Robotic Process Automation (RPA) has significantly impacted how Human Resource (HR) functions operate in organizations. By automating repetitive manual tasks through software robots, RPA helps optimize various operational processes in HR. This allows HR teams to focus more on strategic work that enhances organizational success.
In this blog, we will discuss some key areas where RPA is increasingly being used in HR departments. We will explore use cases like candidate screening, onboarding, employee data management, payroll processing and expense management. Understanding these applications of RPA can help HR leverage the technology for process optimization.
What is Robotic Process Automation in Human Resources?
Robotic Process Automation or RPA refers to the use of software robots or digital workforce to automate repetitive and manual processes commonly found in HR functions. RPA bots are configured to emulate human actions involved in various HR tasks like accessing different systems, extracting data, moving files and filling online forms. They integrate with existing HR software, databases and digital tools to complete transactions instantly 24/7 without downtime.
RPA allows HR teams to focus more on strategic initiatives instead of spending time on mundane clerical work. It helps improve accuracy and compliance by reducing human errors. It also consolidates data from disparate legacy systems, delivering consistent results at a much faster pace than manual processes. Overall, RPA streamlines HR operations, cuts costs and improves both employee and candidate experience through automation.
Use Cases – RPA in Human Resources
Here are the some Use Cases of RPA in Human Resources:
CV Screening & Short listing Candidates
RPA is very useful in screening the large volumes of CVs/resumes received by organizations for job postings. As soon as the recruitment team uploads a job description, the RPA bot can be configured to automatically extract key information from the uploaded CVs like candidate name, current/last company, years of experience, skills/technologies mentioned etc.
The bot then screens these CVs basis predefined criteria set by recruiters regarding the minimum skills, experience and qualifications required for the role. It applies filters to shortlist candidates matching at least 70% of the desired criteria. The shortlisted CVs are neatly organized with all relevant details extracted and presented to human recruiters for further selection rounds. This allows recruiters to quickly review only the most potentially fitting candidates and reducing screening time significantly. They can focus on outreach, interviews and selecting the right candidate for the role.
Simplifying On boarding
Onboarding new employees is a lengthy process that involves collecting documents, setting up IT systems and HR records. With RPA, much of the repetitive tasks can be automated. The bot can retrieve candidate details from the ATS, generate onboarding documents like offer letters, payroll forms based on predefined templates. It then sends these along with joining instructions to the candidate. On the joining date, it can create user profiles by fetching data from the HRIS, configure necessary system access and send login credentials.
Throughout the onboarding period, the bot continues preparing system setups, shares important mailers on company policies and manages the tasks checklist. This streamlines the process making new hires productive from day one. It ensures all compliance requirements are met by eliminating errors. As a result, HR teams now have more time to plan induction programs and welcome newcomers, improving the new employee experience.
Employee Data Management
Managing employee data in the HRIS is a constant effort as records need regular updating. RPA helps automate this process allowing HR to maintain accurate employee information. A bot can be configured to capture data changes from sources like payroll files, expense claims or emails. It extracts relevant fields like name, salary, bank details, designation or location changes and automatically updates these in the HRIS after validating the data.
This synchronizes employee data across multiple legacy or third-party systems used by different departments. The bots also initiate workflows for approvals if changes require sign-offs. They generate reports on user access reviews to ensure IT systems reflect current roles and responsibilities. This eliminates duplicate manual data entry work for HR teams. Employee records remain up-to-date at all times with correctness and consistency, even as organizational changes occur frequently.
Payroll Processing
Processing payroll is a repetitive monthly activity for HR teams that requires gathering data from multiple sources. With RPA, bots are configured to read employee timesheet files, absence records, expenses claims and monthly pay slips to extract details required for payroll like hours worked, leave days, deductions etc. They consolidate this data from different systems into a centralized payroll processing file automatically.
The bots then use this information to generate pay slips and reimbursements as per compensation policies. Any statutory compliances or taxonomy updates are also done by the bots. Payments are directly deposited into employee bank accounts using integrations. This simplifies and speeds up the whole process ensuring on-time salary credits every month. It reduces chances of manual errors and gives HR time to focus on strategic payroll planning instead of data reconciliation jobs.
Expense Management
Managing employee expenses like travel, meals and reimbursements requires significant administrative efforts. RPA aids in automating this process end-to-end. When an employee submits an expense claim through the portal, an RPA bot extracts the details, attaches supporting documentation and routes it through the appropriate approvals workflow. It retrieves expense policies to validate items being claimed.
Upon approval, the bot reads payroll information to generate reimbursements. For company card expenses, it categorizes transactions from statements and flags any policy violations for review. Expense reports are automatically generated for management. This eliminates time spent on processing paperwork. Reimbursements are credited faster while ensuring compliance. HR has visibility into spend patterns to improve policies. Automation through RPA thus streamlines expenses handling and auditing.
Conclusion
Robotic Process Automation Singapore is revolutionizing the way HR operations are carried out. By automating rule-based tasks across the employee lifecycle using software bots, it optimizes processes, improves accuracy and compliance. This frees up HR teams to spend more time on value adding work like talent development, employee engagement and strategic planning. Automation also helps provide consistent employee experience. The benefits of scalability, speed and reduced costs make a strong business case for leveraging RPA in HR functions. As technology continues to evolve, more advanced use cases will emerge helping transform HR through intelligent automation.