RPA in HR Management

Human Resources is an integral part of any business, from high quality talent acquisition to managing employee relations the role of HR department is strategic for every business. However, most of the day-to-day HR activities are just confined to payroll, benefits, hiring, offboarding and compliance management, which consumes huge resources and time of the organization.

A research report from Ernst & Young has stated that about 93% of time spent by HR employees is on repetitive tasks. The report has also stressed that around 65% of HR rules-based processes can be automated.


Interestingly most of the HR tasks were repetitive by nature, obstacles and errors among these tasks derail the streamlining activities. This will have a negative impact on the payroll administration, employee on boarding and talent management.

A change in this scenario is being observed from few years, with HR departments adopting Robotic Process Automation (RPA) to streamline HR operations and thereby enhancing productivity of the business.

By employing RPA, multiple bots can be assigned with some of these important HR tasks. This enables a fully functioning virtual workforce for an organization, that can handle these tasks with a greater degree of accuracy and efficiency.

A report from Deloitte’s Human Capital Trends survey, has stated that about 42% of the organizations have fully implemented or made significant progress in adopting cognitive and AI technologies within their workforce.


Key Areas for RPA adoption in HR Processes:

RPA has huge potential for benefitting businesses through HR automation. Here are some of the key areas of HR process that had good scope for Automation

candidate screening
Candidate Screening and Shortlisting:

Resume screening and shortlisting is considered to be a time-consuming process in recruitment. A single hire is estimated to consume around 3 working days of a recruiter’s time in average.

This situation can be handled by implementing RPA in the process of gathering and screening resumes and online application forms, background verification, along with comparing the information against all relevant job requisitions.

This can help in shortlisting the best candidate for interviews, along with notifications, feedback or rejections with just a click of button.

offer letter management
Offer Letter Management:

Creating offer letter for new joiners has got multiple dimensions, as the content of the offer letter has to comply with local and company regulations on various aspects, along with pleasing the candidate.

This process involves cross checking of data against diverse databases and regulations, which is time consuming and also prone to errors.

Implementing RPA in this process can help in conveniently crafting offer letters (that are tailor-made and accurate) for new employees. By cross checking with diverse related rules and regulations stored in different systems and databases of the organization, offer letter creation time can be reduced considerably.

onbord formalities
Onboarding Formalities:

It’s after the candidate has accepted his job offer, there exists several formalities like user account, Email address, access rights for applications, systems, along with software and hardware requirements has to be requested and ordered.

All this process needs to be done in accordance with candidate’s profile and the company rules. This process also involves several parties and systems. Hence 100% well equipped employee on day 1 is still considered to be an exception.

Implementing RPA in this process can automatically trigger a predefined onboarding workflow, as soon as the user account is created. Assigning business rules to the user profile can guide Bots to take decisions. These decisions may range from allocating systems to the new users, to sending predefined on-boarding documents automatically.


Irrespective of the new joinee experience, training has to be provided for the candidate to execute business processes and tasks in line with the company standards, ensuring compliance.

Utilizing RPA in training can improvise effectiveness and new system adoption. Bots can automatically raise notifications on certification requirements, and these documents are automatically compared against the predefined requirements. Bots can also block individual calendars based on training needs & schedule.

Payroll Management:

Usually payroll involves huge volumes of data, and this data is highly repetitive in nature. Implementing RPA for payroll increases accuracy and reduces processing time, especially for companies with considerable employee base.

In this process bots can verify the consistency of payroll system employee data by checking it against the data in the ERP system. RPA also facilitates to run batch extracts, import and validation for gross-to-net processing or benchmark with global grade data or feed the procurement system for new hires, transfers and terminations. Pay-checks, benefits administration, rewards and reimbursements can all be generated & tracked automatically by bots to avoid inaccurate submission and overall delays.

Employee Data Management:

HR Professionals usually deal with large volumes of employee data like current employees, past employees, applicants, new hires, compliance and regulatory requirements, payroll and benefits. Tracking this data is very difficult in small to medium-sized organizations.

RPA can help in smarter management of employee data throughout the employee lifetime, these operations include new employee record creation, followed by data cleansing activities ensuring consistency across multiple systems.

attendance management
Attendance Management:

It’s not feasible for large organizations to manually review employee time records and overtime regulations for accuracy on a daily basis.
RPA can help in validating employee records by cross-checking data (for instance absentee reports), and can raise alert when info is missing or inconsistent. It can also recommend reallocation of resources, such that workforce is managed smoothly without any disruptions.

MDxBlocks, along with UiPath are helping industries to transform their manual processes into automation, which can reduce the human efforts and increases efficiency.

Looking for more information about Automation? Do Visit our website at http://mdxblocks.com for further details and reach us at (+1) 832-906-7001 or e-mail us on info@mdxblocks.com