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process time
saved in a year
process in current onboarding
Initial Environment
Helping new employees hit the ground running is key to successful business operations. The faster and more efficiently new hires can be onboarded, the faster they become productive and engaged members of the team—which indirectly impacts revenue. As part of their digital transformation, a prominent insurance company in the property and casualty sector was looking for a more efficient way to handle their new employee onboarding process.
Each year, the company hired an average of more than 400 employees, and their Human Resources department was spending more than 4 hours for each new employee onboarding. These repetitive onboarding tasks—like setting up IT access, ordering equipment, and creating employee records in payroll and benefits systems—were expending a significant portion of the HR team’s time. Done manually, these tasks not only took valuable time away from other activities, but the process was more prone to errors, and steps were more easily missed, putting the new hire experience at risk.
To streamline the employee onboarding process and reduce onboarding time, RD Global created BOT, which uses Robotic Process Automation (RPA) to intelligently automate repetitive onboarding tasks and ensure each task is completed faster and with better accuracy compared to manual effort.
RPA is safe because bots can be tracked and audited like any other code. This makes it easy to identify issues and correct them quickly. RPA tools typically include built-in security features, such as user role management and activity logging, to further reduce risks.
Additionally, bots don't make mistakes. Human error is one of the leading causes of data breaches and other security issues. By automating processes, you can eliminate this risk.
RPA can be scaled up or down, depending on the needs of the business. This makes it a very versatile and powerful tool for businesses of all sizes. If a disaster strikes, RPA can be quickly deployed to help with the recovery process
Without automation, human resources wouldn't be able to process thousands of insurance claims coming in each day. RPA can quickly scale up or down to meet the needs of the business, making it a very versatile tool.
Stakeholders we worked with.
The RD Global team worked with:
Our Solution
RD Global provided:
business analysis
Document
Management
Development
Assurance (QA)
RD Global leveraged their expertise in RPA development and quality assurance to automate the complete onboarding process for the customer. RD Global coordinated with the Human Resource department and relevant stakeholders from other departments to develop a cohesive solution.
- Build the automated onboarding process.
- Break down the larger process into micro processes and create a design document to track the process at the micro level.
- Adapt the process depending on user department and user role.
- Schedule the process to read the emails as a part of the trigger.
- Program BOT processes across multiple internal and external applications.
- Update the hiring form based on the steps completed by the BOT.
- Build exceptions for scenarios that affect the business.
- Add a detailed log for any failed processes.
- Alerts to keep stakeholders and development team updated process status.
The Results & Stats:
process time
saved in a year
process in current onboarding
Digital transformation helps companies evaluate their internal processes and expand their capabilities with the help of automation. In this example, after implementation, BOT was able to take over all mundane onboarding tasks, giving the HR team over 2,000 hours back over the course of year to work on higher value tasks that require a human touch. This has increased the HR team’s work capacity without requiring additional HR headcount.
In addition, BOT improved the accuracy and reduced the processing time for new hire onboarding. And, by completing all onboarding steps quickly and accurately, the HR team is empowered to create a more positive new hire experience, a critical aspect of employee retention.
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