RPA FOR ERP BASED HR RECRUITMENT ACTIVITIES

OVERVIEW

The Client is a large innovative, knowledge-based energy and utility enterprise serving the Power, Water and Environmental sectors. With offices in multiple locations, the HR Department handles various activities such as onboarding, off-boarding etc. Each of these processes comprise of several activities that are repetitive and time consuming but critical for employee satisfaction. To overcome this, we developed and implemented RPA (Robotic Process Automation) for the entire Recruitment process that uses ERP system starts with monitoring the incoming job applications and the resume. OCR is then performed on PDF or word formatted resume and categorize them by skills and job postings. An excel sheet is then generated by the bot and sent to the HR Dept. daily. Based on HR feedback received by the bot from an email, interview links are shared with the appropriate candidate(s). Then, the bot monitors emails from HR for final selection of candidates and offer letters are automatically emailed out to all the selected candidates with appropriate forms/attachments based. Solution was integrated with an existing HR and Finance system and went live in 12 weeks.

Results & Benefits:

• Reduced Costs and Operational Risks.
• Better employee utilization
• Able to develop and deploy solution with existing IT Infrastructure.
• Improved process efficiency.
• Faster and reliable Service.
• Increased regulatory compliance
• Reduces the manual processes associated by the paperwork.

Typical Challenges for HR Recruitment Activities:

• Possibility of Human errors.
• Additional number of employees in HR department.
• Inaccuracy in data validation.
• To maintain confidentiality of HR activities related information.
• Overall decrease in employee productivity performing manual/routine tasks.
• Software downtime can increase delays in conveying information to the new employees of an organization.

Solution:

Our goal was to explore how RPA can improve the HR processes in an ERP system. After thoroughly evaluating the client’s challenges, we used UI Path to develop a solution that automatically monitors the incoming job applications and the resume. OCR is then performed on the PDF or word doc formatted resume and categorize them by skills and job postings. An excel sheet consisting of all the resume processed is generated by the bot and sent daily to the HR Dept. Based on the HR evaluation, the bot sends out emails with the interview links to the appropriate candidate(s).Then, the bot monitors emails from HR for final selection of candidates and offer letters are automatically emailed out to all the selected candidates with appropriate forms/attachments

The typical RPA process for this project involves: