How Can RPA Transform HR Department (EP2)



Robotic Process Automation (RPA) is one of the fast-growing technologies in recent years, it has brought out many benefits to the business world, many companies such as McAfee, DCH Holdings, PUMA, etc., are using RPA to develop their business. In this episode, we will share other advantages that RPA can bring into the HR duties.


Manage Employee Data


Many data require HR to manage, such as payroll, employee benefits, and company regulations, etc. Managing employee data is one of the major tasks of HR. With a constant inrush of employee data in the form of existing staff, new hires, contractors, etc., managing it all manually can os not only laborious but also cumbersome, it can be a nightmarish task for HR teams.


RPA can make it easy to handle the tasks related to employee management, thus reducing the risk of incorrect data entries to a minimum. Robots can also perform data cleansing tasks at a regular interval to ensure data compatibility across multiple databases.

This also means that HR services can be delivered to employees much more efficiently and quickly.


For example, RPA in HR can automatically generate the important documents that employees need, instead of an HR personnel having to take time to create and send documents to the employee manually.


Payroll Management


Payroll processing is one of the most cumbersome and monotonous HR tasks that companies usually can’t do without. It is involving massive amounts of data entry on a regular basis, payslip handling, and report making.


Also, managing payroll manually can often lead to a risk of multiple errors, and it is very time-consuming. Moreover, Payroll management actually involves a lot of work-related to labor laws (e.g. 713, 418) and calculations, which required HR to know a lot of relevant professional knowledge. In the worst case, if HR didn’t follow the laws correctly, employers will have a chance to be sued.


RPA in HR can simplify the process due to its ability to collect and connect the data between multiple systems such as HR and employee management, time tracking, accounts payable, and general ledger.

In addition, RPA bots can substantiate the employee’s hours that have been recorded in the system and make corrections based on reports or any differences compared to the shift. Automated reports done by software robots can show if there is a high number of registered hours, overtime, missing hours, or excessive usage of timeout has occurred to further simplify the payroll processing.



Expense Management (Accounts Payable Automation)


HR managers could generally find it difficult to keep up with the manual processes of travel and expense management due to multiple factors such as lost receipts, late expense submissions, out-of-policy-spends, and cluttered spreadsheets.


Even though there are numerous expense management solutions available today, but most of the firms are still using outdated systems, which require employees to manually enter data /details on their expenses such as expense amount, date, or location. And there are high chances to lead to an error during the entry process.

Employing an RPA robot for expense management can implement Accounts Payable Automation, which allows the companies to automatically extract all the important details from expense invoices/receipts during accounts payable processes, it can save a lot of time for the organization and release staff to do other more valuable tasks that required their abilities. The high accuracy of RPA can also prevent any mistakes during the process. Moreover, employees are no longer need to carry around expense receipts when they can just take pictures of the receipts and send them to the RPA robot, all relevant data will be extracted from receipts automatically.


Further, RPA software is equipped to approve genuine expenses with a rules-based procedure to identify the type of invoice submission. The software then processes the expense claim after ensuring that it follows all the compliance requirements.