Employee Onboarding Automation

• Verify a candidate’s information.
• Fill in and process new hire forms.
• Transfer new hire information into the company’s database.
• Send notifications to new employees.

The new hire setup process, which involved high-volume manual work, was costly and had a high error rate due to data being manually copied and pasted. Access the log register, check for requests for on-boarding employees, and then retrieve the names of employee, department, joining date, etc. Then access the company HR system and create the user. Next, create the corresponding employee code, username, password, email id, etc. Then auto-access the control management system and give user access to various departments, systems, etc. Next access the swipe management system and log in a request to create the corresponding swipe card. Subsequently, access the log register, close the request, and send a welcome email to the employee on the company email id.

Attendance Bots & Reconciliation

• Regular Check On Individual attendance.
• Adherence to leave rules based on reach department.
• Feedback Reconciliation & Management.
• Analysis on sudden changes in feedback rating, attendance , productivity tracker , salary hikes etc will be notified.
• Regular reminders on deviations like late punch , long breaks , feedback ratings etc.
• Salary Paid vs Criterias verified.

Leave Management

• Signing off employee approval and leave request
• Approval Mechanism based on policies defined
• Approved leaves vs actual leave
• Send notifications to keep them notified on policies
• Project dependency rules based on availability of other skilled resource for same job

Since most of these requests are urgent in nature, the CEO and the Director had to allocate a significant amount of time daily in approving the same. Needless to say, the task was repetitive and monotonous. Although the task required immediate approval for smooth employee experience, it will taking away valuable time that could otherwise be used on strategic tasks and decisions.

Also, the employees find it difficult to access relevant information on the organization’s policies and processes on time. Reaching out to the HR executives for every single query meant higher turnaround time.

Payroll Change Automation

• Receives the payroll change request via email.
• Reads it for relevant data.
• Opens the HR platforms.
• Enters the payroll change into the platform.

An HR will manually process a huge number of payroll change events per month. The process will take humongous time and data entry with multiple validations. With multiple departments involved the operation was cumbersome and inefficient.

Employee off boarding & Reconciliation checks

• Checks if the company properties has been handed over.
• Policy Adherence check.
• Department sign off checks.
• Final feedback recorded which can be again used if we receive employee verification emails from elsewhere.
• Regular reminders handing over completed work, documents , company properties etc.

Auto-access the log register and check requests for off-boarding employees. Retrieve the names of employees, their employee codes, department, etc. Log in the user management system and temporarily block their user access to all the company resources. Then log in the access control management system and block the swipe card of the employee. Next, update the as-is system status of the off-boarding and email it to the admin personnel to take the further manual steps to completion.

Expense Management

• Expense approval system.
• 3-way reconciliation: bank vs. approval engine vs. ledger.
• Capping of expenses based on budgets.
• Proactive automation to prevent unauthorized transactions.
• Automated posting of journals based on payments.
• Auto reconciliation and tagging of manually passed journals.

Auto-access the log register and check requests for off-boarding employees. Retrieve the names of employees, their employee codes, department, etc. Log in the user management system and temporarily block their user access to all the company resources. Then log in the access control management system and block the swipe card of the employee. Next, update the as-is system status of the off-boarding and email it to the admin personnel to take the further manual steps to completion.

Statutory Compliances

• Automated salary structuring & declaration of deductions.
• Automatic TDS calculations and deductions from payouts.
• Alerts for TDS payments & generation of return filing data as per the prescribed formats.
• Generation of Form 16 and other forms.
• Auto preparation of PF ECR, ESI Forms & PT Reconciliations.
• Head count reconciliation, logic tests and sampling tool for audit assistance.

Payroll Automation - In general

• Maintenance of master data: employment history, KYC, etc.
• Data collection, salary structure, tax declarations, and advance data.
• Payroll processing, salary computation, salary slip preparation, and data for bank uploads.
• Salary slip automation.
• Labour law compliance, logic tests, and automation of statutory filings.

Back ground verification of new employee

Cross-verify details for interviewed candidates against a set of multiple databases. Receive required details from various input sources, cross-check details with the back-end databases and create process reports at the end of operation without any manual intervention. Prepare a final master report and upload into the back-end system within a short time.