HR Automation

Focus on the Talent

As HR specialists, we understand that no one system can offer HR departments the functionality they need to manage the complex world of HR. But most systems need primary information that is typically maintained in the core HR system and setting up HR automation will address this need and free up HR Departments to focus on value-add tasks. Investing in automation software can save thousands in the long run by increasing productivity and allowing your department to focus on what makes your company really tick: the talent, not the paperwork.

What is HR Automation?

HR automation (also known as HR process automation or HR workflow automation) is the use of technology that automates recurring HR processes and reduce manual tasks. The purpose is to ensure data flows from the source record in one system, to another via a workflow or an integration without sacrificing quality. This serves to reduce manual tasks, increase data quality and the speed of data transfer (real-time), improve the confidence in reports and significantly reduces the time it takes to complete HR tasks. The time savings also equates to cost reductions as well, allowing the HR team to focus on more value-added tasks and ensures better business partnering by the HR Department.

According to studies carried out, HR departments can spend between 40% - 60% of their time on manual tasks. Typical tasks include entering the same data into two or more systems, setting up spreadsheets for various processes (e.g. annual pay review, bonus/commission payment calculations, etc), running reports and downloading them to combine the data from other systems to produce the required outputs.

What areas of the business will benefit?

HR automation can benefit most of the areas of your business. Key examples of these are included below.

Recruitment

Sourcing new employees often occurs using third party systems (Applicant Tracking System) and providers (search/recruitment firms). Once the preferred candidate has been selected, the candidate’s details have often been uploaded onto the HR System manually to trigger the onboarding process. The link to the candidate information is often lost and there is the risk of the data being input incorrectly and not being complete in a timely manner or in some cases not at all. HR Automation will ensure that the data is transferred from one system to the HR system as soon as the trigger criteria is met and seamlessly transferred to the HR System.

Employee Onboarding

Onboarding of employee involves a host of tasks for both the employer and the employee. Examples of these include raising contracts of employment, background checks, registering with payroll, benefits enrolment, companywide announcements for employers and for employees they need access to upload key documents, and information

Holiday Requests

If a separate system is used to track holiday and sickness, automation will ensure that all relevant data (employees, terms and conditions) are transferred to the system of choice

Payroll

Where companies use specialist software to manage their payroll, integrating the payroll system with the companies HR System will ensure the relevant data is shared with the payroll systems securely and in a timely manner. Setting up the integration between HR and payroll systems will give HR departments the peace of mind that staff will be paid correctly and on time. It’s been proved that HR and Payroll integrations save companies money and time (e.g. ensuring leavers are recorded on the payroll system)

Time and Attendance

Similar to the reasons to integrate, automate HR, time and attendance systems, companies will reap similar benefits

Employee Benefits

Many companies offer employees a range of benefits and many also offer employees flexible benefits. Often companies use third party providers and/or systems to manage this are for them. To keep these providers/systems up to date with employee changes, HR automation is best placed to ensure that the relevant data is shared based on the criteria set up to trigger the flow of information. The benefits of setting up HR automation in this area to both employees and the HR departments are huge.

Learning Management

Many companies use third party systems to manage deliver their learning modules to employees. Most of the training requirements are determined by the role an employee has or by the development needs that have been identified during a performance review. This information can be sent to the Learning Management System (LMS) using HR automation and the same process can be set up to transfer results and certification back to the HR system once the training has been successfully completed.

Corporate Systems

Updating corporate systems with key employee data have large benefits for companies, enabling them to manage risks and ensure compliance. Finance systems (e.g. expenses, general ledger, etc) or IT systems (Active Directory) will ensure that the active users are register on the relevant systems to ensure only eligible employees have access to the company systems based on roles and access rights.

The Solution

Before you spend more resources hiring additional employees to manage your HR tasks, think about automation for your HR processes. As organisations continue to move at breakneck speed, there’s no reason to compete at a snail’s pace using manual processes. With Tugela People’s HR Automation services, and unparalleled support you could well be on your way to a streamlined and optimised HR department.

What Next

To find out more about our HR Automation services and how we can help you, please contact us on tel +44(0)1908 030360 or email: info@tugelapeople.com. Alternatively complete the ‘Get in touch’ form and a member of our team will be in contact with you.