Automating Remote Employee Onboarding with Camunda & EasyRPA
CLIENT
Large-scale European IT company
GOAL
Optimize the employee onboarding process, enhancing efficiency and employee satisfaction.
BACKGROUND
The client faced onboarding challenges heightened by the COVID-19 pandemic. They needed an efficient remote solution to integrate new hires effectively.
Challenges
- Difficulties in implementing business processes that required physical presence of employees during the COVID-19 pandemic
- Need to transform business processes maintaining the compliance standards
Project Team
- Delivery Manager
- Camunda Expert/Consultant
- Business Analyst
- Camunda/Java lead Developer
- AI Developer
- Data Analyst
Project Duration
Four months
Implementation Stages
- Process Analysis: Identified automation areas in the current onboarding process
- Automation Identification: Pinpointed key components for automation
- Pandemic Impact Assessment: Analyzed COVID-19 challenges affecting HR interactions
- Technical Solution Selection: Chose Camunda for workflow, EasyRPA for automation, and AI for document handling
- New Process Design: Developed a coordinated onboarding process with Camunda
- EasyRPA Implementation: Automated profile and document processing
- HR System Integration: Ensured data accuracy and minimized errors
- Task Automation: Streamlined HR and employee tasks
- Notification System: Set up process stage alerts for stakeholders
Benefits for the Customer
- Streamlined onboarding
- Enhanced reputation
- Improved employee satisfaction
- Increased efficiency
Results
- Reduced onboarding time from several days to just 4 hours
- Higher Employee Net Promoter Score (eNPS): 8% increase
- High process accuracy: 67% reduction in error-caused document reruns
- Improved document recognition: 85% accuracy rate
- Enhanced company reputation through rapid adaptation and workflow improvement
Lessons Learned
- Embrace adaptability and rapid change management
- Leverage advanced automation technologies and solutions to increase quality and minimize errors
- Monitor ongoing feedback to refine processes
- Provide employee training for tech proficiency and seamless integration into business processes
- Ensure that every change you implement improves customer experience and enhances employee satisfaction