HR workflow automation combines a number of systems and processes to ensure the easy management of human resources, business processes and data. Human Resources software is used by businesses to manage a number of necessary HR functions, such as onboarding, offboarding, performance appraisal, employee portal, managing payrolls, recruitment processes, benefits administration, and keeping track of attendance records. It ensures everyday Human Resources processes are manageable and easy to access.
Today, HR has come a long way from merely filing employee related data and operational processes to a business partnering role. In this journey, HR processes have undergone a dramatic shift with respect to how it is carried out. The face of the HR team has more and more become a portal, than an individual. Automation of HR workflow and many of its basic processes has helped increase efficiency, reduce costs and improve productivity. Organizations that adopt HR technology tools have a competitive advantage over those that do not. Automating basic processes, also help the HR team to shift their energies to more strategic goals. Employees also benefit with organizational communication channels being more responsive, open, transparent and measurable.
HR workflow automation enable improvement in traditional processes and enhance strategic decision-making. The emergence of HR workflow automation has streamlined each and every department of HR. Automation and building a well-designed process system is a need of the hour. Organization cannot expect to improve efficiency without investing in a robust process infrastructure. This weighs heavily on departments that are process driven, such as HR. Continuing in manual workflow processes would prove to be detrimental to bottom line results and productivity.
Administrative and repetitive tasks that are characteristic of the HR function can be cumbersome and time consuming. Studies have shown that HR leaders still continue to expend upto 3-4 hours per day on administrative tasks. These processes drag the effectiveness of the HR function, and thereby affect the workflow of the organization ultimately influencing productivity and profits.
The HR function, caters to the organization’s most valuable asset, its employees. Yet, even today, HR teams in many organizations are embroiled in mundane tasks that significantly question the efficacy of the department. HR professionals are unable to move on from the administrative functions to providing more strategic value to the organization. HR leaders need to take a step back and analyze how they invest their time, and the value they bring to the table.
Automation is at the heart of the HR and its ability to provide more strategic value to the organization. Creating processes and optimizing the workflow becomes the first step in improving efficiency. Here are a few points on HR workflow automation.
HR Workflow Management System – What is it?
Creating a robust structured process is key to workflow management. Teams and departments often follow a document driven method to manage a process. Requests, approvals, and sign offs are passed through the hierarchy to complete the procedure. These processes ensure that decisions are taken with consensus and proper judgement, in the best interest of the organization. While this may become time consuming, it may be best to ensure check points at different levels. A healthy workflow management system becomes a foundation for success in the competitive business environment. Workflow optimization, ensure a smooth running, help to address glitches quicker, and help to measure and improve business efficiency. HR workflow management aid in making HR processes more nippy, thereby improving productivity.
Workflow Automation and HR
HR Workflow automation creates an infrastructure that streamlines business processes in a automated environment. Requests and signoffs, document filing, filling employee data amongst other document related work – can be seamlessly integrated to platforms that ensure smooth running.
Fundamental HR processes such as recruitment, onboarding, training, employee appraisal, performance management, rewards, employee database filing can all be designed and integrated into an automated process. This helps improve accuracy, and speed while reducing time and costs.
Benefits of an HR Workflow Solution
Automation of workflow management can be created to cater specifically to a business and industry, as well as building in systems to address the needs of various business processes. Workflow management Automation helps to
- Eliminate Errors
- Reduce Costs
- Build Process networks and bridge gaps
- Save time
- Increase productivity
- Improve Efficiency
- Enhance employee engagement
- Positively affect profitability
Some of the key processes that benefit from automated workflow management
- ATS Solution
Recruitment can be streamlined with automation and help HR ensure that all applicants are screened properly and necessary background checks are conducted. Scheduling of interviews, tracking progress and approvals are made easier. ATS software helps recruiters streamline every phase of the recruitment process, makes hiring simpler, save time and reach the right talent effectively.An ATS is a software application that helps you manage the entire recruitment process, right from receiving resumes to hiring employees. The software helps you automate the process of screening & shortlisting candidates, applicant evaluation, scheduling interviews, managing the hiring process, background verification, and completing new-hire paperwork. ATS helps in sorting through resumes, to determine which ones are the best fit for the open positions. Applicant tracking systems evaluates your resume by checking for keywords or skill sets that fit the job description. The main function of an ATS is to provide a central location and database for a company’s recruitment efforts. ATSs are built to better assist management of resumes and applicant information. Data is either received from internal applications via the ATS front-end, located on the company website or is extracted from applicants on job boards. The majority of job and resume boards (LinkedIn.com, Monster.com,, Indeed.com) have partnerships with ATS software providers to provide integration, parsing support and ease of data migration from one system to another.
- Employee Onboarding
Assist new hires with a complete, comprehensive and efficient onboarding experience. Automated HR onboarding tools can collect relevant employee information even prior to joining. Communicating key information with relevant departments and initiating necessary action. Much of the employee related paper work can be eliminated through HR Onboarding tools. Many hours of signing and filing paperwork can be reduced, and can help the new hire to be quickly assimilated into the organization. It also helps to seamlessly engage many departments, to ensure the new hire receives the necessary tools and access to start work.
Effective onboarding requires that every individual involved in the onboarding process from new employees, hiring managers and HR executives across the organization have the right information and tools to be effective. New hires can complete and sign their paperwork electronically. Smart onboarding tools engage employees by providing job information, allows new hires to view tasks and speed up productivity with learning resources. New employees learn their jobs faster and become engaged sooner.Automate tasks to key departments,users and managers with email notifications & alerts.
- Time and Attendance software
Time and attendance management solution helps organizations streamline processes such as leave management, improve organizational efficiency and save time. Time and attendance software can also be integrated with human resources management systems and payroll systems to simplify and streamline many functions within the organization. Shooting off emails for approvals can be difficult to manage and track. Employees can key in data and track time sheet submissions through an automated system. Automated systems can expedite collection of data and collate and validate information for approval. This also saves time and effort involved in updating employee records manually. Automating leave requests helps to eliminate redundant and cumbersome administrative processes such as leave approvals. Approval of leave requests, in paper format, can be tedious and time consuming for all – the employee, manager and HR. Leave management systems ensure traceable documentation, and ensure companies can track, manage and approve employee leave requests more efficiently.
- Employee Portal
The employee onboarding portal is a cloud based, centralized and secure data center for unified employee information. A intuitive employee portal helps retrieve, manage, track all data pertaining to your employees from person milestones such as birthdays, anniversaries to KPI’s, KRA’s, performance review, reporting structure and team details.
Automation of filing of personal data helps to update, track and organize employee is an efficient way. Automation helps reduce errors or loss of data, as well as help to track employee information. The solution has a customized and personal employee profile with a user friendly dashboard, view employee skill sets, short term and long term goals, skills to acquire and internal career development opportunities with our easy to navigate software.
- Performance Evaluation Solution
A performance evaluation software helps to streamline and improve the employee performance evaluation process. Performance reviews can be done in a consistent, timely, and efficient manner with Performance Management Systems. Employees can be part of a richer experience with respect to performance review and feedback. The process would be far more transparent, engaging and participatory. The system also ensures that the quality of feedback is monitored, and the efficiency of the entire employee base can be measured. An automated system can also help build developmental goals, initiate career planning and ensure high performers are duly recognized and appropriately rewarded. Workflows seamlessly connected to employee performance dashboards and historical databases. Ensure transparency in the appraisal process with smart embedded online forms, audit trails and electronic signatures. All reviewers are alerted with automated notifications and forms are routed to all stakeholders for reviews, comments and ratings.
Offboarding can be said to be the formal process of managing the end of an employee’s lifecycle and completing the employee’s exit formalities. Offboarding is a matter that is to be handled delicately and with caution. A manual process, may leave it open ended with the possibility of loopholes. Offboarding involves proper documentation, return of equipment, termination of grants and access, as well as the settlement of dues and benefits. Automating the process ensures that critical steps in termination of employment is handled properly. An automated HR workflow for offboarding ensures complete compliance and smooth hand over of all essential things while exiting. In the event of a resignation the solution notifies Payroll, IT, Administration departments to initiate exit formalities. The systems checks if cards, keys, access cards are returned and to notifies collection of issued company assets such as telephone, computers. Important tasks such as deletion of employee accounts, emails, contact info from all related systems and password resetting are also carried out. Customized online forms for employee feedback is generated.
- Employee Training and Development
Training and development for an employee can be linked to the onboarding process, the performance management process or as an independent function. Automation can ensure tracking of employee progress, as well as gauging improvements. Employees can individually manage their training programmes. Often, training programmes are delivered on portals in a module based series.
- Compensation and Benefits
Using HR automation tools for compensation, payroll and benefits ensures a transparent process. Employees can review their compensation package, with some companies allowing employees to choose their benefits. Automation streamlines the process, making it open and responsive. Information can be quickly updated for new hires and action expedited in cases of offboarding.
- ATS Solution
Automate Your Workflow With EMP Trust HR Workflow Software
EMPTrust HR offers a comprehensive HR solution that can incorporate all of your HR required documents to be fully electronic including Form I-9, Federal, State and City forms, company-specific forms including employee handbook and HR policy sign off with an electronic signature capability. This can be integrated into SAP or other HRIS systems for seamless flow of information. We are also a DHS E-Verify agent with seamless integration to DHS, certified on every version, and one of the largest process of employment eligibility verification with the Department of Homeland Security.The solution provides a completely paperless solution with automation of internal tasks, a branded new hire portal with your branding/logos, custom welcome messages, and video embeds on an easy to use HRIS platform. We support any device including desktops, tablets, and phones with no software to install.