5 Ways Robotic Process Automation (RPA) Changes HR Processes

What Is Robotic Process Automation?

Robotic process automation (RPA) is a systematic approach that allows businesses to accomplish more work in less time with fewer resources.

In short, it’s the future.

RPA allows businesses to deploy robots (or “bots”) to perform many routine business processes according to custom, business-defined rules. Tasks that used to require an employee’s time, can now be automated and performed by a computer, freeing up company time and resources.

We are examining specifically how RPA allows HR departments to focus on the higher-level tasks in which they excel. Not only does RPA free up HR staff’s time and resources, but it can reduce errors and uphold stringent compliance regulations. Let’s look at five ways that many forward-thinking HR departments are already using RPA to improve their workflows.

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5 Uses for RPA in the HR Workflow

1. Employee Onboarding

As any HR professional knows, bringing on a new hire involves many moving pieces. There are employee handbooks, benefit enrollments, tax forms, email accounts, identification badges, and much more.

But with RPA working for you, many tasks can be automated and done in a “hands-off” approach through electronic processes. Here are just a few of the things a bot could perform on your department’s behalf:

  • Activate logins and accounts (email, portals, file sharing tools, line of business software, etc.)
  • Trigger email notifications (for example, to inform staff of a new hire)
  • Verify completion and receipt of required documents, such as W2s or direct deposit forms
  • Follow up on missing documents by sending email notifications

2. Employee Offboarding

According to the Bureau of Labor Statistics, the median tenure for wage and salary workers is just 4.2 years. In other words, you can assume that just about every employee you onboard is an employee you will one day offboard.

Good thing RPA can help!

Bots can be programmed according to custom, business-defined rules to:

  • Deactivate logins and accounts
  • Change passwords to prevent access
  • Set up auto-forwarding on email accounts no longer in use
  • Activate and maintain retention policies regarding the removal of employee information after a set time period, in order to remain in compliance with business policies

3. Payroll

Bots aren’t just for beginnings and endings. They play a consistent and crucial role in the in-between as well. Many HR departments rely on robotic process automation for payroll tasks. Bots can…

  • Verify all forms are completed
  • Automate payroll for salaried employees
  • Automate payroll for hourly staff, whose work information was logged for the pay period
  • Trigger notifications on a set interval for hourly earners when their work data has not been logged for the pay period… and more!

HR departments are tasked with maintaining a high-volume of documents, while also performing administrative and compliance-related tasks.

4. Remain In Compliance (…and Streamline)

In our contemporary era of data leaks and cybersecurity breaches, issues of privacy, security, and compliance are of the utmost importance for many HR departments. RPA allows companies to remain in compliance by having bots follow specific business rules that guarantee the privacy of sensitive personal data. These established rules and processes can then prevent data from being shared outside the company – or even from being shared with certain departments or individuals within the company.

Of course, RPA also streamlines compliance processes, making it easier to audit files and retain and delete employee information according to internal rules. Bots can even compile reports for your HR department, allowing for more informed decision making and stronger analytics.

5. Post Job Positions

Depending on your industry and the position you’re trying to fill, there may be close to a dozen relevant websites and platforms where you could post a job description. RPA can make this process faster and easier by taking the initial job listing crafted by your team and sharing it across internet job sites.

As the responses flood in, relax. A bot can handle that part of the job for you as well! Many HR departments rely on custom programmed bots to collect resumes from each of these online sources. All applications, whether they’re received via email, LinkedIn, Monster.com, or elsewhere, can then be compiled into a single location, such as a network folder that’s easy for your team to access.

And if you’re looking for even more convenience, well… our bots have got your back! You can even program a bot to do an initial screening of all the applicants, automatically eliminating non-viable candidates.

As many companies transition into virtual workspaces, it has created an opportunity that requires genuine and direct communication between employees, business owners, and customers.

Even More Uses for RPA In the HR Department

Additionally, RPA can be used for…

  • Employee history verification. For example, a bot could perform internet searches and crawl LinkedIn profiles to verify the history stated on an applicant’s resume.
  • Training and education
  • Time and attendance tracking, as well as PTO management
  • Tax management
  • Benefits and stock administration

Experience Greater Speed & Efficiency With RPA for HR

Want to learn about even more ways robotic process automation can be used in HR? Send us a message, and we’ll be happy to share more information about how human resources can maximize RPA technology.

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