The employee’s access rights are added according to their role and their pass cards are ordered. In addition, the necessary user accounts are created for the employee in different systems.
An employee leaving the company will have his or her rights to the systems and various user accounts removed. The supervisors will also be sent a reminder of the necessary tasks regarding the employee’s exit.
The automation is run on a daily schedule. The robot receives its source data from the supervisors, who send the robot information about new employees as well as exiting employees.
The automation created several different benefits for both users and employees. After the automation, inefficient routine work was removed, which improved supervisor satisfaction. For the employees, the automation streamlined the process, and there was no need to wait for user accounts or access rights. For the organization, the automation improved risk management when the rights of old employees were removed as soon as they left. The automation also created direct savings when unused licenses were no longer left to old employees.
CASE: AUTOMATION IN HR DEPARTMENT IN A LARGE ELECTRICITY COMPANY
A very large organization in the electricity sector in Chile with over 7000 employees.
The initial reason the organization wanted to use RPA was due to their need to improve their data’s visibility. They had vast amounts of raw data about their employees’ working hours and the employees’ overtime hours from different systems that didn’t communicate together.
Before the worktime reporting was done manually in excel – the robot replaced this manual, monotonous work formerly done by an employee, allowing the employee to focus on more valuable, challenging work. Sisua also added more sources of data to the process and using the robot enabled the reports to be updated more often. Although the automation created FTE savings, the most significant impact was that the data was now more accurate, transparent and up to date.
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