Enrich Employee Onboarding Process with Automated Email Data Extraction and Entry

Extracting and saving new employee data from documents that are emailed to HR is a perfect job for process automation. Software bots can be programmed to monitor an inbox where new hires send their completed onboarding documents.

Bots can open the emails and download the attachments. Using OCR technology, RPA bots can extract the new hire’s information including bank account numbers and fields from their W-4 form. And just like the knowledge worker would, the bot can log into the organization’s accounting software to create a new profile with all the extracted data.

• Time Savings

Calculate how much time you can save by automating the document extraction process. Think about how many documents you handle, how long each one takes, and how much quicker the process becomes with automation.

Right now, processing each claim form by hand takes about 5 minutes. With the new automated system, we can cut this down to just 1 minute per form. If we’re handling 1,000 forms a day, here’s the time we save:

Manual processing time = 5 minutes/form * 1,000 forms = 5,000 minutes/day

Automated processing time = 1 minute/form * 1,000 forms = 1,000 minutes/day

Time saved = 5,000 minutes/day – 1,000 minutes/day = 4,000 minutes/day

• Labor Costs

With a typical hourly pay of $20 for manual data entry workers, we can figure out the savings in labor costs like this:

Labor cost per minute = $20/hour / 60 minutes = $0.33/minute

Labor cost savings = Time saved * Labor cost per minute

= 4,000 minutes/day * $0.33/minute

= $1,320/day

• Error Reduction

Right now, manual data entry has a 5% error rate. By using an automated solution, we can cut this down to 1%. Errors cost us correction time, customer unhappiness, and possible fines for not meeting standards.

Current error cost = 5% * 1,000 forms * $50/error = $2,500/day

Automated error cost = 1% * 1,000 forms * $50/error = $500/day

Error reduction = Current error cost – Automated error cost

= $2,500/day – $500/day

= $2,000/day

• Improved Employee Experience: According to Salesforce research, 89% feel more satisfied with their job using automation. Automating boring, repetitive tasks lets employees concentrate on more important and interesting work. This boosts productivity and job satisfaction, leading to less turnover and a more motivated workforce.
• Improved Data Accuracy: Automation cuts down on human mistakes in data extraction, which means data is more reliable and trustworthy. This boost in data quality is crucial for making smart business choices, which can also help improve customer satisfaction and loyalty.
• Empowered HR Teams: Automating tasks such as data entry lets HR staff focus on more strategic work. They can spend more time on developing employees, managing talent, and creating a positive workplace.

Process automation has a way of allowing humans to work smarter, not harder. In the case of HR department, injecting digital workers into the processes actually allows humans to provide better experiences in the workforce. This creates happier employees, specifically new hires in this case. Also, errors are mitigated, processing speeds increase, and higher compliance is achieved.

This is just one example of how process automation can be applied to human resource workflows. Other RPA use cases in HR include payroll, recruiting, reporting, employee expense reports and more. Learn more about RPA services. For more information and use cases, contact us today