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Intelligent Automation Solutions in

HR and Payroll

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Robotic Operating Model

If you are planning to industrialise your RPA, read on to get an insider look on building a successful Robotic Operating Model.

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Intelligent Automation is quickly transforming HR, Payroll and Travel Accounting

Giving repetitive, manual HR tasks to a robot allows HR to focus on more strategic work, employee experience and valuable interaction between employees. HR teams in large organisations know, how much manual work is involved in hiring and talent acquisition, tracking employees’ time in spreadsheets and payroll. Fluent and flawless payroll with the help of a software robot increases accuracy, timeliness and compliance.

The use of software robotics is becoming more common in tasks that require a lot of control and a systematic review of large amounts of data. RPA can be utilised the the daily processes required to manage the entire system and with systemic change, when large amounts of data are transferred from an older system into a new one. Robotics, on many levels can replace traditional integration functions enabling flexible and rapid implementation.

Heatmap for HR and Payroll processes

high
Automation potential

High

medium
Automation potential

Medium

HR Services Payroll Travel Accounting
Recruitment supoort Maintenance of Payroll Accounting data Travel master data maintenance
Onboarding process support Payroll preparation taks, Applications, Pension Matters Travel & Expense claim processing
Offboarding process support Vacation calculations, informing and entries into payroll Travel & Expense claim payment processing
Employee master data maintenance Payroll data receipt controls and handling of salary data Travel Accounting data generation
Compensation and benefit administration Salary increases Travel Accounting vs. GL reconciliation
Learning and development Salary Calculation and Payroll Payments Reporting to the Tax Authorities
Vacation & absence notifications Payroll Accounting data generation, Reconciliation & Reporting Archiving

Process examples

hours-worked

Hours worked

The robot verifies the employee’s hours have been recorded and makes corrections based on reports any differences compared to the shift.

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Automated reports show if a high number of registered hours, missing hours, overtime, or usage of timeout has occurred for the supervisor to analyse.

checking-vacation-balances

Checking vacation balances

RPA can be applied to automatically reconcile vacation balances between the payroll system and the HR system.

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Possible exceptions can be reported to the Payroll Team for settlement.

automate

Payroll transfer and reports

Automating payroll data transfer reporting with RPA increases accuracy, timeliness and compliance.

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A robot can fill the information out for each processed payroll file into a checklist according to the  ISAE standard requirements and automate payroll reports.

social-Homecare service staffing-public-Humanresources

New employees and validation

Onboarding employees in the payroll system based on new employee notification forms can be automated.

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In addition, a software robot can check the required information and report detected deviations in employee data.

employee-master-data

Employee master data updates

Automate the transfer of employee master data into the payroll system, and note the successful transfer of each file.

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Digital Workers can check for master data deviations and inform the Payroll Team.

data-cleaning

Transfer of payroll data

Robots transfer data from the work-time reporting system to the payroll system.

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When done before the start of the payroll calculation tasks prevents the calculation errors and leads to increased efficiency in payroll calculation.

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Ritva Widell

Senior Solution Manager
+358 40 722 3505
ritva.widell(at)digitalworkforce.com

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