The onboarding process for new employees often involves numerous repetitive tasks that can consume a significant amount of HR staff's time. This can lead to inefficiencies, errors, and delays in getting new employees fully onboarded and productive. Automation Anywhere with AI can help streamline and enhance the employee onboarding experience. 

Problem Statement 

In many organizations, the process of onboarding new employees involves repetitive tasks such as collecting new hire information, creating accounts, setting up access to various systems, and providing training materials. These manual processes can be time-consuming, error-prone, and delay getting new employees fully onboarded and productive. 

Solution Overview 

Automation Anywhere integrated with systems like Workday, can automate various tasks involved in the employee onboarding process. A bot can be created to handle tasks such as collecting new hire information through digital forms, automatically populating HR databases with the gathered data, generating employee IDs and accounts across different systems, and sending personalized welcome emails to new hires. 

Implementation Considerations 

Data Collection and Validation: The bot can collect new hire information through digital forms, Word/PDF documents, or SharePoint. It validates the submitted data for completeness, accuracy, and proper formatting before storing it in HR databases like Workday. 

HR Database Integration: The validated data is automatically uploaded into Workday and other relevant HR databases, ensuring that the data is properly formatted and matches the requirements of each system. 

Account Creation and Access Setup: The bot generates unique employee IDs and creates accounts across various systems (email, internal portals, software tools, etc.). It configures system access based on the role and department of the new hire, establishing access to shared drives, communication platforms, and necessary software. 

Performance Review Integration: The bot can assign matrix managers for mid-year performance reviews based on the new hire's department and role. 

Email Communication: The bot can use generative AI to craft personalized welcome emails for new hires, enhancing the onboarding experience. 

Key Benefits 

Streamlined Onboarding: Automating repetitive tasks accelerates the onboarding process, reducing the time it takes to get new employees fully productive. 

• Metrics: Track the average time-to-productivity before and after implementing the solution. 

Enhanced Employee Experience: Personalized communication and a smoother onboarding process improve the overall employee experience and employer brand. 

• Metrics: Monitor employee satisfaction scores, retention rates, and the quality of hired candidates. 

Increased Efficiency and Accuracy: Automation eliminates manual errors and ensures consistent data handling across various systems. 

• Metrics: Track the reduction in errors and the time saved by HR staff. 

Spark Bonus: Example Automation Flow to Get Your Thinking Started 

Part 1: Digital Form/Word Document/PDF Submission 

• Provide a link or upload form for new hires to input their personal information (name, address, contact details, previous employment history, etc.) 

  • Alternatively, allow respective managers to fill the form during the hiring process 

• Monitor the form for new submissions 

Part 2: Data Validation and Storage 

• Data Validation  

  • Automatically validate submitted data for completeness and accuracy 
  • Check for missing fields, incorrect formats, and inconsistent data 

• Populate HR Databases  

  • Upload validated data into Workday and other relevant HR databases 
  • Ensure data formatting matches the requirements of each system 

Part 3: Account Creation and System Access 

• Generate Employee IDs and Accounts  

  • Create unique employee IDs for new hires 
  • Generate accounts and set up access permissions across various systems (email, internal portals, software tools, etc.) based on department 
  • Provide basic access to applications 

Part 4: System Access Setup 

• Configure system access based on the new hire's role and department 

• Set up access to shared drives, communication platforms, and necessary software 

Part 5: Performance Review 

• Assign matrix manager for mid-year performance review based on the new hire's department and role 

Tamil Arasu (MVP) is an RPA Developer at Fugro. Connect with him on LinkedIn.