Our client is a vertically integrated manufacturer and marketer of health care products. It offers orthopedic products, surgical and acute care products, and wound care products.

Onboarding processes at the client’s office took as many as two days and employed a high number of resources. The processes included creating company emails, passwords, and re-entry of data from forms to respective systems. This ineffective onboarding process results in time and money wastage. Moreover, as the company scales to growth these time-consuming pre-hire and post-hire activities become more and more complex.

As with any administrative process, onboarding new employees has a specific set of process steps and involves creating credentials, submitting details to the finance/payroll function, printing and mailing offer letters and appointments, and coordinating with applications and infrastructure. The manual effort involved creates multiple tasks for all the participants in the participants in the process chain. Most of these tasks are repetitive and can be automated.

AiRo developed a solution that could automate the following steps using Automation Anywhere’s Robotic Process Automation platform.

Pre-Hire activities:

• Background verification

• Drug-test form submission

• I9 and W4 form submission

• Email communication with the candidate

• Offer sign-off

Post-Hire activities:

• Automated creation of credentials for email

• Access to internal applications, Active Directory integration

• Asset allocation

• Orientation meeting scheduling, team introduction email

• Automatic generation of records for payroll and HR administrative processing

• Data replication from forms to respective systems to eliminate wasteful manual re-entry

• Reminders for follow-ups, the auto-trigger of emails to the appropriate audience

Post-deployment the client observed the following results in their onboarding processes:

• Reduction in employee onboarding time from 2 days to just 2 hours

• 6 FTEs repurposed for higher-value tasks

• Shifted the organization’s focus to employee onboarding experience from addressing only administrative tasks

It’s just as vital to have an efficient onboarding process as it is to identify the perfect candidate. Staying compliant with legal provisions requires a thorough employee onboarding procedure. But it’s also critical for keeping your team together.

According to a recent survey, 69 percent of employees reported that they are more likely to stay in their job longer if their orientation or staff training made them feel worthy and qualified on their start date.

Are you looking to reduce costs and improve the onboarding experience?  We can help.