Using Robotic Process Automation (RPA) for Candidate Onboarding as part of Human Resource (HR) initiative

Verification of candidate information and completing onboarding formalities in an HRMS system by using Robotic Process Automation software

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Problem Statement

A well-established manufacturing organization started facing an unexpected hurdle in their expansion process. They realized that their Recruitment team was becoming a bottleneck in the whole process due to surge in new appointments. With a legacy HRMS system, entering information of every candidate in the system and its further processing was time consuming causing delays in the overall recruitment process. With aggressive deadlines to meet, customizing it was not possible either. They were looking for a quick solution to ensure that their timelines of the expansion plan are met. 

Solution

The existing process was studied in detail and every step was documented for assessment. Based on the qualification for Robotic Process Automation, Robots were engaged to perform the most predictable and mundane job for candidate onboarding.

Process

  • Bot receives an Excel with names and emails of candidates
  • Bot triggers email to candidates with attachment as candidate form
  • Once the candidate replies with the completed candidate form, Robot receives the form and processes it
  • In case of incomplete form or any issues in data, Robot responds with an email with list of errors to the candidate
  • The process is repeated till the candidate replies with the corrected data
  • Data is entered in to HRMS upon receipt of correct data and candidate is notified.
  • A consolidated report is shared with all stake holders at defined time by the end of each day

Benefits

usecases benifits

Tags

HR Automation
RPA use cases in HR
Excel Automation
Outlook Email Automation

Increasing Loan Processing efficiency using Robotic Process Automation (RPA)

Deploying a Robot using RPA technology to connect to multiple systems to speed up the time required to process a loan request

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Problem Statement

A leading bank’s loan department was facing difficulties in processing the loan requests on time. They decided to look closely and observed that the manual process of filling applicants’ information, verifying their credit score and then generating a report; consumed a lot of time. This whole process was cumbersome, lead to errors and was quite inefficient. These factors stretched the loan processing cycle that caused diversion of valuable customers to the competitors. Neither the employees nor the customers were happy about this delay.

Solution

Looking at the problem, we suggested implementing RPA technology. RPA is one such powerful tool that can take care of the manual sections of the process to ensure that the loan processing starts as soon as the request is received.

Process

  • Notification is sent when a new loan request is raised in the Loan Processing System (LPS)
  • Upon receiving notification, Bot auto-logins and downloads related files and personal information
  • Bot fires up the Credit Bureau web interface in a bowser, auto-logins and uploads data required to procure credit report
  • Bot downloads the Credit Report fetched from the Credit Bureau website and organizes it in a folder pertaining to the loan request
  • Bot performs identification verification using an online service
  • For valid requests, bot perform auto-logins to the core banking system (CBS) and performs data entry
  • CBS interfaces with the LPS and the loan request details are updated for further processing by the human operator.

Benefits

usecases benifits

Tags

Finance Automation
RPA use cases in Finance
Web Automation
Outlook Email Automation

SAP Automation for Vendor Status Checks using RPA

Automating SAP using RPA to review and update vendor status from Government portal

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Storyline

The finance department of a leading MNC operating in more than 15 countries was under immense pressure to meet the vendor payment deadlines. The law changes happening every now and then made them perform the vendor validation process again. The typical process involved pre-processing of the data to make it ready for validation , validating the data with the governmental tax portal and updating the SAP system for non-compliance. Involvement of multiple applications caused delay in the validation process and release of payments.

Solution

Digging deep into the issue made us realize that robotic process automation is the best suited solution for managing the data involving two systems (SAP and Tax portal). RPA is a powerful tool which can be customized as per the business requirements.

Process

  • Robot downloads the list of vendors by logging in to SAP
  • Changes the VAT number format to match with Business ID on tax portal ​
  • Opens tax portal in browser to look up the vendor status​
  • Updates the status of vendor in SAP if changed for hundreds of records

Benefits

usecases benifits

Tags

SAP Automation
RPA use cases for SAP
RPA use cases for Vendor Management
Web Automation

Using Robotic Process Automation (RPA) with Sentiment Analysis for email classification

Integrating RPA technology with Artificial Intelligence (AI) and Machine Learning (ML) to analyse and process customer emails

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Problem Statement

A firm suddenly saw a consistent fall in its customer satisfaction score which affected their revenue as well. The detailed study revealed that delay in the response by the customer care department was the main contributor. Lack of provision to detect emails with complaints/issues caused a delay in the response and resolution process. This resulted in an increase in the number of dissatisfied customers who started leaving them due to bad customer services.

Solution

Every customer wishes to be heard. It is practically not possible to prioritize the emails received and respond as per that. Hence, we suggested them to opt for robotic process automation software which can identify the emails with complaints/issues and initiates the resolution process as soon as the mail is received.

Process

  • A robot checks the customer care email at regular intervals
  • Microsoft Text Analytics, a Natural Language Processing engine, is used to identify if the customer is "unhappy". In this case, the mail is forwarded to service division
  • Otherwise, the email content is passed through the Intent matching algorithm using Microsoft LUIS, to see whether user has requested for any services like, "Order Status", " Product Return", "Warranty Extension", etc.
  • If any of the intents is matched, bot gathers the details for it and adds the information to the ticket created in CRM
  • The email from customer is then archived for future reference
  • If none of the intents are matched, then the mail is forwarded to the service division for further action

Benefits

usecases benifits

Tags

Intelligent Automation
RPA use cases with AI/ML
RPA use cases with Sentiment Analysis
Outlook Email Automation

Integrating Robotic Process Automation (RPA) with Machine Learning based intelligent OCR system

An RPA use case involving V2’s proprietary Machine Learning tool with UiPath Robot to extract data from unstructured documents and posting it in ERP system

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Problem Statement

A large manufacturing unit having numerous vendors was repetitively pin pointed by the management due to the delay in invoice processing. A discussion with the team highlighted two reasons: large number of invoices received from their various vendors and absence of reliable OCR solution. The staff had to manually enter the data in the ERP which resulted in delay. As the invoices received were in multiple languages, they had to hire new resources or opt for outsourcing. The overall situation demotivated the employees and strained the relationships with the vendors.

Solution

Analysing the complexity of the process, we suggested implementation of RPA to automate the mundane operations like data entry to ERP systems whereas V2’s proprietary Doc2Digital invoice processing engine was used to extract input from invoices.

Process

  • All scanned invoices are periodically stored on a network drive
  • A robot keeps checking the drive for new files for processing.
  • As soon as a new invoice is available, it is read, and the content is passed to V2's proprietary solution “Doc2Digital” for parsing
  • The engine can read invoices in multiple languages and returns the meaningful data in paired values
  • Now the invoice data is in structured format, Robot then logs in to the ERP system to post the invoice data
  • Invoices that cannot be processed by a robot are kept separate for manual entry and are used to train the engine further

Benefits

usecases benifits

Tags

Intelligent Automation
RPA use cases in Sales
RPA use cases with AI/ML
SAP Automation

Dashboard Reporting using Robotic Process Automation (RPA)

An RPA use case to create Dashboard Reports having Robot to collate data from various systems in different formats

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Problem Statement

A well-known business conglomerate was facing difficulties due to inaccurate data on few key performance metrics on their dashboard. Data consolation process took around 2 hours which delayed several important decisions and eventually resulted in an opportunity. Accuracy of data on the dashboard reporting is crucial for every organization as important decisions are taken on its basis. Deep diving into the process made them realize that due to data coming from 4 different systems, the consolidation and processing took time. The data displayed during this time was not accurate as a lot of backend processes were going on to generate the reports.

Solution

Errors are the primary reason that affects the productivity as the tasks must be re-performed. We advised to use RPA automation to ensure that the data is perfect and the reports are generated quickly.

Process

  • Robot downloads the raw files generated for the Backup Systems and the Disk Space systems from an email it receives
  • Robot then reads the logs from monitoring web app and network from the shared location
  • It then consolidates, applies business rules and processes this data from all the 4 systems to create a CXO level dashboard
  • The final dashboard report is then automatically sent to the stakeholders as an attachment to email

Benefits

usecases benifits

Tags

RPA use cases for Dashboard Reporting
Report Automation
RPA with Excel
Web Automation

RPA in Auto Insurance Claims Processing

Verification and data-entry of claims form using Robotic Process Automation software. Bot also replies to the customer with status report, failure report or success report.

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Problem Statement

A well-known insurance firm observed that by every quarter there was an increase in the complaints received and the errors as well. Analysing the situation made them realize that the high processing time and delay in notifying customer was the main reason behind the complaints. The audit trail was also not in place. Manual keying of information, validation of information, checking if there is an existing claim and communication with the customer was the root cause behind this situation.

Solution

The ‘As-is’ process was analysed to design RPA workflows that carry out the Claims processing activity. The result was speed, accuracy and reliability leading to higher throughput and improved responsiveness to customer.

Process

  • Robot periodically scans the mailbox for emails from customers and downloads the claims forms
  • Form data is then validated against the database for accuracy
  • The robot also checks if any claims for the policy are already in the service queue
  • In case of validation errors or any claims found to be under processing, Robot replies to customers via email
  • If the data is valid, Robot then log-in to the Insurance portal and performs data entry using the validated form
  • Finally, the Robot prepares a submission report and informs the stakeholders. Customers are also informed through an e-mail

Benefits

usecases benifits

Tags

RPA use cases in Insurance
Claim Processing with RPA
RPA with Excel
Web Automation