The HR process usually takes up a lot of time and resources in every organisation. When organisations grow rapidly, keeping up with their progress becomes a major challenge, particularly for HR teams.
That's where RPA in HR can be introduced to many manual tasks, allowing HR team to focus on important work that can take the business to new heights.
In this blog post, you will understand in detail how important adopting RPA technology is today, its benefits in Human Resources, and various real-world examples of how it is helping organisations grow.
What is RPA?
Robotic Process Automation (RPA) is an advanced technology that utilises software robots or "bots" to automate repetitive, rule-based tasks in business processes. These bots copy human actions, interacting with digital systems to perform tasks like data entry, data extraction, and routine transaction processing.
What is RPA in HR?
HR work faces a big challenge due to a lot of mistakes in data input, even when everyone is careful. Since HR deals with people, there are many chances for manual errors, which can harm the quality of transactions, the efficiency of business processes, and the accuracy of decision-making.
Furthermore, most HR departments rely heavily on document-driven processes. With more documents, the processes become more time-consuming and repetitive. Unfortunately, as the number of repetitive tasks increases, the completion of tasks slows down.
In addition, doing repetitive and monotonous tasks increases the likelihood of errors, especially in critical areas like payroll calculation, leave checks, and timesheet verification.
Hence, adopting RPA technology to have bots handle tasks that don't require decision-making, the HR department can gain extra time and resources to focus on other important aspects of the company. This will also allow them to be more productive and spend office hours addressing employee issues in person.
Benefits of RPA in HR
Cost Effectiveness
RPA automates important tasks that require a lot of manual effort, making HR operations more efficient and saving money.
Increased Productivity
RPA helps HR staff by handling boring administrative tasks, so they can concentrate on engaging with employees and focus on building a better work environment.
Accuracy
Bots don't get tired, so they don't make mistakes like humans do, making sure the data is always accurate.
Improved Job Satisfaction
RPA boosts job satisfaction and lowers staff turnover for HR managers by freeing them from repetitive tasks.
Faster HR Operations
UiPath reports that HR departments can speed up their main tasks by up to 85% using bots.
High Scalability
Scaling RPA solutions is simple, allowing HR departments to easily expand the operational capacity of bots based on their requirements.
Improved Compliance
RPA software can assist HR departments in meeting regulations by consistently and accurately managing data.
Better Talent
RPA solutions help find and hire the most suitable talent, making the hiring process more efficient.
Use Cases – RPA in Human Resources
RPA in HR makes work easier by automating various tasks. It helps the HR team handle many administrative processes efficiently, without the need to hire more staff. Here are some common and practical ways RPA can be used in HR.
CV Screening & Shortlisting Candidates
When a company posts a new job online, they receive a lot of applications. The HR department has to spend a lot of time going through these applications, organising the information, and checking the candidates.
Even a simple hiring process can take two or three days. But with the help of RPA technology, we can quickly gather information from resumes and verify data with just a few clicks. We can also easily select candidates based on our criteria and find the best talents without much effort.
This not only saves a lot of time and effort for the recruiter but also improves the hiring process, helping the company find the best match with minimal hassle.
Simplifying Onboarding
RPA bots make it simple to automate the entire onboarding process. They can handle tasks like sending digital offer letters and providing orientation guidelines, streamlining HR processes.
After the bots review resumes and create a shortlist of candidates, you can easily select the ones you want to join your company. Once you've made your decision, the bots can send the selected candidates their offer letter, policy document, and any other necessary files for a smooth onboarding experience.
Payroll Processing
Processing payroll involves repetitive tasks, but it's crucial for any company, no matter the industry. Handling payroll requires a lot of data entry, and mistakes can happen. RPA makes this process smoother and much faster. As a result, employees receive their pay on time.
Employee Exit Management
Like onboarding, HR is responsible for managing all exit procedures. They must ensure that the process of off-boarding current employees is smooth and excellent.
Many companies use automation, such as Robotic Process Automation (RPA), to streamline manual tasks like handling payments, revoking system access, sending exit documents via email, and notifications. This helps create a positive office culture and enhances the company's reputation through positive word of mouth.
Performance Management
The HR team usually has to collect important information from different surveys and performance indicators for performance management. They then create a report using this data, which can be time-consuming because gathering performance data takes a while.
However, using RPA (Robotic Process Automation), bots can handle all these tasks for you. They capture data and create reports, and you can even set them to do it regularly for a consistent evaluation strategy.
In addition, RPA in HR can also help with Employee Data Management, Expense Management, Maintaining Compliance with the Organisation, Employee Induction and Training, Calculation of Shift Allowance, amongst others.
Real-World Examples of RPA in HR
First Bank
First Bank upgraded their employee orientation process by using a software robot to handle manual HR duties, like posting job advertisements and making lists of candidates. This helps recruiters save time for more important tasks, and it's estimated to save nearly 120 hours every month.
Covestro
Convestro started using UiPath's AI-powered RPA solution to handle 500 sick leave certificates every week. Half of the documents are now processed automatically with 95% accuracy. This has led to an 85% decrease in the time needed for the task.
How to Implement RPA in HR
Implementing RPA in HR requires a systematic approach to ensure seamless integration and optimal results. Here's a step-by-step guide to implementing RPA in HR:
1.Identify Suitable Processes for Automation
Begin by identifying HR processes that are repetitive, rule-based, and time-consuming. These processes are ideal candidates for RPA implementation. Common processes include data entry, document verification, and report generation.
2.Conduct a Process Assessment
Once potential processes are identified, conduct a thorough assessment to understand the intricacies of each process. Document the step-by-step workflow, including inputs, outputs, and decision points. This analysis will serve as the foundation for designing RPA workflows.
3.Select the Right RPA Tools
Choose RPA tools that align with the specific needs of your HR processes. There are several RPA tools available in the market, each with its unique features. Consider factors such as ease of use, scalability, and integration capabilities when making your selection.
4.Design RPA Workflows
Collaborate with RPA experts to design workflows that mimic the manual execution of HR processes. Clearly define decision points, data inputs, and expected outputs. Ensure that the RPA solution can handle variations in data and adapt to changes in process requirements.
5.Integration with Existing Systems
Ensure seamless integration of RPA with existing HR systems and databases. This integration facilitates data exchange between RPA bots and other HR software, allowing for real-time updates and improved overall system efficiency.
6.Testing and Validation
Before deploying RPA in a live environment, conduct thorough testing to validate the accuracy and effectiveness of the automation workflows. Address any issues or discrepancies during the testing phase to avoid disruptions in HR processes.
7.Training and Change Management
Provide training to HR professionals involved in the RPA implementation. Familiarise them with the new automated processes and address any concerns or uncertainties. Effective change management is crucial to ensure a smooth transition to the automated environment.
8.Continuous Monitoring and Optimisation
Post-implementation, monitor the performance of RPA in HR processes regularly. Identify areas for optimisation and refinement, and update the RPA workflows as needed. Continuous monitoring ensures that the RPA solution remains aligned with evolving HR requirements.
How can BharatBotz Help with RPA in HR?
BharatBotz is a rapidly growing company famous for its excellent RPA solutions for HR processes. Our dedicated team of tech experts offers top-notch RPA solutions that can smoothly automate your HR processes and ensure that there is smooth functioning within the organisation. We support you throughout the entire process, from planning to implementation, with unwavering dedication and passion. Our goal is to provide advanced solutions that go beyond your expectations.
Contact our skilled tech experts now to grow and automate your business with a strong RPA solution in HR!
Final Thoughts!
As time passes, the RPA industry is progressing to a higher level by incorporating AI to handle decision-based tasks. Don't worry, robots are not here to replace our jobs; instead, HR automation is a way to save time and improve HR tasks.
According to ManpowerGroup Solutions, 45% of organisations struggle to find the right talent, especially large-scale ones, where over 67% face a talent shortage, mainly in the HR department.
Automation can be the solution for these companies by bridging the gap between their current situation and a point where all their talent needs are met. HR automation takes care of routine tasks, giving employees more time to focus on tasks that require thinking.
This not only enhances their work structure but also helps them train and meet the organisation's needs. In simple terms, the future of HR looks promising as RPA handles repetitive tasks, allowing organisations to save time and resources and elevate their business with a more productive workforce.
Frequently Asked Questions (FAQs)
What is RPA and its tools?
RPA is a technology using software robots to automate repetitive tasks. RPA tools, such as UiPath, Automation Anywhere, and Blue Prism, enable businesses to streamline processes, boost efficiency, and cut costs by automating routine tasks, freeing up human resources for strategic initiatives.
How is RPA used in Human resources?
RPA helps HR teams by using advanced automation technology to handle lots of repetitive tasks quickly. Tasks like onboarding new employees, managing payroll, reporting compliance, and handling off-boarding can be done by RPA.
Is employee data secure when handled by RPA bots?
RPA solutions reduce the chance of accidentally exposing or losing data by limiting human access to sensitive employee information. Many bots enhance security and privacy through multi-layered authorisation and encryption.
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