Quick and seamless onboarding for new joiners
Digitized and automated onboarding formalities to ensure a smooth experience for employees
Process
The client is a leading global firm with its shared services center in 7 countries including India. One of the tasks being performed from a Global Shared Services (GSC) is employee onboarding. The As-Is process was made of repetitive administrative tasks and manual processes based on legacy systems. The employees being onboarded were from multiple countries and subsidiaries, which had its own processes and systems. Hence, Intelligent Automation was looked at to automate the employee onboarding process.
Solution
Intelligent Automation was used as a solution for automating the employee onboarding function. The first step was to digitize the onboarding form by creating a web form for the candidates to complete the onboarding formality. Employee documents were scanned and attached in the web form. Automation was used to email candidate in case of incomplete data or additional document requests. Computer vision was used to validate data entered with documents provided, and parsing was done to extract information, which was standard in nature. For example, data from government IDs were extracted directly from the documents provided. The bots then created new employee IDs and emailed the relevant departments.
Challenges Addressed
Manually intensive onboarding process with repetitive administration tasks
The process was low on automation and required manual intervention in most stages hence growth in business was depended on hiring more resources.
High onboarding time
The process had mostly manual steps and sometimes a to-and-fro was required between HR and employee. This resulted in a high onboarding time for employees.
Non-standard process
Since employee onboarding was being done across multiple countries and subsidiaries, there was no standard process or system for the activity.
High error rates
Since multiple systems were used for onboarding of employees, there were high error rates.
High costs associated with onboarding
Since the process was manual onboarding, the costs were high.
Outcome
- Reduced employee onboarding processing from above 3 hours to less than 20 mins.
- The process was automated for 24 hour a day, 365 days a year, which ensured day 1 onboarding of employees across time zones.
- 100% accuracy on regulatory compliance for the process; the bots ran automated compliance checks and hence eliminated chances of error.