Employee Onboarding using a Smart RDA solution.
An HR department of a multinational company with offices in multiple countries, employing thousands of employees, faced challenges with their manual and time-consuming employee onboarding process. The company sought to enhance the onboarding experience, reduce administrative overhead, and ensure compliance with local and global regulations.
- HR staff spent substantial time manually entering employee data into multiple systems, increasing the risk of errors and delays.
- The onboarding process involved numerous paper documents, making it cumbersome for HR and new hires to manage and complete paperwork.
- Inconsistencies in onboarding processes across different locations and departments led to confusion and compliance issues.
- Ensuring compliance with various regulations and background checks added significant time to the onboarding process.
- The communication between HR teams and departments regarding HR requirements became disorganized, resulting in confusion and reduced efficiency.
The customer wanted a seamless solution without changing their existing process, thereby not burdening the HR operations team to learn new tools and technologies. They required a solution that should achieve the following objectives.
- Streamline employee onboarding, including numerous stakeholders involved with multiple approval systems.
- Seamless coordination between HR, IT, facilities, and other departments.
- Improve compliance, enhance communication, and ultimately enhance the overall employee experience.
- Reduce manual errors.
- Improve staff productivity by reducing their mundane boredom tasks.
- Reduce operation costs by decreasing resources needed for manual processes.
They embarked on a comprehensive automation strategy that incorporated Business Process Automation (BPA), Robotic Process Automation (RPA), and Artificial Intelligence (AI) technologies to streamline their HR employee onboarding process. This solution harnessed the principles of Business Process Automation (BPA) to engage key stakeholders effectively. It introduced Robotic Process Automation (RPA) bots for data entry and other repetitive tasks. The solution utilized AI capabilities to extract essential data from digitalized documents. In summary, the solution achieved the following objectives:
- IntelliBuddies Workflow Designer designed standardized onboarding workflows, ensuring consistency across locations and departments.
- Initiated approval workflows for the processes involved in onboarding seamlessly.
- IntelliBuddies BPA enabled digital document management, reducing the reliance on physical paperwork.
- Automated task assignments and notifications ensured that each stakeholder in the onboarding process knew their responsibilities and deadlines.
- Buddies integrated with HR management systems and other relevant databases, automating data entry and validation tasks.
- Buddies were trained to extract information from documents such as ID cards, resumes, and certificates.
- Buddies performed compliance checks, including background verifications, in a fraction of the time it took for manual processing.
- Leveraged IntelliTrainer OCR technology provided by IntelliBuddies® for efficient processing of documents for data extraction.Top of Form
The company transformed its HR employee onboarding process by adopting a holistic approach to automation that included BPA, RPA, and AI technologies. The company achieved significant efficiency gains, cost savings, and improved compliance while enhancing the overall experience for new hires. The solution not only met all the objectives set but also further provided insights on streamlining their existing process for optimization.
- The automation of manual tasks reduced the average onboarding time from three weeks to one week, resulting in faster employee integration and increased productivity.
- HR administrative costs were reduced by 30% due to reduced manual labor, lower error rates, and faster onboarding.
- Automated compliance checks ensured that the Organization remained compliant with local and global regulations, reducing legal risks.
- New hires reported a more streamlined and user-friendly onboarding process, increasing satisfaction rates.
- Eliminating manual data entry reduced errors in employee records and improved data accuracy.