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Digitized and automated onboarding formalities to ensure a smooth experience for employees

The Process

The client is a leading global firm with its shared services center in 7 countries, including India. One of the tasks performed from a Global Shared Services (GSC) is employee onboarding. The As-Is process comprised repetitive administrative tasks and manual processes based on legacy systems. The employees being onboarded were from multiple countries and subsidiaries, which had its own processes and systems. Hence, Intelligent Automation was looked at to automate the employee onboarding process.

Our Solution

We used Aiwozo’s Intelligent Automation as a solution for automating the employee onboarding function. The first step was to digitize the onboarding form by creating a web form for the candidates to complete the onboarding formality. Employee documents were scanned and attached in the web form. Automation was used to email a candidate in case of incomplete data or additional document requests. Our Computer vision model validated data entered with documents provided, and parsing was done to extract information, which was standard in nature. For example, data from government IDs were extracted directly from the documents provided. The bots then created new employee IDs and emailed the relevant departments.

Challenges Addressed

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Manually intensive onboarding process
High onboarding time
Non-standard process
High error rates                     
High onboarding costs

The Outcomes

20 minutes

Reduction in employee onboarding processing from originally above 3 hours.

24 x365

Round-the-clock automation, ensuring day 1 onboarding of employees across time zones.

7 %

Increase in joining rate post offers, which was attributed to the streamlined hiring process.

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