Human Resource

Case Study

Transforming employee onboarding through intelligent automation

180%
Return on Investment

Employee Onboarding using a Smart GenAOS™ solution

Business Challenge

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.

Key Challenges Identified:
  • 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.

Business Objectives

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.

Solution

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.

Implementation Approach:
Business Process Automation

Engaged key stakeholders effectively and standardized processes

Robotic Process Automation

Deployed bots for data entry and repetitive tasks

Artificial Intelligence

Used AI to extract data from digitalized documents

Solution Components:
  • IntelliBudies Workflow Designer designed standardized onboarding workflows, ensuring consistency across locations and departments.
  • Initiated approval workflows for the processes involved in onboarding seamlessly.
  • IntelliBudies 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 GenAOS™ for efficient processing of documents for data extraction.Top of Form

Results & Benefits

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.

Time Efficiency

The automation of manual tasks reduced the average onboarding time from three weeks to one week, resulting in faster employee integration and increased productivity.

Cost Reduction

HR administrative costs were reduced by 30% due to reduced manual labor, lower error rates, and faster onboarding.

Enhanced Compliance

Automated compliance checks ensured that the Organization remained compliant with local and global regulations, reducing legal risks.

User Satisfaction

New hires reported a more streamlined and user-friendly onboarding process, increasing satisfaction rates.

Additional Benefits:
  • Eliminating manual data entry reduced errors in employee records and improved data accuracy.
  • The solution provided valuable insights for further process optimization beyond onboarding.
  • HR teams were able to focus on more strategic initiatives rather than repetitive administrative tasks.

Client Testimonial

Implementing RPA and BPA workflows for HR Onboarding processing has significantly streamlined our workflow, 80% improved process efficiency, 50% enhanced resilience, noticed faster processing time and minimizing errors drastically. This efficient solution has led to a notable return on investment (ROI) of up to 180%, providing us with substantial long-term financial benefits.

Key Results

80%

Improved Process Efficiency

Faster onboarding with fewer resources

50%

Enhanced Resilience

More robust process with fewer errors

180%

Return on Investment

Substantial long-term benefits

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About GenAOS™

We specialize in creating intelligent automation solutions that transform business processes and drive efficiency.