RPA FOR ERP BASED HR ACTIVITIES

OVERVIEW

The Client is a large innovative, knowledge-based energy and utility enterprise serving the Power, Water and Environmental sectors and provides IT solutions for Energy/Hydro industry. With offices in multiple countries, the HR Department handles various activities such as on-boarding, termination, 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 monitoring the employee emails to HR. Data is also collected from the ERP HR system like SAP, Oracle, MS-Dynamics to process to automate all HR related tasks . In addition, the automation includes sending out individualized emails to all employees with appropriate form/attachment. This real time automation system helped us to improve the efficiency of HR activities across various geo locations offices. Our Solution was integrated with an existing HR and Finance modules of an ERP system.

RESULTS

• Reduced Costs and Operational Risks
• Better employee utilization
• Improved regulatory compliance
• Able to develop and deploy solution with existing IT Infrastructure.
• Improved process efficiency.
• Faster and reliable Service.
• Employees receive timely information.

TYPICAL CHALLENGES FOR HR ACTIVITIES:

• Possibility of Human errors.
• Additional number of employees in HR department.
• Inaccuracy in data validation.
• To maintain confidentiality of HR activities related information.
• Employees not getting their documents such as offer letter, promotion letter etc. on time.
• Overall decrease in employee productivity performing manual/routine tasks.
• Software downtime can increase delays in conveying information to the employees of an organization.

SOLUTION

Our goal was to explore how RPA can lead to improve the ERP oriented HR processes and produce a positive impact on our client’s employees and the bottom-line. After thoroughly evaluating the client’s challenges, we used UI Path to develop a solution that automatically performed tasks without human involvement for monitoring the HR emails and the HR related pending tasks. Automation included actions for sending out offer letters, termination letters, Annual Reviews, etc. and taking appropriate actions. In addition, the automation process also includes sending out individualized emails to all employees with appropriate email content and attachments/forms.

The typical RPA process for this project involves:

• Monitor emails for real-time alerts and process the incident tickets based on subject for each alert type/issue.
• RDP into remote servers and check for services and make fixes and confirm after service is available to end-users.
• Send out an email confirmation to respective end-users or escalation emails if the problem cannot be resolved.