Digital HR

Digital HR is not just about transforming HR technologically.
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Human Resource processes as we know, operate on high volume data and repetitive standards. Considering the number of processes in HR -such as payroll management, hiring, compensating and providing benefits - managing them becomes a herculean task. 

Robotic Process Automation (RPA) helps in significantly improving the operational excellence and making it cost-effective. It also frees the staff from ordinarily processing activities and helps them to focus on important tasks such as building employee's relations and resolving personnel issues.



Description of various use cases are below:

Resume Screening & Candidate Shortlisting

The process of screening resumes and then shortlisting the right candidate can be a time taking process; on average, it takes up to three days to conduct a single hire process. But with RPA automating this, the bots can gather and screen resumes, perform background verification and compare information against relevant job requisition; thereby, selecting the best candidates with just a few clicks. This process of automating the screening and quality verification tasks saves the time and effort of the recruiter. This also enhances the quality of the hiring process by finding the best match for the job.

Offer Letter Administration

The offer letter administration has multiple dimensions, including creating, sending, and tracking the return of certain documents for new joiners and ensuring offer letter contents comply with company regulations. It is hard to examine the data against multiple databases as well as regulations manually as it takes more time and is highly prone to errors. RPA systems create offer letters for the new joiners, which are accurate and tailor-made. It cross-checks with the associated rules and regulations, which ensures an accurate and fully compliant offer letter for the professionals and enables HR to focus on a proactive hiring strategy.

New Hires Set-up and Onboarding

After the new hire has accepted the offer, the HR is accountable for ensuring that the new joiner gets fully acquainted with the new system like new user accounts, mailing lists, and email addresses, and other necessary IT requirements. All of this varies from employee to employee. With the implementation of RPA, bots can automatically trigger the predetermined onboarding process once the new user account is created and can also send the default onboarding documents to the new hire. This makes the new joiner feel comfortable from the first day itself and ensures that he/she is well equipped technically, which helps him to start functioning from day 1. This also ensures the streamlined, orchestrated, and effective end-to-end process with cent percent consistent and error-free data

RPA imitate and fuse the actions of humans that interact with digital interface for business operations.

Induction and Training

The induction and training process when the company hires a new employee or takes a new project. By automating the process, the deployed bot can check the certification status of the employee against the requirement for the new process or application. Also, it notifies the employees about the certification required; it also manages the certificate compliance and blocks the employee calendars based on the training needs and schedules. This helps in reducing more than three training days per employee annually, reduces associated help desk calls by around 18%, and reduces data entry errors by 30%.

Travel and Expense Management

There are many challenges faced by the HR team in travel and expense management, like missing receipts, late expense submissions, spending out of policy, poor visibility, delayed payments, error-prone spreadsheets, and much more. RPA can reduce these challenges and automate processes like comparing individual expenses against rules and regulations, claims to process, and approval of standard travel expenses. This reduces the delay in expense submission and approval, thus increasing all the members involved. It also considers the entire process compliance as mandatory rules and regulations, thus reducing manual efforts and increasing accuracy.

Monthly Payroll

Most of the payroll process is rule-based and involves a large number of data entry tasks. The traditional HR system suffers due to payroll challenges deep-rooted from the limited capability. To leverage standardization because of compliance, payroll, and security management, which leads to inaccurate data, incorrect submissions, and delays in payments. Thus, consider it is a perfect process for automating, increasing their accuracy and minimizing processing time. The implementation of the RPA platform ensures full compliance with rules and regulations, thus, improving service quality and consistency.

Employee Data Management

The HR team is accountable for handling the current employee, applicants, past employee, new hire, payroll and compliance, and regulatory requirements. As most of these tasks are manual, it takes up a lot of time for the team. Data management uses cases that can automate menial tasks and ensure accurate data handling throughout the employee work time. This automates reading, copying, and syncing data, leading to a significant reduction in time. Also, because the data is complete and accurate, it ensures better compliance.

Reports & Analysis of Surveys and Review

Analysis and reporting activities are a cumbersome process for HR. The data is necessary to be in the correct format and at the right place to make an intelligent decision. It also involves the screening of company surveys and reviews from all the sources. In addition to this, HR needs to spend hours to create and update dashboards consistently. RPA bots, helps to minimize all of this task to a few clicks. These bots ensure automatic report generation, including data capture and cleaning. They also automate the process of screening company surveys and reviews. All of this procedure leads to a reduction in time employed to do the tasks and data consistency.

Time and Attendance

Some employees face issues with the traditional absence management system when it involves tracking of absence and vacation. Manual effort can take up plenty of your time to accurately check employee time record and overtime regulation record in an exceedingly large-scale enterprise. However, with the RPA system, it becomes easy to test the information and trigger alerts if there’s any inconsistent information. This ensures the efficient management of the workforce. Also, this helps in reducing the attendance issue and compromise or erroneous data entry. It also ensures accuracy, thereby increasing overall control, likewise as full standard compliance, enabled with efficient planning and shift management, thus reducing the expenditure.

Exit Management

Like the onboarding process, HR is also responsible for handling the exit procedure for the workers in an exceedingly well-defined manner. Implementation of RPA can ensure an organized procedure to hold out the offboarding of employees. The tasks that may be automated are a consolidation of leavers input, generation of exit document, notification to right people, a collection of the company’s asset, revocation of system access, and payoff process. This reduces up to 50 to 70 percent of the HR and leaves a last good impression on the employee

Challenge for HR Digital Transformation

  • HR can help business leaders and employees shifting to a digital mind-set, a digital way of managing, organizing and leading change.

  • HR has the opportunity to revolutionize the entire employee experience by transforming HR processes, systems, and the HR organization via new digital platforms, apps, and ways of delivering HR services. 

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Main Benefits for Digital HR

        Automation frees up time for the HR professional. 

        Perhaps one of the most obvious benefits of embracing digital HR is the fact that automating easily repeatable, low-value tasks frees up time that an HR professional can use to perform distinct, high-value tasks.

        Technology allows HR processes to become more efficient.

        Beyond simply freeing up time for other processes, making the switch from manual to automated or tech-supported HR processes also allows the increase of efficiency in many areas.

        Embracing technology allows HR to become more data-driven in many of its processes.

        HR analytics — also known as people analytics, talent analytics and workforce analytics — refers to the ways in which human resources teams can leverage data in their processes to better meet the department’s strategic goals, whether they’re related to recruitment and hiring, retention, motivation or development.

        Digital advances allow the company to adapt to a changing workforce.

        It is now easier than ever for companies to connect with prospective employees and to facilitate remote work as necessary. With the use of our tools it is possible to easily measure and evaluate the employees' productivity levels, increase workforce's effectiveness and obtain
        extensive reports and detailed employees' activity logs.


        Solutions for End-to-End Digital HR Transformation.

        Qbitra Digital WorkForce

        Robotic Process Automation

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        Softexpert HDM

        Human Development Management

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        Softexpert BPM

        Business Process Management


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        Berqun UAM

        User Activity Monitoring


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        ABBYY Timeline

        Task Mining


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        Our team can support your HR Transformation Journey

        Join us and make your company a better place.