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What should be the ideal automated process in HR? Business process: how the HR service optimizes the company’s work Solutions for automating HR tools

Effective recruitment work cannot be done without HR processes, which lie at the very core. Human Resource is not only testing candidates in the form of interviews, but also subsequent training, adaptation to a new place, and setting motivation. If all stages are launched, then the company's productivity with a new employee will improve significantly. A little more detail about each of them.

Organization of personnel management

An ordinary person cannot see all the actions of a recruitment agency, of which there are actually a lot. After all, the simple scheme “Get a job - Work - Dismissal” includes many more aspects, if, of course, professionals are involved in personnel selection. Below is a list of the main HR processes in the company, which may also have their own subsections:

  • Searching for candidates for the position.
  • Employee selection.
  • Adaptation of workers to a new place of work.
  • Assessing employee capabilities.
  • Development of staff skills (including training).
  • Career management.
  • Setting motivations through payment.
  • Personnel accounting.

Recruitment of personnel for the enterprise

Most companies are increasingly choosing young and inexperienced personnel as new employees for their vacancies. Thus, they are looking for untrained people who will be easier to teach their attitudes and rules, motivate and introduce into their circle. However, the personnel policies of HR agencies assure the opposite: a person with some experience and professional training will be much better able to develop the company’s field of activity, he just needs to be directed correctly.

The first option, with the recruitment of non-professionals, is suitable for small organizations, such as retail outlets, gas stations and others, having trained the new employee only in the basics of communication with customers. As for large enterprises, it is important to choose someone who will really continue to develop the already established business. A good motivation for this is career advancement, bonuses and other bonuses provided by the company. This is why a so-called filter is needed when recruiting personnel, which is often trusted to HR agencies.

The advantage of this process is that specialists conduct a series of interviews in which they gradually identify the person’s strengths and weaknesses. Only after completing the competition completely, the successful candidate moves on to the next stage - employee adaptation.

Adaptation of employees to a new location

A new company employee will work more efficiently if he is first adapted to the working conditions. An HR process called orientation helps with this. During this course, in absolutely any form, personnel are immersed in the culture of the enterprise.

During such a course, the company’s values, the basics of communication with clients, possible conflict situations and ways out of them are demonstrated. At the same time, specialists must remember the main thing: it does not matter to the client who serves him - an experienced worker or a trainee. It is always important for him to receive the service in the form in which the company offers. Accordingly, it is in the interests of any recruitment agency to convey the main points to the new employee as best as possible.

Personnel training and development

Another important HR process is the training and further development of all company employees. It is necessary that this happens regularly, especially if the company does not stand still, but constantly introduces ways to implement tasks. This stage includes various activities:

  • industrial courses;
  • schools with innovative methods;
  • courses for a second profession or specialty;
  • faculties of advanced training.

Each method can improve staff skills, and therefore improve the productivity of the entire company. This is also important for individual employees’ career advancement. Therefore, all employees should be involved in the process, properly motivated and set goals.

Employee Capability Assessment

The next step in personnel management is its assessment. It is very important not only to spend effort and money on training and development, but also to understand that all this is beneficial. Certifications should be scheduled regularly. To do this, it is necessary to assemble a team of independent judges and carry out a number of events.

Based on the results of certification, the management of the enterprise receives a detailed certificate about each employee. Based on it, it will be possible to draw further conclusions - retain the employee, assign him advanced training courses, or start searching for a new candidate for this position.

Career growth or dismissal?

The work of a recruitment agency also includes such an important process as dismissing an employee or promoting him upward. In this matter, it is very important to feel the fine line and not give other employees a reason to worry about their place. For example, the reason for dismissing one employee for committing a serious mistake should be clearly explained to the rest of the employees.

The same applies to promotions: it is not always the case that an employee who has good sales skills will be able to perform management tasks as successfully. That is why the help of a recruitment agency is needed, which can professionally recognize the employee’s capabilities to improve the efficiency of the entire company.

Automation of HR processes is an important component of the service of recruitment agencies, which must be present at any stage of work with personnel. Not only the selection of new candidates, but also the dismissal of experienced employees should occur under the strict supervision of professionals. Any large company that values ​​its time and personnel should implement HR processes as the basis for better productivity. Large international enterprises have long noted the connection between the work of HR agencies and their success in the market, as well as overall employee satisfaction. If the staff is happy with their work, they will provide maximum service to visitors. Therefore, the work of the HR department with personnel guarantees the company good service at the end.

How to change HR processes: Video

HeadHunter, the leader in online recruitment in Russia, Ukraine, Kazakhstan, Belarus and Azerbaijan, decided to find out what data the HR departments of Russian companies collect and analyze on a regular basis, as well as how automated their processes for working with employees are.

The study is based on an online survey conducted by HeadHunter among 310 company representatives in August 2015.

As it turned out, on a regular basis, HR specialists collect data on the sources, timing, quality and quantity of candidates selected (selection funnel, 60%), duration of work in the company (59%), employee performance and KPI implementation (58%).

Each respondent stated that their company regularly monitors the alignment of its employee compensation package with the market. 38% of HR specialists regularly evaluate staff. Interestingly, about 9% of surveyed HR specialists do not collect statistics on an ongoing basis.

As the study showed, most companies have automated HR accounting and personnel administration processes (74%), another third of companies have automated them (33%), 27% have automated compensation and benefits, and 23% have automated HR analytics.

Every fifth company has automated (21%) and assessment/training, as well as personnel development (21%). In 15% of companies, all HR processes are processed manually.

Note that large companies more often try to free themselves from manual labor by automating HR processes, compared to small ones

What should be the ideal automated process in HR?

We asked this open question to HR specialists. As a result, it turned out that such a process has the following key features:

  • Autonomy
  • Efficiency
  • Reducing time to solve problems
  • Mobility (accessibility from anywhere and from any device)
  • Universality and consolidating functions (including all HR processes with a single database)
  • Availability (for all employees)
  • Ease of use
  • Transparency
  • Operation stability
  • Efficiency (uploading any report in finished form in a matter of seconds)
  • Flexibility (flexible configuration of unloading according to user needs)

Examples of respondents' answers

— Automated processing of incoming resumes. Processing KPI implementation and drawing up job profiles with a development plan
— Automatic salary revision (several stages: loading the revision matrix and reference salaries, then offering a % salary revision to the employee, approval by the manager and confirmation by HR)
— Automatically adding resumes to the database. Reflection of all communications with the candidate. Sending letters, SMS messages to candidates and customers. Creating a resume using the KA form for the customer
— A database replenished from various sources, the ability to generate various reports, the ability to test company employees and candidates, etc.
— All HR activities should be automated by one tool, where selection, adaptation, training planning, etc. coexist. using an example: the resume is saved in the database, an interview is scheduled in the system and the time is agreed upon with other participants. Here the results of the interview on the job profile are entered, the opinions of several experts are combined, a decision is made - “the person has been accepted”, then, based on the adaptation plan, the employee himself monitors his progress in the position, passeswelcome-training, for example, after adaptation, an IPR tool is connected, personnel assessments with customizable personalized role-based access; through a personal account, an employee can view his progress, note his successes, schedule training, etc., upon dismissal, information based on the results of the exit interview is entered. Thus, information monitoring and numerical calculations become available to all participants in the process.
— A unified HR ERP system integrated with the staffing table, where it is possible to open a recruitment request with the approval of a senior manager and verification withHR. The system may have the ability to maintain a database of candidates. Further, when a specific candidate is accepted, he is transferred to the status of an employee with the establishment of a personal file. And in a personal file it would be possible to maintain and reflect all HR processes (adaptation, training, etc.)
— Must: 1. Include everythingHR processes. 2. Be able to download any report. It is desirable to be able to create report fields. 3. Be accessible to all company employees. 4. Increase employee engagement (communications, chats, tasks, surveys, etc.).
— It should be possible to construct analytical reports according to any parameters, when selecting personnel, to obtain information from all currently possible sources and compare it.
— Let’s say, if this is personnel selection, then all incoming resumes should be synchronized with 1:C, which makes it possible to automatically upload data on the candidate who will be hired by the company.
— A unified database at all stages and areas of work with personnel, allowing you to display the current picture and issue analytics based on any criterion, the ability to instantly generate reports.
- An ideal automated process when carrying out a dismissal order - this click creates and places a vacancy in all sources / automatically selects candidates, conducting psychological testing and a polygraph test, and the second the dismissal order is issued, the system issues several candidates ideally suited for this vacancy.
— Integration into the HR system of key performance indicators of employees and analytics of these indicators.
- Candidate card - see the entire cycle: hiring, date of internship, date of training with assessments, date of certification with result, performance indicators for each month. Division map - employee data, indicators, flags if indicators are not met, turnover, flags if turnover exceeds the average for the company or industry, average time to fill a vacancy in the division. Company map - macro view.
— Optimization of manual labor when working with a data array, processing and calculation of any indicators in the program, electronic document management.
— When hiring a candidate, he undergoes a block of entrance tests for compliance - this process is automated, but it is very expensive. At the same time, the risks of accepting a mentally ill person or drug addict, etc. into the company are reduced.
— You indicate your full name, you receive all the personnel characteristics in your company, data from all work and government websites and social networks, you can make a selection in the area of ​​interest, for example, how much of the time of work according to the work book the person was on vacation.

IT companies and banks have many different processes. And if software development and design creation can still be successfully optimized using flexible methodologies (if they are properly implemented and used), then Agile cannot speed up some things as quickly. For example, HR processes. From the outside it seems that everything is simple, the guys from the HR department have software for managing candidates and employees, and everything that’s complicated.

In fact, there are more than enough bottlenecks and delays in these processes. In this post we will tell you how the implementation of HR robots helps us in our work.

It is important to immediately clarify that we are not talking about some robotic assistants, not about a trained bot in the application chat, and not about a robot caller with a female voice offering vacancies or loans. We are talking specifically about infobots, which take on most of the routine of modern HR.

Representatives from Ernst & Young came to Alfa-Bank's operations block and offered us a solution, the Blue Prism platform for creating robots, and we decided to try it. Then, during the pilot, we made the first three robots together with E&Y, and then we acquired a license and started making them ourselves. E&Y provided basic training, and the thing is that to create such a robot you don’t need any specific knowledge, it’s enough to understand what a flowchart is and what sequence of actions needs to be included in it. In general, anyone who worked with these block diagrams in computer science classes, or played LEGO Mindstorm with a child, is able to write a robot on this platform after a little instruction.

What does such a robot do and how is it useful?

It is useful, first of all, by saving the time of a living employee. You can immediately list a number of tasks that can be safely given to a robot.

Order passes. The employee needs to check the calendar, see when a meeting is scheduled with which candidate and where, order a pass to the desired sector of the building by filling out the appropriate application on the corporate portal. This is just a matter of fact, because even in this process there is enough of everything, it is one of the longest in the work.

The robot, seeing an appointment on the calendar, quickly does everything itself.

Family Function. An internal attribute of an employee that we need to create a staffing table for the location of money. The scheme itself is also not simple and consisted of seven stages, in total it could take 8 hours, with bypassing each of the systems. And I had to do it manually about once a week. De facto, one working day a week was spent on this. The robot spends an hour and a half on the same process.

Robot timekeeper. Like many others, we work with the E-staff+SAP combination. The robot registers IDs for regular positions, the employee’s personnel number and enters all this in e-staff and SAP. There’s not much that’s complicated here, the problem is that these are rather monotonous mechanical actions and a chain of copy-paste. That is, exactly what can be given to the robot.

And this despite the fact that the robot does not have vacations, weekends, migraines or hangovers.

In total, robots are now closing almost a dozen similar processes where a person has to monotonously fill out and retype something. More precisely, it happened before. And if today the robot mostly interacts with SAP and E-staff, then in the future we plan to move away from tables to databases, where all the necessary information for the robot will be stored. For example, information on HR BP and on some structural divisions is constantly updated there. The structure now continues to change, and you can imagine what a lot of formalities this all entails.

Safety

On the one hand, one of the most difficult stages in the process of introducing such robots was our own security guards. But we were able to explain everything to them. On the other hand, this robot is actually something like an automatic employee accounting system. That is, this is not using an API for direct access to important data or something similar, no, this is precisely an imitation of the actions of a living person who, using his account, can go to certain sections and perform certain actions.

It turns out that the risks here are the same as in the case of a real employee. And no more. The robot can check requests that come to it at the input. For example, someone Ivanov asked to perform a certain action in the system, and the robot went and checked whether Ivanov even had such powers, whether he could request something like that or not. If yes, then OK, it works. If not, then he sends a message indicating which of the higher-level employees should be contacted regarding such a request.

But security officers are often quite conservative guys. And then they come and say that we will now have such a new automatic entity that will be able to send requests, order passes, and have certain access to financial data. Personal data, confidential information, what if he starts leaking it all to the left.

The robot that does all this is a set of instructions. And the instructions are written by a person, a certain employee with a certain level of clearance.

But it would still be easier for the security guards if we did everything the old fashioned way. Therefore, we first pilot such initiatives on a small scale, and then, when everyone checks everything and calms down, we roll it out more actively.

Restrictions

Of course, you won’t be able to put everything on a robot and go read a book (yet); there are a number of limitations. And most of them are limitations of the platform itself (Blue Prism) and the provisions of specific licenses for its use. For example, we cannot run more than one robot on one virtual machine, it is impossible. One robot - one car. One robot can only work on one process; two or more in parallel are also not allowed. But you can set priorities and set a schedule for him, when to do what. This is also due to the fact that this is not some kind of software process that directly works in the system, but an imitation of the actions of a living employee with an account.

For example, with the same pass. We have IBM Lotus in Alpha, and for the robot ordering passes, there is a corresponding account with a name. As a freelancer. For some time, we coordinated all this with the Lotus operators, and then separately negotiated with the economic security officers so that they would not be shocked by applications for passes from this account. And so for each robot - I analyzed the processes at work, identified those that could be given to the robot, agreed with everyone and wrote the robot.

By the way, while you are writing robots for processes, it helps to take a different look at the processes themselves. Find some extra steps, add something into one step instead of three, and so on. In HR, the legacy is no less than in IT, and it can be much more bearded. This happened to us with Family Function - while we were writing instructions for the robot, we realized that it was time to seriously rewrite the process itself.

Writing a robot


Each user in the system has a Blue Prism admin panel, the interface for creating a robot is quite friendly (of course, it was made for HR), similar to a constructor with a number of pre-filled forms. Well, as we wrote above, creating a robot = creating a flowchart of its actions. The robot can read text from fields in different forms, so you tell it what system to go to, what fields to look at, what data to select from these fields, and so on. Well, people who worked with Visio are also quickly involved in the process.

Blue Prism has two main working entities - processes and objects, entities responsible for data. A process is started by creating objects, execution information is recorded and stored in queues

Objects are launched using a visual interface. In addition, objects can interpret C#, J#, VB code. You can also insert javascript into the browser page. And to solve non-standard and resource-intensive problems, we use self-written objects. We made it so that we have robots that are responsible for certain work and carry out tasks sent to the robot by email. One robot sorts letters and fills queues. The following robots begin executing tasks based on data from these queues.

When errors occur, notifications are sent by email and queue elements are marked as erroneous. And all falls are reflected in monitoring.


Working window


An object


Executable code

We involve the guys from IT at the last stages, when the robot is already being launched into battle. Plus they monitor and test it. Because it happens that some robot suddenly begins to carry out some process much longer than usual - you can go and see what happened and where the plug is. And monitoring allows you to track how many tasks the robot completes and in what time, so that you can then present this in monetary terms.

Speaking of money, we saved about 2 million rubles a year thanks to robots. In fact, the figure is small, but this is because the processes themselves in HR are not so expensive. But when such robots are made for an operating unit or Equation, where each process costs significantly more than ours, then the savings will be corresponding.

The most important thing, of course, is time. If previously, upon request from a living person about changing functional subordination, it took about 6 minutes, but now a robot, receiving such a request, takes about a minute to a minute and a half. This is for one such request. And there are many of them. Making a package for a candidate took 10 minutes, the robot does it in 2. And this happens everywhere.

And this doesn’t mean that all evil robots (and greedy block diagrams) are taking jobs away from people, that massive layoffs are coming and so on, no. This means that the employee, instead of copying and pasting data from plate to plate, will do something much more useful, and certainly more interesting.

Selection and hiring of employees involves identifying sources of professional talent to fill vacancies, including the search for new employees, external specialists, temporary employees, consultants and advisors. This process also covers the methods used to attract talent from identified sources: the use of recruiting firms and advertisements, the implementation of graduate recruitment and internship programs, and recruitment through electronic means and the Internet. The process of selecting and hiring employees involves identifying internal reserves and transferring employees to new positions to meet the need. It relates to the planning processes for selecting successors to positions, as well as training and professional development. Selection involves identifying suitable candidates to fill vacancies by interviewing, evaluating and selecting candidates from among applicants. Recruitment covers the development of professional qualifications and skills requirements to develop selection criteria and assessment methods, as well as more standard processes such as health screening, reference checks, electronic tracking techniques (to identify qualified candidates) and employment with suggestions. This process covers the selection of external sources of labor resources, for example, external contractors, temporary employees, consultants, etc.

Sourcing refers to the identification of labor "pools" to fill job requirements. This includes new employees, outsourcers, temporary labor, consultants, and advisors. Sourcing also includes the methods used to attract these labor pools by utilizing search firms, advertisements, college recruiting/intern programs, and the use of electronic/Internet recruiting methods. Sourcing includes the internal identification and transfer of employees to fill job requirements, and is linked to the processes of succession planning, and training and development. Selection refers to the process of determining the "right" people to fill job positions through interviewing, assessing and choosing from among applicants. Selection includes designing job skill and competency requirements to develop selection criteria and assessment methods, and more routine processes like establishing medical background, conducting reference checks, electronic tracking methods (to ensure qualified candidates are tracked), and managing offers. This process includes the selection of outside labor pools like outsourcers, temporary employment firms, consultants, etc.

Nowadays, time is one of the main resources. And it’s so annoying to spend it on routine tasks and everyday actions that you would least like to do. Yes, for example, calculations of vacations and sick leave are important, but on the other hand, motivation and OKR and. How to connect these important HR processes and keep up with everything? Only by automating them.

Why keeping records in Excel = wasting your time

One sign, two signs, many signs. The more there are, the more difficult it is to do what needs to be done without unnecessary movements, especially at the recruiting stage. Different data in different tables, who doesn’t get confused here? And in addition to a mountain of signs: here you need to upload a vacancy, there you need to enter the names of candidates for the previous vacancy, respond to a letter, make a phone call, conduct an interview.

Plus, working in tables means:

  • Errors

We all make mistakes, especially when we are processing a mountain of data the size of Everest. Of course, the human factor plays a role here, but if there is a way to minimize the possibility of errors, then it is better to do it. After all, each of us pressed the wrong button and “everything disappeared,” only in the event of an HR error, the company certainly suffers losses.

  • Insecurity

Most of the information that HR works with is confidential. And when that data is in different places, it becomes harder to protect. The risk increases if you keep track of data in online tables, where you must remember to monitor the “Access Settings”.

  • Unsystematic approach

It is impossible to keep all tables the same way. Imagine that an organization has a large HR department and each specialist enters data into the table in their own way. Of course, formatting standards and certain formulas are created. But in any case, all employees have different levels of training in working with tables and do it as best they can.

A more unpleasant case is when the HR director who implemented the data storage system leaves the company. The company is losing time and, along with it, money, until the new system is launched and working as it should.

4 reasons to choose HR process automation using Hurma as an example


Automation of HR processes minimizes the effort and time spent on routine actions. HRM systems like Hurma eliminate the need to manually keep records in spreadsheets, enter candidate and employee data each time, calculate vacations and provide sick leave, schedule 1:1 meetings and Performance Reviews. This all happens automatically in the system; HR only needs to enter the data once, and then manage it in the system.

Why else should you choose automation?

1. It standardizes processes

You don't need to reinvent the wheel over and over again. An HRM system allows everyone on the HR team to effortlessly maintain records in the system in one click, without adding new tabs or creating other tables.

2. It helps in building employer branding

For example, Hurma System is intended not only for HR, but also for probationary employees. A convenient interface allows the employee:

  • get acquainted with the “Company Tree” (see the photo and position of each company employee);
  • learn about new events, both your own and the company’s, in a convenient calendar;
  • define OKRs and monitor your and the team’s progress daily;
  • request vacation/sick leave/work from home with one click or even via smartphone in the bot.

3. It allows you to securely manage all HR processes in one place

RSA encryption and protection of authorized client sessions in the Hurma system make it possible to forget about “Access Settings” in online tables and . Information about employees, accounting for vacations and sick leave, as well as candidate contacts are no longer scattered across different documents - they are conveniently located in one system. And even if something goes wrong, you can always contact support.

4. It saves time

Analyzing all of the above advantages, we can conclude that automation achieves the main goal in optimizing the activities of modern HR - it saves time.

Personnel is the main resource of the company

As the business grows, the number of employees increases. To achieve the company's goals, the work of each of them is important. And if suddenly you lose an employee, it means that you have lost a certain amount of money. According to IT Svit specialists, losing an employee costs 4-6 monthly salaries, and hiring a new one costs 2-4 salaries.

In 2019, it is important for HR to focus on retaining the best employees. And for this he needs more time.

According to a Hurma customer survey:

  • the system helped save up to 43% of time on routine operations, reduced financial and labor costs, thereby optimizing the work of the company as a whole;
  • increased eNPS by 25% and Q12 by 12%;
  • reduced staff turnover by 12%;
  • saved 18% of the company's budget.

Save your time with Hurma System!

The Hurma HRIS system became the first national system in Ukraine, which was created taking into account the needs and requests of companies from a variety of fields. The system developers are constantly improving functionality and listening to customer requests to make Hurma a reliable assistant for all HR managers.