What Is Robotic Process Automation in HR Management?

What Is Robotic Process Automation?

Robotic Process Automation (RPA) uses software robots on a physical or virtual machine. It has a defined set of instructions for the robots or bots to follow.

RPA bots are capable of stimulating most human-computer interactions. These bots carry out thousands of tasks without a single error and at high volume and speed. Following are the three bot categories:

Pro bots: Follows simple and repetitive commands to process data.

Know bots: They collect and save information from the web.

Chatbots: They are like virtual agents to answer client questions in real-time.

RPA is like a humanless virtual workforce. They are capable of the following tasks:

Files and folders transfer.
Log on to any application.
Connect to systems application programming interface (API)
Copy-paste data.
Pull-out and process structured and semistructured content from documents, PDF, emails, and forms.
Read and write to databases.
Scrape data from the web.
Open emails, messages, and attachments.
Automated calculations.

Robotic Process Automation in HR Software

The 4th industrial revolution is reforming the industrial landscape. As technological innovations transform the world, the HR department should also embrace automation and other technological advancements. They are more efficient and cost-effective. RPA has endless possibilities in the HR processes. It can take care of onboarding and offboarding tasks, updating employee information, and other HR tasks.

The integration of RPA in HR related Software enables better service to the employees and managers. It ensures the HR processes comply with required regulations and standards.

RPA facilitates quick initiation and completion of the HR processes. Digitization of data and auditing the process data makes it more efficient.

Identify suitable HR processes for RPA.

It is very crucial to identify the HR processes that are suitable for RPA. The following four steps will help you to determine a suitable HR process for RPA:

Validate: The first step to identify the process suitable for RPA is to validate the HR processes that are mature and standardized.

Assess: The second step involves assessing the quality and quantity of work done by RPA compared to humans. Organizations can analyze RPA potential based on:

The amount of human interaction in the HR process.
Do you need software to execute the process?
If the activity clearly defines the business rule.

Evaluate:

The third step is to evaluate the RPA relevance in the HR process. RPA is perfect for high transaction volume tasks with low complexity. Transaction volume refers to the number of activities performed in a day. Complexity refers to the total time needed to complete the tasks.

Classify:

The last step is to classify suitable HR processes for RPA. The RPA approach should be highly relevant and potential for the HR process.

Potential of RPA in HR processes:

Best HR software will have integration of robotic process automation. Following four HR processes have a high relevance of RPA in them:

Talent acquisition:

High RPA potential in talent acquisition processes are

1. Publish job posting on the company portal and website:

Bots post all current openings with the job descriptions on all the platforms. It helps the HR department to be more visible and reach the right talent. RPAs also help to gauge a particular platform’s performance. It gives more priority to high input portals.

2. Candidate screening and schedule interviews:

Right candidate screening is a time-consuming process. The HR department gets a lot of resumes for job openings. The HR department can use robots to make the process less time-consuming.

Robots gather all the resumes and compare them with the job requirement. Predefined rules guide the overall selection process. It also stores potential CVs in the database. RPA technology has made all the process paperless.

3. Automated candidate notification and new hire process:

After candidate screening, selected candidates receive an interview schedule. Rejected candidates will receive rejection emails. RPA will inform the candidate of interview results.

4. Analyze, arrange, and generate new hire data:

Handling Data is a tedious job. RPA technology makes it easy to handle huge data. It reduces human errors. Bots perform the data cleansing at regular intervals to assure data compatibility across various databases.

5. Offer letter mailing:
RPA mails offer letters to all the selected candidates. It makes it paperless and informs the candidate with all the necessary information. Bots also email the rest of the documents that need to be filled by the candidates.

6. Data collation from different systems for onboarding:

RPA is capable of simplifying the onboarding process. It collects all the necessary information and updates it on all the systems. The HR department can gather the needed information from various platforms at the same time.

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