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8 Ways you can Automate HR Operations with RPA

As the responsibilities of HR staff are on the rise, it becomes a priority to find solutions that can ease the burden on the shoulders of HR teams and deliver desired results in a timelier and less chaotic way. In this post you are about to learn 8 ways RPA helps you automate your HR operations, such as: candidate sourcing, offer letters, onboarding, employee data management, expense management, and reporting. Let's get started!

1. Candidate Sourcing and Shortlisting

The days of HR teams needing to spend exorbitant amounts of time trudging through resumes and applications to position postings are over. Instead, RPA software can gather and analyze candidate information and compare it against job requirements to find the most accurate matches.

Right after finding the highest potential candidates, RPA can start the contact process to schedule interviews for matches and also notify non-matching candidates.

If any candidate rejects or declines the interview, you can pre-define rules which guide the system to automatically notify the next candidate about their selection and schedule an interview.

2. Offering Letter Management

Offer letters usually must include a standardized type of content, such as: company, monetary compensation, job role to perform, etc. Also, they need to comply with some specific regulations which usually are located in different databases. This task of doing a manual check and validation represents a long, time-consuming activity for HR teams.

RPA can scan the information about the job role and each individual candidate to create a personalized offer letter, send it, and eventually do the proper follow-up on the status (if it was accepted or rejected). Once the candidate has accepted the offer, the system can continue assisting for the next phase.

3. Onboarding

The process of onboarding requires multiple steps which need to be performed in order to allow the new member of the team to do all their daily activities in alignment with the company’s system. Tasks such as new user account setup, e-mail address creation, granting access rights to applications, allocating equipment, benefit enrollments, etc. need to be ready as soon as the new member joins the team in order to make those first days more efficient as an employee gets up and running in their new role.

With RPA, bots can automatically follow a workflow to create and grant user accounts, app permissions, e-mail addresses etc. to streamline the whole process. Then, bots can also make rule-guided decisions to select which onboarding documentation or courses send to the new member in order to make that process faster and more effective.

RPA makes a significant contribution to helping new members understand their functions within the team, learn about key aspects of their new role and to get up and running immediately into their work.

4. Compensation and Payroll Management

Payroll is a great example where HR teams need to perform repetitive and time-consuming tasks. It's a necessary evil that is always on a deadline and demands accuracy. RPA can help manage a range of tasks related to compensation and payroll. Automating detailed repetitive tasks results in reduction of errors and increased efficiency. Delayed payments will no longer be a concern to your team and will increase their level of job satisfaction.

5. Data Management and Validation

‘Data’ can cover many specifications, such as: company regulations, payroll and benefits. These specifications require a set of consistent actions across several databases and formats.

That set of actions can present a challenge to the HR team if they need to do it manually. RPA is an ideal way to manage and validate all that information, handling a range of tasks and reduce the risk of incorrect data entries.

Also, RPA can help to share data between different systems. For example, it is common for many companies to structure compensation based on the achievement of targets. In those cases, there may be variable payment processing. RPA can automate the communication between systems so the correct data can be extracted from one source system and import it into the other in order to find out what members of the team have reached their targets and earned that extra bonus compensation.

6. Travel and Expenses Management

The manual process of logging travel and other per diem expenses might involve issues like late expense submissions, missing receipts or unclear expense justifications. This has a negative impact for compliance and also represents a time-consuming activity for employees that distracts them from focusing on their higher-order job responsibilities.

RPA can make the process more effective and efficient by connecting each of an employee's corporate credit cards with a system that automatically registers each transaction. These transactions can subsequently be labeled with a standard justification value, such as meals, transport, accommodation etc., making the process a more streamlined.

7. Attendance Visibility

Nowadays it is common that companies allow their employees work remotely. This increases employee satisfaction, loyalty to the company and it gives the opportunity to keep a balance between quality of life and work. However, work from home arrangements can easily get out of control if there is not a proper use of an absence management system by employees themselves. The bigger the company, the bigger the challenge to review time records.

RPA can cross-check time logged in the system by employees with the company's record and report inconsistencies to the HR team. Also, RPA can show interesting insights and prevent workflow disruptions by recommending reallocation of team members when a major external influence prevents the team to stay online, such as natural disasters or epidemic circumstances.

8. Reporting

RPA can help considerably by gathering and analyzing the available data in the system to generate consistent reports that can bring valuable insights about team’s performance, overall experience inside the company, sense of culture integration, completion of training before a certain deadline, expenses, etc.


Related content: [Ebook] RPA Process Heatmaps 

The list of added value that RPA brings to HR and other teams in the enterprise is lengthy and continuously growing. In a world where adaptation to new challenges is critical for any company's success, RPA allows teams to perform work in a more effective, efficient and accurate way than ever before. Take advantage of these benefits and take your company into a new era of success.

If you would like to know more about this subject or would like assistance on how to implement RPA into your company's processes, don't hesitate to drop us a line in the comment section below or contact us to speak with one of our RPA experts. Let's start the conversation!