Company

The enterprise is an international corporate, investment, insurance and financial services firm and part of one of the largest banking group in France with over 20,000 employees located across geographies.

Challenges

Large organizations with substantial multi-location workforce are using one or more enterprise Human Resource Management applications to manage complete employee lifecycles from onboarding to attendance to payroll. Across the globe, organizations are increasingly looking to drive cost and productivity efficiencies by enhancing workforce productivity at both the front end and back office levels by automating rule-based tasks.

• Manual Data Entry and screenshot capture in multiple applications was time-consuming and mundane
• The process required hiring of additional staff during seasonal spikes in workload
• Relevant data had to be manually fetched from multiple sources and cross verified across multiple applications
• Logic and calculation had to be applied manually according to each case and requirement
• Emails had to be manually typed and sent out, as well as attaching of requisite reports
• This lead to very high transaction time (CPH)

Solution

• Robot is deployed to download records of active employees from both WorkDay (WD) and PeopleSoft (PS) applications into an Excel sheet
• The records are then compared in both Excel files to identify discrepancies
• Data Discrepancy is then consolidated in a standard Excel file template
• The files are categorized in four sections based on specific field types
• Data Discrepant Report is emailed automatically on behalf of location representative to local HR (with copy to Regional HR)
• Local HR validates the discrepant record(s) and provides input for next action:
  > If the WD data is correct and PS data is incorrect, the robot replaces the PS data with WD
  > If WD data is incorrect and PS data is correct, the robot replaces WD data with PS
  > If WD & PS both are incorrect, robot inputs correct data in both WD & PS applications
  > If discrepancies are acceptable, the robot ignores the discrepant data
  > If escalation is required to the Regional HR, the robot triggers an email of discrepant record(s) to Regional HR
• When robotic updates for WD and PS are performed, MIS status also gets updated on respective Excel spreadsheets.

Outcome

• Average Case Per Hour (CPH) reduced from 3 hours to 10 minutes for each individual case
• Zero error: No manual entry of data which eliminated the typo and other errors after deployment of bots
• Additional robots could be deployed quickly for no extra cost during seasonal spike
• Integrated without disrupting the legacy system
• Associates could focus on more meaningful activities such as employee engagement
• Improved Quality Scores