HR process automation flow
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At Opportune we understand, for better transparency of process with the employees, improve in employee engagement, increase in productivity. It is important to identify key HR process, create custom required process checklist & Automate the process. This helps the HR to free up for core HR activity
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HR process automation flow
- 1. Future of HR HR Process Automation Futuristic Approach
- 2. Evolution of HR process Automation 80’s - Punch M/c 90’s - Desktop Payroll, Excel based Time attendance 20th century - ERP, HR Outsourcing
- 3. New Expectations HR / Management Expectation: • Attract & Retain Talent • Employee Care • Control Salary Cost • Respond with Speed • Ensure resource Security • Diversity and Inclusion
- 4. New Expectations • Employee Expectation: »Transparency »Training / Mentoring »Opportunities to Innovate
- 5. Automation is the answer
- 6. Time & Attendance Automation T&A process Globally not significant, but key process in India • Addresses Pain areas : » Time discipline » Manpower Security » More & more employee working offsite/on field » Work from Home
- 7. Time & Attendance Automation • Sophisticated Access / Security Devices » Biometric, Smart card, » Palm/retina Reader » CCTV • GPS based mobile
- 8. Integration with Biometric Employee reached office Live Data transferring Employee Reached office Manager calls the person Time & Attendance Automation
- 9. Field Work Force Management
- 10. Field Work Force Management
- 11. Time & Attendance Automation Device Management on cloud Template ManagementDevice plug & play Remote Device Management Remote Employee Registration Access Management Rule Engine
- 12. Employee Engagement • Pain areas »Work Stress (competition & deadlines) »Contribution & Recognition »Transparency »Retention
- 13. Employee Engagement Input/ Issue / Feedback / Suggestion
- 14. Like minded people connect - Hobbies - Learn Music - Play Sports - Group Learning - Learning as per own pace Employee Engagement
- 15. MIS / Analytics “Just output of Data from process not sufficient” • Demand is to know » Outliers (based on statistical tools) » Employee vulnerability (Is he likely to leave organization considering behaviour?) » Sense environmental issues (e.g. Productivity under one manager v/s other) » Patterns (e.g. skills availability from certain institute/geographical location)
- 16. Attendance & Leave Analysis Productivity, Costing and Workforce planning for future work Behavior Attributes Retention, Compensation , benefits, Succession Strategy Salary Comparisons Benchmarking, ROI & Fraud Detection
- 17. MIS / Analytics Few Questions in HR Thought leaders mind • What is the probability of particular employee retention ? • What will be demand / Supply gap of certain skill after 2 years ? Opportune.Discovery - Master Mind on HR Analytics
- 18. MIS / Analytics
- 19. Workflow Automation • Why ? » Remove Manual interventions for decision making » Improve adherence to processes » Reduce process turn around time » Remove Lapses in Activities execution » Reduce efforts related to process knowledge transition
- 25. 3 Key reason that confirms your company requires to upgrade /migrate to a Future HR system 1. Futuristic company growth vision 2. Futuristic HR department 3. Talented young, vibrant, skilled employees Migration is easy & seamless - Export from old system. - Generate Master template from new system - Merge the old data to new XLS / CSV master template - Import the file to the new HRMS solution - Ready to Go. Upgrade / Migration
- 26. Are you ready for the future?
- 27. Thank You
Editor's Notes
- Let us have an glance, How HR automation has evolved during last few decades. 80s – Was an era when employees used to carry a card daily in their pocket and used to punch hole in a clock machine 90s – Many started using Desktop based Payroll s/w In early 2000 - ERP Softwares were used, HR used to be small module in the whole ERP. Then people also started to Outsource payroll for cost advantage and ensure compliances Since 90s it is observer that payroll is the 1st HR process to be automated as Timely salary generation the top most priority for any HR dept. So payroll automation is given, On the whole intend of HR automation has always been to eliminate mundane, repetitive processes and free up HR to perform core HR activities like employee engagement, motivation, cost control.
- Since 2005 onwards with growth in service section, globalization HR has become dynamic, processes are innovative, differes from business to business. Changes are happening with rapid pace.
- Formatting
- Automation helps to address these challenges. There are cuple of processes, here we will touch upon few processes and see technology is impacting their automation
- Sophisticated Access / Security Devices like biometric, Smart card, Palm/retina Readers, CCTV are being used extensively as connect points. GPS on mobile is also playing key role.
- Cloud based T&A solution allows quick, smooth, intervention less automation providing real time information of attendance across multiple locations. It also helps in employee care.
- Mobile based solution allows filed work force to check in / check out from field. This improves Sales plan implementation and in tern saves tremendous sales and marking cost and also impoves sales conversions.
- GPS solution helps to identify field force locations on real time basis, provides alerts if visit plan is deviated. Controls travel costs.
- These days access devices are sophisticated with plug and play installation approach. This approach has given lot of relief in implementation costs. Once device is plugged in network , all its functions like device registration, adding employee, setting up access rules can be done centrally from one location. The images are registered at one location physically can be replicated at other devices with remote management saving lot of hassles related to employee transfer. Intelligent rule engines are providing lot of flexibility in configuring various complex access management rules.
- These days employee Engagement is key HR process. With today’s work stress due to competition and deadlines. Employee seeking quick recognition against contribution. Transparency in work culture is expected. It is found that Gen Y is spontaneous and non-hesitant in raising issues, providing feedback/suggestions. Needs automated solution to capture these spontaneous inputs.
- No change
- Gen Y is very active user of social media and kind of tools for communication. More we all to interact & engage the better work place we create , we feel that Automation can play a big role in improving the engagement. Automation tools like a group forums, eLMS etc helps in knowledge building, skills development
- MIS/Analytics generation process has two aspects - Processes must not only provide reports, it should be responsive, provide pointers towards some actions
- - Productivity → Work force deployment usage & less of hrs - Cost Analysis - Benchmarking for HR ___ by _____ Analysis - Fraud detection from payroll Analysis
- Other aspect being pure analytics
- Big data Analytics tools used to get answers to such a complex questions for predictions.
- Workflows are important ingredient of automation that integrates all interdependent activities from different processes. Automation required to -
- DYOP helps each organisation to set up processes as per its own business requirement. E.g. Joining activities can vary from one sector to other. E.g For services sector Document verification, open bank account, provide email account are the key activities while for manufacturing it would be different. Once process is defined then for each employee instance see that each activity is mapped to activity owner with completion due date. Email alert goes to activity owner. He should update activity once progressed.
- Intelligent Workflows are built by feeding and configuring criteria’s for decision making. E.g. Leave Application validity is decided by system right at the time of application creation , making it easier for approver to make decisions. E.g. PL and CL can not be clubbed or Long leave has to be applied before 10 days or paid leave not allowed till one year completion
- Apart from functional automation, there are non functional aspects of automation that is critical for success of automation tools. Like your HRMS server, your office network E.g. If Payroll system gives trouble to its user at 9 pm while about to disburse salary and there is no technical support. It’s frustrating. Hence stable, secured reliable automation platform is crucial. Cloud offers these features. It provides in build disaster recovery and business continuity. Availability Affordability Scalability Disaster Recovery Business Continuity
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