Architecture Document for EMPLOYEE ONBOARDING RPA Presented

Architecture Document for EMPLOYEE ONBOARDING RPA Presented by Best of the Best.

1 Introduction – PART-A 1.1 Purpose This document provides a comprehensive architectural overview of the EMPLOYEE ONBOARDING RPA system , When a new employee is going to be offered a job, the offer letter is automatically generated and sent out by the RPA system. This onboarding workflow allows access to company data systems that are needed for the new employees to do their work. Onboarding helps new hires adjust to the social and performance aspects of their jobs so they can quickly become productive, contributing members of the organization..

1.2 SCOPE OF EMPLOYEE ONBOARDING. Employee onboarding, also known as organizational socialization, is a process that enables a new employee to familiarize themselves with the company . It provides them with all the necessary tools, skills & support that will help them get started with their role & contribute effectively to the company in as little time as possible. New employee onboarding is the process of integrating a new employee with a company. I ts culture, as well as getting a new hire the tools and information needed to become a productive member of the team..

SCOPE OF RPA RPA has provided an excellent solution for organizations to replace repetitive, mundane, rule-based processes with software bots. It is now helping organizations who were looking to increase their workflow accuracy and efficiency. First, RPA was widely adopted in the IT sector..

1.3 DEFINITIONS,ACRONYMS AND ABBREVATIONS Definition: Employee Onboarding Employee onboarding is broadly defined as the process of familiarizing a (new) employee with the organizations policies, the employees role in the organization, and the organizations culture. It also involves creating an environment in which the employee is made comfortable enough to interact freely with their colleagues and establish social relationships in the workplace..

ABBRIVATIONS NEO : New Employee Onboarding RPA : Robotic Process Automation.

1.4 References. https://www.nummite.com https://www.techfunnel.com>information-technology.

2.Architectural Goals and Constraints 2.1 Reusability.

2.2 Scalability. 1.Build an engaging yet scalable employee onboarding process The first step toward onboarding multiple new hires at once is to build an engaging, scalable employee onboarding process. Sync with your hiring managers and new employees to learn what’s working, what’s not, and where you can improve..

3. Enable your managers Your managers play an important role in onboarding, and should be enabled to provide an outstanding early employee experience. Make sure they’re up-to-date on your employee onboarding process, and that they understand their roles and responsibilities..

2.5 Use of Existing Business Logic. Design, automate end to end rpa solution using uipath for any process by Nanmas_ai | Fiverr.

ROBOTIC PROCESS AUTOMATION MARKET SIZE, 2020 TO 2030 (USD BILLION) $ 2.09 2020 $ 2.65 2021 $ 3.4 2022 $ 4.3 2023 $ 5.4 2024 2025 s 8.8 2026 $ 11.3 2027 $ 14.5 2028 $ 18.6 2029 $ 23.9 2030.

2.7 Portability. Portability in this context refers to the ability to open, read, and action automation files in any RPA platform. The major RPA vendors have their own proprietary way to detail process automations, limited to those platforms. A good analogy for this is that there is no equivalent .docx that can be opened in any word processing tool .xlsx that can be opened and modified in any of the most common spreadsheet tools, whether it be Microsoft Excel, Google Sheets, or Apple Numbers..

2.8 Availability. The data analysis helped to code and classify the information contained in this research paper to achieve the research objective. The categories related to HRMS data for use in RPA application were defined. The data are from the organization and focus on the employee’s data records. The data were analyzed at the organizational level and collected at the employee level, following which the data were aggregated and saved to the HRMS database. Data were formatted in-text, directly retrieved from excel and saved to the database in a proper format and there was no need to transcribe or reformat the data. The information is updated in the HRMS employee record profile by the RPA software using the AA tool. The information in the employee records profile is listed below. Employee name Email Mobile number Address Designation Department Staff number.

Req u est Sta rt Candidate Recruited Docur-nent lection In Progress Docurnents receive Payroll Creation Initiated o rnp ete payro set u p It Setup Initiated Hr/Adrnin Setup Initiated Schedule orientation Onboa rdi n g Corn plete.

Summary of Management system process. Sustainability 14 03920 g008.

RPA in HRMS gathering , storing & accessing employees information process model development.

3. Productization Assessment 3.1 Reusable Components.

Components of RPA - javatpoint.

3.2 Analyze Architectural Frameworks in Repository RPA Framework for client Onboarding & Offboarding.

Advantages of RPA Efficiency gains : RPA can complete tasks more quickly than humans, and it's able to do so at a lower cost. Organizations can expect productivity boosts without seeing a commensurate increase in costs that would have occurred had they hired new workers to do the same volume of work within the same allotment of time..

6 . Business continuity support : Organizations can use RPA to help support their business continuity (BC) plans by building bots that can take on tasks typically handled by outsourced services in the event those services are knocked offline ..

Before RPA & After RPA. The age of RPA: Decoding the perks it brings to businesses.

3.3 IDENTIFY AND ANALYZE OPEN SOURCE AND COTS PRODUCTS.

Automation Anywhere Automation Anywhere is a developer tool that changes the way an enterprise operates. This tool combines the RPA with elements like Natural language understanding and reading any unstructured data. Automation Anywhere has three components : 1.Control Room 2.Bot Creator 3.Bot Runner.

Applications of UiPath Finance and Banking Healthcare Insurance Manufacturing Telecom Retail and CPG Public Sector.

Pega Pega is an open-source RPA tool. It can be used to automate the tasks using the user interface itself of existing applications. Two types of automation in PEGA are : Process Automation Desktop Automation.

Kofax Kofax is an automation tool of RPA. It helps to automate high-value, information-intensive processes that require intelligence and process orchestration. It incorporates a site, desktop applications, portals with no information on coding..

4. System Architecture 4.1 OVERVIEW The onboarding process involves lot of paperwork, which is inefficient and prone to human error:.

What is Robotic Process Automation (RPA)? | Laserfiche Blog.

4.2 LOGICAL VIEW some of the ways to use automation in your onboarding process: 1. Connect recruiting and onboarding software. 2.Start processing documents sooner. 3.Automatically enter employee data. 4.Engage better with new employees. 5.Send swag. 6.Provision systems. 7.Plan an engaging first day. 8.Automate benefits enrollment. 9.Introduce continuous feedback..

FUNCTIONAL VIEW 1 . We define functional onboarding as the learning and knowledge that new hires need, specific to their department and role (function). 2. Functional onboarding is an in-depth, guided journey into the employee's new job beyond their duties and expectations. 3. Functional onboarding makes sense from a business perspective, saving those resources and creating returns on your investment. Ifiiofthesndicators sound familiar, it’s a sign the company is in dire need of a Rapid hiring, especially if the company is young. High rates of absenteeism. Newly-hired employees leaving after six to 18 months..

SendWelcome Email Employee Set Up 12 Month Reu ew SubstanceAbuse Test Employee File to Payroll Orientation 6 Month Review Passed? RescindOffer of Employment reate ew Employee Personnel File Training 90 Day Check-Up New Employee Dcmlmentation Administrative Tasks 30 Day Check-Up Project Specific Documentation.

4.3 USE CASE VIEW. Before and After Automated User Provisioning BEFORE AFTER New empbye com*s ticket Monval email to manV VMWare b4anqet mails Supprt Shf comp"s ticket Supprt Stoff 2 tickets Active Direbry user email Man*' employe nail notihcotiM to monopr Active Dir«toty user VMWare Ticket provisBnd, corn* applicotims inse.

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Improving onboarding with RPA A streamlined onboarding with RPA includes various steps and workflows. The most common process includes: Making the Offer Offer Acceptance Waiting Period and Joining Inter-departments coordinating Training and orientation.

2. Offer Acceptance After the employee accepts the offer, the bot notifies the department, allowing them to either have a quick call to review. T he forms and set expectations or program the bot to send personalized communication, review the forms and revert in case of missing information. This is a step towards creating an emotional connection between the employee and the company. 3. Waiting Period and Joining Accepting the offer letter is just a formality and does not confirm if the employee will join. During the waiting period, the bot can build a good rapport with the future employee by checking on them regularly. During the day of joining, these bots can assist the HR managers to create a welcoming and comfortable environment by gathering all the information in the employee onboarding checklist..

4. Inter-department Coordinating The bots can send notifications to various departments, including the IT and finance, about the start date of the new hire and required actions to be taken. It can also schedule an orientation session of the new hire with various teams and peers. 5. Training and orientation The bot can block calendars of the required employees for a smoother orientation process. It allows the manager to set role-based goals and assign relevant training for the new employees. It can also send a list of training that the employee needs to finish to complete their orientation and keep sending regular reminders until they are complete..

What is RPA: An Introduction and Career Possibilities.

4.4 Deployment view RPA Design Phase & Architecture.

Integration Layer- This is the automation implementation layer which integrates with other technologies needed to solve specific automation problems. Other technologies such as Machine Learning Models are available pre-trained from external vendors or custom-built internally, integrating RPA with physical devices such as IoT, a mobile device, or a Chatbot. Integrations can be built by automation developers extending the RPA tool with custom libraries or consuming third party solutions. Tool Layer- This is the foundational layer provided by the RPA tool vendor as part of the tool offering. This comes in the form of a low-level pre-built library, to be able to automate on different application surface technologies such as Web, Desktop, Citrix, Java, and SAP. It also comes in the form of API technologies such as REST or SOAP and be able to automate simple tasks on desktop applications such as MS Office apps, PDFs, Notepad, Files and Database..

5.Alternative Solutions considered. Depending on the diversity and quality of the files, this can place high demands on the PDF software. Print shops receive their raw material (PDF files) from numerous companies and agencies in varying degrees of quality. Manual corrections should avoided in RPA, so the first step in most RPA processes will be the standardization of input material. Standards, such as PDF/X, are used to streamline the definition of normalization requirements: if the raw material is converted to PDF/X, subsequent steps can rely on that..

Normalization should be the first step – at least if the source of the data (PDF) is not always the same. That might even include the creation of PDF from other source formats: Document conversion, office conversion. If the source is an image, OCR (Optical Character Recognition) should be applied: Apply OCR for scanned PDFs. Since PDF is so flexible, you would then normalize to a PDF with a certain quality. This could be based on internally developed standards, but in most cases an official standard like PDF/A leave out the development of internal standards. If needed, requirements can be adjusted to internal needs. Normalization to PDF/A-2u: Font embedding. Make sure Unicode representation is present. And then, the actual processing can take place: Extract text Embed files Merge files Split PDF pages at certain keywords Normalize page sizes Add page numbers if missing.

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Application under Robotic Process Execution RPA is best suited for enterprise applications such as ERP for e.g. SAP, Siebel . massive data/records processing applications such as mainframes, or other similar front office CRM applications or back office administrative platforms..

RPA Solution Architecture - RPA Tools. RPA Execution Infrastructure RPA execution infrastructure in form of a bank of machines that are either physical, in case a front line. BPM user is using a software robot interactively to assist in executing segments of a business process, or a set of virtual lab machines, that can be scaled up or down based upon usage patterns . which software robots are executed as unattended for longer business processes not needing human intervention..

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