Automation of Human Resources Processes with RPA

Automation of HR Processes with RPA

Robotic Process Automation, briefly RPA, has changed business dynamics and business processes in many industries. Robotic Process Automation, which offers companies significant advantages, especially regarding resource efficiency and time management, has also brought convenience to the HR field.

Robusta RPA ensures that frequently repetitive and high-volume transactions in HR operations are carried out quickly and error-free by software robots.

Manual and repetitive processes such as new hires, payroll processing, social aid registration, and reporting are performed quickly and accurately with Robusta RPA software robots.

Uses of RPA in Human Resources Management

  • Resume Filtering
  • Proposal Letters
  • Fast Document Verification
  • Inclusion of New Personnel in the System
  • Cost Management
  • Employee Data Management
  • Payroll Management
  • Layoff Management
  • Performance management
  • Data security
  • Survey and Analysis Reports

Resume Filtering

Recruitment processes can be challenging for HR employees. For example, depending on the nature of the job posting, the high number of applicants may cause reviewing and analyzing the postings to take longer than necessary.

RPA bots, which come into play at this point, can review the resumes and application forms of candidates applying for open positions within minutes. Bots allow the most accurate candidates to be reached by comparing the job description and required qualifications with the CVs of the applicants. The information collection and comparison processes can be customized according to predefined rules and criteria.

According to the matching results, the most suitable candidates for the job are automatically sent a positive response via e-mail, while a rejection e-mail is sent to the candidates who do not meet the criteria.

Proposal Letters

The proposal letters should be customized according to the candidate selected due to the recruitment process rather than a standard structure. However, when this process is done manually, it can take too long for HR professionals to gather information in databases and invite errors.

At this point, the software robots that come into play can quickly collect all the necessary information, create and send the proposal letters, and monitor the compliance of all documents in the correspondence process with the criteria. Thus, RPA bots noticeably increase the work efficiency of HR professionals and eliminate human errors.

Fast Document Verification

Correct recruitment and selection of personnel are critical. The need for cross-validation of all details of interviewed candidates can sometimes take HR staff out of their way. This problem can escalate, especially when many different databases need validation.

RPA bots retrieve data from different sources, cross-check details with a background database, and generate progress reports. The fact that there is no need for human intervention in this process also eliminates the margin of error. Software bots collect data from all these reports and generate a final report. It then uploads the final report back to the database.

A properly designed RPA splits the load across multiple bots to further speed up and streamline the process. This way, results are obtained in a much shorter time, and work efficiency increases visibly.

Inclusion of New Personnel in the System

A new job is an intensely exciting experience for new employees. But on the other hand, it is a very demanding process for HR personnel.

This process needs to be done thoroughly, as processes such as creating a new user account, defining an e-mail address, supplying equipment, and creating access and fringe benefits will be done through different systems.

Every human-related setback that may occur in the process may adversely affect the motivation of the new personnel. At this point, RPA bots, which facilitate the work of HR personnel, create a template for the recruitment processes and collect document-file tracking at one point.

They also implement decisions according to predetermined criteria regarding identity information and documents to be sent to the new employee. This way, the employee’s employment process is completed smoothly and completely, and the adaptation process to the job is noticeably accelerated.

Cost Management

In particular, manually tracking the expenses of field workers can cause unexpected problems. Reasons such as late submissions, incomplete receipts, and unclear expense claims can harm compliance reporting and employee satisfaction. For this reason, more and more HR departments use software robots to cross-check individual spending according to company rules and external spending regulations.

Robots working in accordance with pre-determined rules do not skip any data thanks to cross-checking, and the issue of cost management is no longer a nightmare for HR personnel.

Employee Data Management

Especially in long-term HR structures, it can be difficult to organize and use human resources data efficiently. HR personnel, who cannot reach the required data in the desired time, may experience a decrease in both individual work efficiency and business processes.

RPA bots, which come into play at this point, allow HR professionals to effectively manage the data of current and former employees, suppliers, new hires, and job applicants.

Because employee data includes payrolls as well as critical information, the process requires consistent, streamlined actions across different systems and databases and departments. When bots manage data, data compatibility across multiple systems is ensured, the risk of incorrect data entry is reduced, and data is regularly updated.

Payroll Management

As we mentioned in the title of Employee Data Management, payroll entries can be very time-consuming for HR personnel. Payroll Management, a high-volume and repetitive job in addition to data entries, is too critical a business process to be done manually.

When HR personnel works on payroll entries manually, human errors may occur, and data integrity may be lost. RPA bots are the ideal solution for companies and businesses to avoid such critical and costly mistakes, have accurate data and prevent delays in salary payments to employees and suppliers.

Layoff Management

As in the onboarding process, human errors may cause the process to be prolonged during layoffs. In addition, manual entries are prone to errors, and the loss of efficiency that HR personnel may experience in such cases may also delay business processes.

As in many other areas, RPA can facilitate the work of HR personnel in this process. For example, RPA can create a better-organized layoff process by automating tasks such as creating exit documents, conducting exit surveys, sending notifications to relevant departments and individuals, revoking system access, and closing accounts.

Conservation of Organizational Structure

Retaining the organizational structure and maintaining the associated compliance are among the most important HR functions in any organization. Strict business laws and other regulations require companies to prioritize error-free and seamless compliance. However, ensuring continuity at the institutional level depends on a comprehensive analysis of every detail.

These processes cause HR staff to spend a lot of time at the end of the day. Using RPA for the sustainability of the organizational structure not only accelerates the business processes but also minimizes delays and human errors as software bots control the entire process. Thus, the overall accuracy of the process is increased, and the continuity of the structure is automatically ensured.

Performance Management

Organizations in various industries are constantly exploring ways to use RPA in HR to re-evaluate their performance management systems. RPA makes it effortless for HR departments to keep corporate productivity high by setting goals, from incentive calculations to determining rewards.

In structures that are not connected to RPA systems, these processes can be extremely long, and there may be situations such as data inconsistency. In this case, it may damage the balance of trust between the employee and the organization and cause different problems in the medium-long term.

By eliminating time-consuming and repetitive processes, RPA makes the performance management process much more efficient, error-free, and faster.

Employee Continuity Tracking

It can be challenging to observe the continuity of the employees among the intense work tempo. This makes keeping track of runtime logs critical, especially as it becomes more challenging in large-scale builds. If HR personnel performs these processes with traditional methods, it may cause data inconsistency, and the importance of using RPA in this field increases like never before.

RPA informs HR professionals of potential inconsistencies by comparing employee data and working time records and reports. In this way, irregularity in the work process can be avoided.

Especially during the pandemic period, employees can be absent due to the disease at unexpected times. In such cases, reports from RPA bots are of great importance to not disrupt business processes and take quick action.

Data Security

Managing the data of current and past employees, interns and candidates securely can sometimes be tricky for HR staff. The variety of information that needs to be stored (Personal information, Payroll, benefits, skills, contracts, and more) can complicate this potential issue. Such jobs, which can be a nightmare for the employee, can be completed quickly and safely with RPA.

Automation not only quickly deals with large volumes of data 24/7 but also eliminates errors and complies with security requirements. In this way, you can continue to protect your critical data securely.

Survey and Company Report Analysis

Reporting can become crucial and time-consuming for HR, as data in the proper format is needed to make smart decisions. Hours can easily be spent manually creating and regularly updating data and analytics for surveys and company reports.

In addition, doing this kind of work manually can create errors. This situation may cause companies and institutions to make the wrong decision and experience financial and emotional damages.

However, analyzing reports with RPA completely reverses this situation. RPA automatically scans company analyses and surveys from different internal and external sources and more consistent reports. As a result, time losses of HR personnel are eliminated.

With RPA, the HR team can make long-term decisions based on sound judgments, the organizational structure is strengthened, and at the end of the day, the business processes of companies and institutions continue to run smoothly.


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