Giving repetitive, manual HR tasks to a robot allows HR to focus on more strategic work, employee experience and valuable interaction between employees. HR teams in large organisations know, how much manual work is involved in hiring and talent acquisition, tracking employees’ time in spreadsheets and payroll. Fluent and flawless payroll with the help of a software robot increases accuracy, timeliness and compliance.
The use of software robotics is becoming more common in tasks that require a lot of control and a systematic review of large amounts of data. RPA can be utilised the the daily processes required to manage the entire system and with systemic change, when large amounts of data are transferred from an older system into a new one. Robotics, on many levels can replace traditional integration functions enabling flexible and rapid implementation.
Challenges Facing HR Teams
Manual-heavy, Repeating Processes
HR departments struggle to deliver strategic value when team members are bogged down executing manual, labor-intensive H2R (Hire-to-retire) tasks such as candidate screening, onboarding, and monthly payroll.
Dependence on Multiple Systems
HR processes are often complex, involving multiple steps and relying on several IT systems. Most of these systems do not communicate with each other and store data in different places, making it difficult for HR managers to get comprehensive, timely information.
Risks of Inaccuracies
Credibility is paramount to HR, and the smallest mistakes can disrupt or distract the business. Yet, many HR processes are prone to human error because of the manual work they require. This can lead to data processing errors and compliance issues.
The “New Normal” – Globalization
Mergers, acquisitions, collaborations, and takeovers are a common phenomenon in the global business arena. For Human Resources, it means handling various tasks across different locations, languages and cultures – resulting in high volumes of data that are difficult to track.
The robot verifies the employee’s hours have been recorded and makes corrections based on reports any differences compared to the shift.
CHECKING VACATION BALANCES
RPA can be applied to automatically reconcile vacation balances between the payroll system and the HR system.
PAYROLL TRANSFER AND REPORTS
Automating payroll data transfer reporting with RPA increases accuracy, timeliness and compliance.
NEW EMPLOYEES AND VALIDATION
Onboarding employees in the payroll system based on new employee notification forms can be automated.
EMPLOYEE MASTER DATA UPDATES
Automate the transfer of employee master data into the payroll system, and note the successful transfer of each file.
TRANSFER OF PAYROLL DATA
Robots transfer data from the work-time reporting system to the payroll system.
The trend for robotic process automation is generating significant interest in many areas of business and is already impacting back-office processes that might typically be contenders for outsourcing. Due to its repetitive, rules-based nature, global payroll is one such candidate for RPA deployment, offering the opportunity to reduce costs and improve performance simultaneously.
Top-level executives can therefore be excited at the possibilities. A robotized process typically takes just four to eight weeks to implement, and payback can be realized within a year through multiple efficiencies.
The need to govern, operate, monitor and improve RPA will become a key requirement and, with the payroll team freed-up from repetitive tasks, more value-adding activities might finally get the attention they deserve.