Workload automation (WLA) has emerged as a transformative technology for streamlining operations and unlocking strategic value across functions. In an era of mounting talent shortages, HR teams stand to derive immense benefits from intelligent automation. This comprehensive guide examines how workload automation can help HR organizations work smarter, deliver superior employee experiences, and refocus precious human capital.
What is Workload Automation?
Workload automation refers to the orchestration and scheduling of computer processes across an enterprise‘s applications and infrastructure. WLA tools coordinate the flow of data between systems according to defined policies, minimizing manual interventions.
Unlike robotic process automation (RPA) which automates repetitive human tasks, workload automation focuses on automating IT workloads. It integrates heterogeneous systems, handles dependencies, provides visibility, and optimizes resource utilization.
Key Use Cases of WLA in Human Resources
Many routine yet mission-critical HR tasks involve cumbersome workflows spanning multiple systems. These are prime applications for workload automation:
1. Payroll Management
Payroll processing is plagued by complex calculations, strict deadlines, and serious compliance implications. Automating payroll with WLA provides:
- Seamless data sharing between HCM systems
- Accurate, timely salary computations
- Automated tax filings and payments
- Complete audit trails for compliance
This lets payroll teams focus on value-added analysis instead of routine data crunching.
2. HCM Systems Integration
Major HCM platforms like SAP SuccessFactors, Workday, and Oracle HCM are rich in functionality but often operate in silos. Workload automation seamlessly connects these systems, eliminating painful manual efforts.
WLA tools help:
- Sync employee master data across cloud and on-premise HR applications
- Orchestrate processes spanning recruitment, onboarding, payroll, and benefits
- Automate legacy ERP integration with modern HCM suites
3. Recruitment Process Automation
WLA can inject efficiency, structure, and speed into the hiring process through functionality like:
- Automated sourcing and screening of applicants
- Scheduling interviews and tests
- Progress tracking and workflow management
- Automated reference and background checks
- Bulk offer letter generation
This leaves recruiters with more time for strategic hiring initiatives.
4. Employee Onboarding Automation
The onboarding experience shapes new hire engagement and retention. Streamlined onboarding via WLA includes:
- Automated account/access provisioning
- Guided benefits enrollment
- New hire data loading and verification
- Paperwork reminders and tracking
- Training assignments and confirmations
This reduces administrative hassles and allows a personalized onboarding program.
5. Employee Offboarding Automation
Smoothly transitioning out departing employees is key for security, compliance, and organizational health. WLA enables reliable offboarding by:
- Rapid access revocation and account deactivation
- Automated device return prompts and workflows
- Data archiving and records updating
- Benefits cessation process triggers
- Exit interview scheduling and administration
This minimizes security risks while adding structure to the offboarding process.
Realized Benefits of WLA in Human Resources
When carefully implemented, workload automation catalyzes higher HR performance in four key dimensions:
1. Improved Efficiency
By codifying complex cross-application processes, WLA shrinks manual efforts associated with data synchronization, calculations, reporting, and more. Teams gain more bandwidth for judgment-intensive activities.
2. Enhanced Insights
WLA centralizes data from across platforms, furnishing real-time visibility into HR KPIs. Integrated information facilitates advanced analysis for data-driven decision making.
3. Increased Compliance
Strict chains of custody, access controls, and complete audit trails help HR maintain tight regulatory compliance across functions like payroll, healthcare, retirement plans and more.
4. Superior Employee Experience
WLA makes processes like onboarding, payroll, and offboarding predictable and painless for employees. This drives engagement, productivity, and retention.
The infographic below summarizes the multifaceted benefits of WLA in HR.
WLA improves efficiency, insights, compliance, and employee experience in HR (Source: AIHR)
Best Practices for WLA Adoption in Human Resources
Like any transformative technology, workload automation requires forethought and discipline for maximum impact. Here are six key best practices for HR teams embarking on an automation journey:
1. Communicate change management
Openly discuss plans for rolling out workload automation across the HR function. Highlight benefits while addressing valid staff concerns about job impacts.
2. Map target processes
Conduct an "automation opportunity assessment" – catalog processes that spark complaints and bottlenecks. Prioritize those with the highest automation ROI.
3. Evaluate HR tech stack
Audit existing platforms and tools before finalizing workload automation solutions. Assess integration readiness and gaps.
4. Phase rollout thoughtfully
Take an iterative approach – start by tackling a few high-value tasks, quantify outcomes, and slowly scale. Maintain continuity while managing change.
5. Invest in training
Ensure staff are skilled at leveraging new automated systems rather than rendered obsolete by them. Mix classroom and on-the-job training.
6. Continuously improve
Use KPI dashboards to precisely track automation outcomes. Analyze gaps, enhance functionality, and expand use cases.
Overcoming Challenges of HR Workload Automation
While offering enormous potential, WLA also introduces some risks around usage that HR must counteract:
1. Potential employee disengagement
The presence of too much technology instead of human interaction can hamper engagement, especially for teams handles sensitive tasks like culture building. Maintain a thoughtful balance.
2. Platform integration hurdles
Connecting vast martech, fintech, and HR tech ecosystems can prove complicated. Prioritize critical links first and scale up gradually based on value.
3. Privacy and compliance considerations
Automating sensitive personal data handling processes creates cybersecurity and regulatory oversight demands. Build appropriate data governance and auditing safeguards.
Accelerating the HR Function with Intelligent Automation
As evidenced throughout this guide, workload automation enables modern HR teams to be efficient, insightful, compliant and employee-focused. While integrating automation, however, the fundamentals of culture building, ethics and workforce strategy must not be overlooked.
By synergizing humans and technology, HR organizations can delight customers and outpace competitors. The time for workload automation is undoubtedly now. Reach out to our automation experts if you have any other questions!
