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