RPA in HR: Streamlining Recruitment, Onboarding, and Payroll

Whatever your organization is, the HR department will always have a paramount role. The HRs are responsible for each employee’s life cycle phase, from headhunting to exit management. In today’s time, a tremendous amount of HR tasks have become repetitive. Due to this, they have little time to spare for strategic decision-making, staff retention, employee development planning, and building trust within the team.

Fortunately, advanced technologies have also found use cases and benefits for HR departments. RPA is a technology that can help organizations resolve the HR repetitive work issue with intelligent bot implementation.

Robotic Process Automation (RPA) technology is revolutionizing human resources management and operations. In this article, we will delve into all the major aspects of RPA in HR and how it can streamline HR activities such as recruitment, onboarding, payroll, and other activities. 

Understanding RPA in HR Operations

Robotic Process Automation or RPA employs robotic technology to automate various repetitive tasks of businesses. In the HR departments, it doesn’t mean that RPA will automate all the existing tasks; instead, RPA use cases in HR involve automating the simplest, most repetitive administrative, and clerical decisions at the keystroke level. Some of the major processes that will get automated include employee relations, recruiting and hiring, training and development, benefits and compensation, and HR generalist activities.

RPA will significantly reduce the bandwidth of the employees required to perform these tasks and they will be able to focus on more quality tasks. Thus, there will be higher productivity and efficiency of the HR team.

Use Cases of RPA in Human Resources

HR departments can leverage RPA technology to streamline various processes and activities in their routine flow. Here are the major use cases of RPA in HR departments:

a. Recruiting and Hiring

In a recruiting process, there are multiple tasks that are carried out through a pre-defined set of rules that don’t need human attention. Thus, RPA is optimal for carrying out these routine tasks. After defining the selection criteria of a candidate, a bot can quickly hundreds or even thousands of applications for the relevant and suitable candidates.

An AI development company can even integrate RPA with an applicant tracking system (ATS) to check rejected candidates who may have potential for future jobs. Furthermore, you can use RPA to schedule job interviews, send out meeting invites, and later, offer letters.

b. Onboarding and Training

There are many rule-based onboarding activities that you can automate with RPA solutions. The RPA solutions can automate equipment allocation and assignment, corporate credentials generation, and provision of access rights for business applications to new hires. The HR specialists just have to define criteria that the bot has to follow like name, job position, and hierarchical status.

RPA bots can also help with training session planning. Bots can supply new employees with the most appropriate training materials based on their function, coordinate their work schedules with those of human trainers, and create a training schedule.

c. Employee Data Management

Generally, the HR team has to deal with diverse forms of employee data scattered across different corporate systems. RPA technology implementation can help extract data automatically from various systems and exonerate HRs for high-value tasks. Furthermore, the RPA solutions will aggregate data with higher accuracy and eliminate any chances of human-prone mistakes.

d. Payroll Management

The payroll processing activities are tedious as well as error-prone. You must use RPA solutions particularly if you are an enterprise-level company with hundreds of employees. Payroll administration entails high-volume data entry on a regular basis, as well as consideration of variables such as working hours and tax requirements.

HR departments utilize RPA bots to automatically gather and combine information from sources like accounting reports and time-tracking systems, as well as compute gross and net salaries and initiate payments.

e. Attendance and Absence Management

Generally, employees really find it hectic to log attendance regularly, particularly when it requires filling multiple forms or going through a series of steps. With RPA solutions, this gets automated and streamlined. The software bots will compare absence reports with the time slots employees log into the corporate system alert if the information does not match, and send out reminders to fill out necessary forms.

Additionally, there will be AI technologies like image recognition and machine learning-based biometric analysis capabilities in the RPA solutions that we offer. Thus, it will help in determining and logging clock-in and clock-out times automatically.

f.  Expense Management

When the employees have to reimburse their expenses for the company’s tasks or activities, they have to submit payment receipts to the accounting department. Being an Enterprise AI development company, we can implement optical recognition capabilities. It will automatically extract details from vouchers and tickets and put data into expense management systems.

Bots can discern between valid expenses and those that do not satisfy the stated parameters by applying a rule-based approach. For example, a bot can be set up to accept a business lunch receipt but not a Netflix subscription.

g. Compliance and Reporting

HR departments must comply with complex and ever-changing regulations, which demand regular and accurate report generation.

There will be a minimal error rate with high speed by RPA solutions for the collection of employee benefits, expenses, and performance data from various business sources. You can create custom reports as RPA bots can feed this data into standard templates.

h. Performance Management

To create a comprehensive performance report of an employee, HR has to aggregate various KPIs and survey data. They further compile it into reports that provide a holistic view of the employee’s progress.

By streamlining data capture and report generation along with the identification of areas for employee growth, RPA solutions can make performance management tasks more efficient and unbiased.

i.  Shift Allowance Calculation

Organizations can use RPA to make allowances for employees who work varied shifts easier to administer. Bots can automatically calculate shift allowances by obtaining and validating employee work data from several HR systems, allowing for timely and correct allowance payout.

j.  Employee Exit Management

Last but not least, RPA technology can streamline the offboarding process by speeding up the collection of exit documents, triggering the termination of benefits, and initiating the final settlement.

Benefits of RPA in HR Processes

There is a huge potential for RPA solutions in HR departments. Here are the major benefits of RPA:

a. Low risk and easily integrated

RPA solutions have very little risk and they can be easily integrated into your existing systems. The HR team can create a platform which will grow continuously with new algorithms and machine learning tools.

b. High Productivity

As the HR employees will be exonerated from most of the routine tasks, they can focus on high-value tasks like employee engagement, talent retention, and policy implementation. When the HR employees will work on these things, it will ultimately affect the organization’s growth and goals.

c. Cost Efficiency

RPA has a very low cost per effort if used on a larger scale. It will increase or decrease based on the system’s demands. Thus, there will be zero or no wasted effort or downtime for the entire system.

d. Accuracy

RPA solutions have high computational efficiency and thus they can offer precise output and decisions rapidly. Their efficiency can outperform their human counterparts.

Wrapping Up

In this article, we have gone through various aspects of RPA solutions in the HR departments including use cases and benefits. At A3logics, the best RPA solutions development company in the USA, we have expertise in developing on-demand RPA solutions from scratch. Let us know your requirements.

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