Robotic Process Automation in Human Resources...Robotic Process Automation in Human Resources...
Transcript of Robotic Process Automation in Human Resources...Robotic Process Automation in Human Resources...
Robotic Process Automation in
Human ResourcesDecember 2018
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Robotic Process Automation (RPA) involves use of software bots for automation of business processes
Evolution of Robotic Automation
Platform specific/ runs on data layer
Manual exception handling
Coding skills required
Structured
Semi-structuredData Type
Traditional Automation(Script based)
Platform agnostic and runs on UI layers
Learns to handle exceptions over time; intelligent decision making
enabled by ML algorithm
Coding skills typically not required
Structured
Semi-structuredData Type
Robotic Automation (Cognitive)
Platform agnostic and runs on UI layer
Manual exception handling
Coding skills typically not required
Structured
Semi-structuredData Type
Robotic Automation (Rule Based)
Unstructured Unstructured Unstructured
RPA refers to the use of a preconfigured software instance that uses business rules and predefined activity choreography to complete the autonomous execution of a combination of processes, activities, transactions, and tasks in one or more unrelated software systems to deliver a result or service with human exception management.*
Quality & Compliance
ScalabilityLower Cost of
OperationsEfficiency Gains
Redeployment of people from mundane processes
Drivers for Growth in
RPA adoption
Source: DRAUP analysis*IEEE Standard 2755-2017 definition of RPA
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DRAUP analysed 30 HR processes and bucketed them across 6 HR functions
HR Strategy Talent AcquisitionTalent Development &
Performance Management
Compensation & Benefits
HR Operations Employee Relations
HR Policies Development and Management
Job RequisitionLearning Programmes and
Content DevelopmentPayroll & Compensation
Employee Data Management
Administer Surveys
Organizational Design Management
Recruitment MarketingAdminister Training and
AssessmentBenefits Management
Leave/Absence Management
Employee Communications
Workforce Forecasting Applicant Sourcing Performance Management Rewards and Recognition Timesheet ManagementEmployee Grievance
Management
Competency Management Model Development
Applicant AssessmentCareer & Succession
PlanningExpense Management
HR Metrics Development Employee Onboarding Employee Offboarding
Applicant Information Management
Employee Health and Safety Management
Internal Mobility Management
Reporting and Compliance
Scheduling and Logistics
Note: DRAUP analysed 100+ HR activities
Source: DRAUP analysis
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DRAUP’s “Use Case Prioritization Framework” – Definition of parameters
• A detailed mapping of use cases being addressed by
100+ firms including RPA software vendors and
enterprises was done through primary and secondary
research
• Use cases were then prioritized based on frequency of
occurrence
RPA Adoption
Net FTE Replaced:Percentage of workforce that can be replaced through Robotic
Process Automation.
Rule based nature:Highly rule based (less human judgement) processes with low
complexity are rated higher on RA relevance
Sub-parameters
RPA Relevance
High Demand Fluctuation:Processes with high demand fluctuation are rated higher on RA
relevance
Use Case Prioritization Framework
High Data Processing Errors:Processes with high rate of errors in data processing and
compliance issues are rated higher on RA relevance
Source: DRAUP analysis
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RPA Propensity Heat Map: 17 HR processes were identified with high RPA relevance levels
Low High
High
Low
RPA Relevance
RPA Adoption
HR FunctionHR Strategy and Planning
Talent AcquisitionTalent Development & Performance Management
Compensation & Benefits
HR Operations Employee Relations
HR Policies Development and Management
Workforce Forecasting
Competency Management Model Development
Organization Design Management
Job Requisition
Recruitment Marketing
Applicant Sourcing
Applicant Assessment
Employee Onboarding
Internal MobilityManagement
Manage Applicant Information
Learning Programs and Content Development
Administer Training & Assessment
Performance Management
Career & Succession Planning
Payroll and Compensation
BenefitsManagement
Rewards& Recognition
Employee Data Management
Leave/Absence Management
Expense Management
Employee OffboardingEmployee Health & Safety Management
Reporting & Compliance
Scheduling and LogisticsEmployee Grievance
Management
Administer Surveys
Employee Communications
Timesheet Management
HR Metrics Development
Source: DRAUP analysis
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High propensity use case analysis: RPA Bots are good at extracting, augmenting and processing data; launching and interacting with multiple enterprise software products (1/2)
Function Use Case
RA RelevanceEnterprise
Adoption Bot Automation AreasNet FTE
replaceable
Rule Based
nature
Demand
Fluctuation
High Processing
Errors
Talent Acquisition
Applicant Sourcing Moderate • Bots can automate publishing jobs to company’s website orjob portals, preliminary screening of applicants, schedulingInterviews, notifications on the status of the applicantautonomously.
• RPA can automate managing applicant information acrossmultiple systems from initial application submission tocompleting the new hire process.
• Bots can assess, prepare and create new joiner data, sendout offer letters, streamline information across disparatecorporate systems for preparation on day 1, & consolidateinputs from business areas and feed to downstreamsystems.
Applicant Assessment Low
Manage Applicant Information
Moderate
Employee Onboarding High
Talent Development & Performance Management
Performance Management
Moderate
• Bots can send out performance review forms to employeesand managers, check data, feed data into multiple systems,notify employees of additional requirements, scheduleinterviews, publish predefined employee performancereports available to managers as per schedule
Compensation & Benefits
Payroll and Compensation
High
• Autonomous Update of Master Payroll file, Payroll Inputs,Validate time & attendance data, Gross & Net Salarycalculation, Distribute Pay slips (online), & Deposit & Reportdues such as TDS, PF, ESI etc.
• Bots can educate employees about available benefitsthrough notifications or email, create analytical reports onbenefits utilization by collating data from multiple systems
• Send out rewards nomination forms, check submitted data,send out emails for recognition for rule based records, feeddata into payroll systems for monetary rewards
BenefitsManagement
Low
Rewards& Recognition
Low
Source: DRAUP analysis
High Decreasing RatingEnterprise Adoption Level Low
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Function Use Case
RA RelevanceEnterprise
Adoption Bot Automation AreasNet FTE
replaceable
Rule Based
nature
Demand
Fluctuation
High
Processing
Errors
Employee Relations
Employee Grievance Management
Low • Bots can track employee grievance requests, track process stage andsend out notifications for early case completion and higher visibility
• Bots can send out regular surveys, check for data completion, andbuild reports for management for further action.
Administer Surveys Moderate
HR Operations
Employee Off-Boarding Moderate
• Bots can send out various exit requirements, notify authorities of non-compliance, missing data and send out exit letters upon processcompletion
• Automated review of employee time records, leave/absence recordsdaily for accuracy & completion.
• Notify employee or manager of any missing information to fix defectsand maximize payroll accuracy.
• Bots can extract data from multiple files, clean it and enter it intopayroll systems.
• Data capture and cleansing to support automated generation ofreports
• Pre-populating complex periodic reporting requirements• Auto approval of standard expenses based on defines business logic
and feed data into expense systems• Bots can schedule interviews by checking multiple systems for
suitable time, send out emails, reschedule as per requirement and callfor manual intervention if required
Timesheet Management Moderate
Employee Data Management
High
Leave/ Absence Management
High
Reporting & Compliance High
Expense Management High
Scheduling & Logistics Low
Source: DRAUP analysis
High Decreasing RatingEnterprise Adoption Level Low
High propensity use case analysis : RPA Bots are good at extracting, augmenting and processing data; launching and interacting with multiple enterprise software products (2/2)
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RPA Talent Requirement: Enterprises leverage a mix of technical roles, business roles and domain expertise to build in-house RPA capabilities
Management RolesDomain/Process RolesTechnical Roles
Talent Requirement for RPA Capability Building
Key
Job
tit
les
Skill
s
• RPA Developer • RPA Solution Architect• RPA Technical Lead• Automation Engineer • Automation Developer• RPA System Architect
• RPA Business Analyst• Business Process
Architect• Automation Process
Architect• Process Engineer• RPA Specialist
• Program Manager –(RPA)
• Automation Manager (RPA)
• RPA Project Manager
• Languages: C/C++, Python, VB Script, Ruby, Java, JS, .Net
• RPA tools: Blue Prism, Automation Anywhere, UiPath, Work Fusion, OpenSpan
• Visualisation tools: Power BI, Tableau, and Splunk
• Other tools: iGrafx, Prosci/ADKAR ,Helix , Lean Six Sigma and RPA tools
• Strategy planning • Team management/
Change management• PoC implementation
management• Business Planning• Knowledge of RPA tools
Trends in RPA Talent Building
Employees are trained on 2-3 tools and training lasts 3-4 months • Training through RPA tool vendors• Training by internal/ inhouse RPA engineers• Hands-on training with delivery team
Internal Training Programs
Companies such as Blue Prism & UiPath have dedicated training/ accreditation programs with certifications for RPA talent
RA Certifications and Training Academies
1
2
Companies usually outsource RPA experts or consultants from IT companies like Cognizant , Accenture and more
Outsourcing consultants3
Source: DRAUP analysis
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Technical roles: RPA developer and RPA Solution architect are the key technical job roles which augment internal IT teams in implementing RPA solutions
RPA Developer (Automation Developer)
Development, Support, Testing and Deployment of RPA tools in the enterprise
• Java or .Net (C#, VB, etc) or Oracle PL/SQL / VBA / HTML, scripting language (JS/ VBS/ JavaScript)
• RPA tools: Automation Anywhere, UI Path, Blue prism
• Responsible for bot development & maintenance as per development and SLA standards• Work collaboratively with stakeholders during the system test and UAT phases to fix
assigned bugs with quality• Responsible for defining & meeting RPA Use Cases milestones, monitoring adherence to
project scope, requirements and design documents • Support RPA delivery by assessing the technical feasibility of a solution & collaborating
with the technical leads/architects on bot design• Proactively address issues and risks (Bot Ids entitlements, Bot VDIs, Bot on-boarding,
migration etc.) that could impact project schedule and/or budget
RPA Solution Architect / RPA Technical Lead ( Solution Architect / System Architect )
Responsible for overall design and architecture of the solution and act as a liaison between developers and project manager
• Java / .NET (C#, VB, etc.)/ VBA / HTML/ SQL, JS/ VBS/ JavaScript
• RPA tools: Automation Anywhere, UI Path, Blue prism
• Provide technical direction for the development, design, and systems integration from definition phase through to implementation
• Design and architect the product/solution• Ensure that the product/solution architecture is scalable and extensible• Keep the project manager well informed of the status of development efforts and serves
as liaison between development staff and the project manager• Own the development lifecycle and should be responsible for managing technical risks
throughout the project• Performs code reviews and mentors junior developers• Understand complex database concepts and effectively employs different database
design techniques
Job Titles WorkloadsDescription
Note: Above mentioned are key Job titles found for ‘Technical roles’ across industry and are not exhaustive, different companies may have other different job titles with similar workloads
Skills
Source: DRAUP analysis
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RPA Project Manager ( RPA
Program Manager/ RPA Manager)
Lead the transformation effort to RPA technology and solve business and technical problems
• Lean Six Sigma, Agile, Project management
• RPA tools: Automation Anywhere, UI Path, Blue prism
• Lead the transformation effort to standardize the delivery management and enabling technology landscape to achieve cost efficiency and service delivery performance
• Responsible for engaging various stakeholders to identify opportunities to leverage best robotic process automation practices to optimize delivery
• Analyzing existing systems and providing technical solutions• Translate business requirement document to software requirement specifications• Recommend and build scalable processes and infrastructure for enterprises• Concept presentations to business stakeholders and ensure all queries are addressed
RPA Business Analyst (RPA
Analyst)
RPA Business Analyst will gather and document business requirements, configuration designs, test plans and results, and other deliverables required to implement RPA solutions
• Tableau, Qlik, MS Excel, SQL
• RPA tools: Automation Anywhere, UI Path, Blue prism
• Work closely with business experts to document and define business cases and best uses for RPA• Participate in RPA proposal creation and evaluations• Responsible for providing peer review of ad hoc reporting, change management, implementation of
scheduled changes, and documentation of Standard Operating Procedures• Designing interactive visual interfaces and dashboards• Integrate and synthesize information from multiple sources in order to analyze complex data and results,
anticipate issues and solve problems
RPA Process Architect ( Automation Process Architect,Business Process Architect)
Design, and optimize business processes, determine target processes ideal for automation, work on ‘how’ to build solutions using RPA
• Product management tools - Aha!, JIRA, business case development from scratch
• RPA tools: Automation Anywhere, UI Path, Blue prism
• Work with stakeholders (Process SMEs, Technical Architects & Operations Team) to analyze and assess automation feasibility
• Analyze and observe processes to understand process steps, inter dependencies and applications used in processes
• Translate business requirements, current and future state process designs to create automation ready process flows
• Work with the RPA Solution Architect to create a final TO-BE state Robotics solution
HR Process SME(Internal)
Define HR processes workflow • HR process expertise • Works with RPA process architect and Business analyst to document business requirements
Job Titles Description/WorkloadsDescription Skills
Note: Above mentioned are key Job titles found for ‘Technical roles’ across industry and are not exhaustive, different companies may have other different job titles with similar workloadsSource: DRAUP analysis
Domain and Management Roles: RPA process architect and Business analyst collaborate with HR process SMEs to define HR process workflow
Note: Post implementation of RPA , management and resource allocation of RPA bots is required, this task is typically performed by HR personnel with knowledge of the automated process
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Automation focus area
Description Business Impact
Leave Management
• Managing thousands of leave claims and categorizing them into ‘paid and unpaid’ on a daily basis by limited number of HR employees was cumbersome
• After implementation of Blueprism, RPA automatically loads the necessary data and determines whether it’s a paid or unpaid leave
Efficiency in the HR shared services
group increased by 73%
Enterprise
PayrollCost savings for ‘Human resource’
vertical up to 40% was realized for upcoming years
• Balancing and reconciling payroll data, depositing and reporting taxes according to compliance guidelines was hectic and prone to error for limited staffs
• ANZ used RPA bots to automate payroll administration function
Vendors:
Vendor:
Case Study: Enterprises have realized cost savings, increased capacity, reduced processing times and higher accuracy by implementing RPA (1/4)
Source: Enterprise websites and news articles
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Employee Data Management
• Regular tracking and managing hundreds onboarding forms in multiple language formats to serve 10,000 employees was difficult for Global Bank
• Robotic Process Automation involves a scheduled, daily deployment of Task Bots that download case files ,extract data and enter into organization’s HRMS system
Reporting
Automation of data volume going to
HRMS went up to 40%
Cost savings up to $1mn annually
Capacity of ‘auditing data per day’
increased by 200%
• Company was running reports, getting them audited and spent lot of time getting them into a format, then analyzed exceptions, anomalies in the results
• RPA bots automated over 50 processes across multiple SAP systems to generate reports with option manage exceptions manually when required
Vendor:
Vendor:
Automation focus area
Description Business ImpactEnterprise
Global Bank
Case Study: Enterprises have realized cost savings, increased capacity, reduced processing times and higher accuracy by implementing RPA (2/4)
Source: Enterprise websites and news articles
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• Onboarding/offboarding for an employee joining or leaving The Results Companies, or for an employee getting assigned to or reassigned among clients (each having own requirements) lacked speed and accuracy
• Removal /addition of agent access across systems was automated. Bots had customization functionality to handle an array of specific requirements and systems.
Onboarding/ Offboarding/ Client
Reassignment
Processing time reduced from an hour to seconds
Vendor:
HR service provider in Switzerland
Vendor:
Payroll
• Processing 100,000 events per month required an average handling time of 60 hours was burdensome
• UiPath Robot handled payroll changes received via email and automatically entered them into the SAP system
Reduced processing time to 85%
Error rates reduced to 0%
Automation focus area
Description Business ImpactEnterprise
Error rate reduced to 0%
Case Study: Enterprises have realized cost savings, increased capacity, reduced processing times and higher accuracy by implementing RPA (3/4)
Source: Enterprise websites and news articles
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• Prior to RPA implementation, It would take half an hour for an employee to complete and had meager accuracy rates caused by repeated manual processing
• Post automation, it takes only three minutes, with an entire 10-minute review process owing to increased accuracy rates
Global IT firm
Onboarding process
Automation focus area
Description Business ImpactEnterprise
Vendor:
Automation of onboarding
went up to 100%Processing became faster up
to 10 times
Accuracy achieved up to 100%
Case Study: Enterprises have realized cost savings, increased capacity, reduced processing times and higher accuracy by implementing RPA (4/4)
Source: Enterprise websites and news articles
Major Outsourcing firm
Vendor:
• Organization was struggling to manage new starters and leavers of a large resource pool of over 200,000 employees, and this process was exacerbated by a high employee turnover of over 10,000 a year
• RPA connected their disparate systems, or process islands, into a single automated end-to-end workflow
Error rates reduced to 0%
Processing time reduced by 90%
Onboarding/ Offboarding
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Movers and Shakers: RPA leaders for HR functions
Note : DRAUP’s proprietary talent module was used to analyze talent by locations and skill type
Director, HR Shared ServicesWalgreensExperience: 18 years
• Provide strategy for Robotics Process Automation (RPA) implementation to enhance HR operation efficiency
• Work on the initial proof of concept, identifying the eligible processes for RPA, to support the transformation of overall HR function
• Communicate with technology vendors and work on identifying the best fit for technology transformation of HR function
Responsibilities
Education
University of Illinois, Bachelor of Science
Alicia Musgrove
HR Technology RPA LeadCitiExperience: 11 years
Responsibilities
Education
Danny Torres
• RPA Lead for HR Technology partnering with shared services and technology to introduce RPA to globally standard processes
Stevens Institute of Technology, NJ ( M.S in Information Sciences)
Joe CotnoirGlobal Robotic Process Automation Lead, HR Shared Services Dell TechnologiesExperience: 9 Years
• Drive the roll out of the Robotic Process Automation Initiative (RPA) across the HR space at Dell Technologies within the Operations function
• Focus on driving transformational automation of standard, routine tasks performed globally by HR
Responsibilities
Education
Not available
Lead ,HR Intelligent AutomationCapital OneExperience: 13 Years
Responsibilities
Education
Srini Duggirala
• HR Digital Transformation Strategy and Technology Road mapping• Work on RPA, Chatbots and Cognitive Assistants for HR• Expert in leading and contributing to Workday projects designed to maximize system
functionality and end user productivity
University of Madras, B.Tech in Electrical, Electronics and Communications Engineering
1616Note : DRAUP’s proprietary talent module was used to analyze talent by locations and skill type
Jagadeesh ManukondaArchitect, Automation& Innovation CoEArcher Daniels Midland CompanyExperience: 12+ Years
• Responsible for the delivery of Robotic Process Automation & Artificial Intelligence solutions for all the Business Processes and Business functions (HR, IT etc.)
• Responsible for classifying the automation opportunity & scoring.• Developing the Bots depending on the bandwidth, and performing the code review done
by all the developers
Responsibilities
Education
Acharya Nagarjuna University, B.Sc in Biotech
Solution ArchitectWalgreensExperience: 18 years
• Implemented Blue Prism Robotic Process Automation project, multiple HR software systems projects
• Collaborate with business partners to prototype, refine, test, and implement applications to meet the business needs
• Establish vendor relationships from technology aspect and drive technology discussion with various vendors
Responsibilities
Education
Shivaji University, B.E in Electronics
Saurabh Kumar
Senior Enterprise ArchitectChevronExperience: 11 years
Education
Abhishek Ranjan
• Work with Corporate Functional groups such as HR, Health environment & Safety and Finance around their IT Strategy, Life cycle Planning and Business Systems to support innovating and emerging technologies
• Develop business architecture to support enterprise-wide business transformation in ERP space, using technologies such as Robotic Process Automation, Analytics, ML and more
National Institute of Technology, Kurukshetra (B.E in Electrical)
Responsibilities
Movers and Shakers: RPA Technology leaders
Manager-Automation (RPA & AI) and BI EbayExperience: 17 Years
Responsibilities
Education
Amit Bhatnagar
• Manage the automation initiative to automate business processes across Human Resources, Finance, Legal and Technology functions by deploying RPA Bots and AI
• Develop scoring models for RPA use case evaluation and ROI calculation• Define multi-year roadmap taking the automation program from basic RPA to Intelligent
RPA , advise the stakeholders and BU leads to deliver operational efficiencies
IIT Roorkee, B.Tech