Robotic Process Automation in

Human ResourcesDecember 2018

2

Robotic Process Automation (RPA) involves use of software bots for automation of businessprocesses

Evolution of Robotic Automation

Platform specific/ runs on data layer

Manual exceptionhandling

Coding skills required

Structured

Semi-structuredData

Type

TraditionalAutomation

(Script based)

Platform agnostic and runs on UI

layers

Learns to handle exceptionsover

time; intelligent decision making

enabled by MLalgorithm

Coding skills typically not required

Structured

Semi-structuredData

Type

RoboticAutomation

(Cognitive)

Platform agnostic and runs on UI

layer

Manual exceptionhandling

Coding skills typically not required

Structured

Semi-structuredData

Type

Robotic Automation

(Rule Based)

Unstructured Unstructured Unstructured

RPA refers to the use of a preconfigured software instance that uses business rules and predefined activity choreography to complete the autonomous

execution of a combination of processes, activities, transactions, and tasks in one or more unrelated software systems to deliver a result or service with

human exception management.*

Quality &

ComplianceScalability

Lower Cost of

OperationsEfficiency Gains

Redeployment of people

from mundaneprocesses

Drivers for

Growth in

RPAadoption

Source: DRAUPanalysis

*IEEE Standard 2755-2017 definition of RPA

DRAUP analysed 30 HR processes and bucketed them across 6 HR functions

Source: DRAUPanalysis 3

HRStrategy Talent Acquisition

Talent Development &

Performance

Management

Compensation &

BenefitsHROperations Employee Relations

HR Policies Development

and ManagementJobRequisition

Learning Programmes and

Content DevelopmentPayroll & Compensation

Employee Data

ManagementAdminister Surveys

Organizational Design

ManagementRecruitment Marketing

Administer Training and

AssessmentBenefits Management

Leave/Absence

Management

Employee

Communications

Workforce Forecasting Applicant Sourcing Performance Management Rewards and Recognition Timesheet ManagementEmployee Grievance

Management

CompetencyManagement

Model DevelopmentApplicant Assessment

Career & Succession

PlanningExpenseManagement

HR Metrics Development Employee Onboarding Employee Offboarding

Applicant Information

Management

Employee Health and

SafetyManagement

Internal Mobility

Management

Reporting and

Compliance

Scheduling and Logistics

Note: DRAUP analysed 100+ HRactivities

DRAUP’s “Use Case Prioritization Framework” – Definition of parameters

• A detailed mapping of use cases being addressed by

100+ firms including RPA software vendors and

enterprises was done through primary and secondary

research

• Use cases were then prioritized based on frequency of

occurrence

RPA Adoption

Net FTE Replaced:Percentage of workforce that can be replaced through Robotic

Process Automation.

Rule based nature:Highly rule based (less human judgement) processes with low

complexity are rated higher on RA relevance

Sub-parameters

RPA Relevance

Use Case Prioritization Framework

High Data Processing Errors:Processes with high rate of errors in data processing and

compliance issues are rated higher on RA relevance

High Demand Fluctuation:Processes with high demand fluctuation are rated higher on RA

relevance

Source: DRAUPanalysis 4

RPA Propensity Heat Map: 17 HR processes were identified with high RPA relevance levels

High

High

Low

RPARelevance

Low

RPAAdoption

HRFunctionHR Strategyand

PlanningTalentAcquisition

Talent Development&

PerformanceManagement

Compensation&

BenefitsHROperations EmployeeRelations

HR Policies

Development and

Management

Competency

Management Model

Development

Organization Design

ManagementRecruitment

Marketing

Applicant Assessment

Employee Onboarding

Internal

Mobility

Management

Manage

Applicant

Information

Learning Programs and

Content Development

Administer Training

&Assessment

Career&

Workforce Succession Planning

Forecasting

Payroll and

Compensation

Benefits

Management

Rewards

& Recognition

Employee DataManagement

Leave/Absence Management

Employee OffboardingJob Requisition Employee Health&

SafetyManagement

Scheduling

and LogisticsEmployee Grievance

Management

Administer Surveys

Performance Management

Employee

Communications

Expense Management

Reporting & Compliance

Timesheet Management

Applicant Sourcing

HRMetrics

Development

Source: DRAUPanalysis 5

High propensity use case analysis: RPA Bots are good at extracting, augmenting and processingdata;

launching and interacting with multiple enterprise software products(1/2)

Function Use Case

RARelevanceEnterprise

AdoptionBot Automation AreasNet FTE

replaceable

Rule Based

nature

Demand

Fluctuation

High Processing

Errors

Talent Acquisition

Applicant Sourcing Moderate• Bots can automate publishing jobs to company’s website or

job portals, preliminary screening of applicants, schedulingInterviews, notifications on the status of the applicantautonomously.

• RPA can automate managing applicant information acrossmultiple systems from initial application submission tocompleting the new hireprocess.

• Bots can assess, prepare and create new joiner data, sendout offer letters, streamline information across disparatecorporate systems for preparation on day 1, & consolidateinputs from business areas and feed to downstreamsystems.

Applicant

Assessme

nt

Low

ManageApplicant

InformationModerate

Employee

Onboardin

g

High

TalentDevelopment

& Performance

Management

Performance

ManagementModerate

• Bots can send out performance review forms to employeesand managers, check data, feed data into multiple systems,notify employees of additional requirements, scheduleinterviews, publish predefined employee performancereports available tomanagers asper schedule

Compensation &

Benefits

Payroll and

Compensatio

n

High

• Autonomous Update of Master Payroll file, Payroll Inputs,Validate time & attendance data, Gross & Net Salarycalculation, Distribute Pay slips (online), & Deposit & ReportduessuchasTDS,PF,ESIetc.

• Bots can educate employees about available benefitsthrough notifications or email, create analytical reports onbenefits utilizationby collating data from multiple systems

• Send out rewards nomination forms, check submitted data,send out emails for recognition for rule basedrecords, feeddata into payroll systemsfor monetary rewards

Benefits

Manageme

nt

Low

Rewards

& RecognitionLow

Enterprise Adoption Level High Low Decreasing Rating

Source: DRAUPanalysis6

Function Use Case

RA RelevanceEnterprise

Adoption Bot Automation AreasNet FTE

replaceable

Rule Based

nature

Demand

Fluctuation

High

Processing

Errors

Employe

e

Relations

Employee Grievance

ManagementLow

• Bots can track employee grievance requests, track processstage and send out notifications for early case completionand higher visibility

• Bots can send out regular surveys, check for data completion,and build reports for management for furtheraction.Administer Surveys Moderate

HR

Operations

Employee Off-Boarding Moderate • Bots can send out various exit requirements, notifyauthorities of non-compliance, missing data and send outexit letters upon process completion

• Automated review of employee time records, leave/absencerecords daily for accuracy & completion.

• Notify employee or manager of any missing information to fix defects and maximize payroll accuracy.

• Bots can extract data from multiple files, clean it and enter itinto payrollsystems.

• Data capture and cleansing to support automated generation of reports

• Pre-populating complex periodic reporting requirements• Auto approval of standard expenses based on defines

business logic and feed data into expensesystems• Bots can schedule interviews by checking multiplesystems

for suitable time, send out emails, reschedule asperrequirement and call for manual intervention if required

Timesheet

ManagementModerate

Employee Data

ManagementHigh

Leave/ Absence

ManagementHigh

Reporting &

ComplianceHigh

Expense Management High

Scheduling &Logistics Low

High propensity use case analysis : RPA Bots are good at extracting, augmenting and processing data;

launching and interacting with multiple enterprise software products(2/2)

Enterprise Adoption Level High Low Decreasing Rating

Source: DRAUPanalysis7

RPA Talent Requirement: Enterprises leverage a mix of technical roles, business roles and domain

ManagementRolesDomain/Process RolesTechnicalRoles

Key

Job

titles

Skill

s

• RPADeveloper

• RPA Solution Architect

• RPA Technical Lead

• Automation Engineer

• Automation Developer

• RPA SystemArchitect

• RPA BusinessAnalyst

• BusinessProcess

Architect

• Automation Process

Architect

• Process Engineer

• RPASpecialist

• Program Manager–

(RPA)

• Automation Manager

(RPA)

• RPA Project Manager

• Languages: C/C++,

Python, VB Script, Ruby,

Java, JS, .NET

• RPA tools: Blue Prism,

AutomationAnywhere,

UiPath, Work Fusion,

OpenSpan

• Visualization tools:

Power BI, Tableau, and

Splunk

• Other tools: iGrafx,

Prosci/ADKAR ,Helix ,

Lean Six Sigma and RPA

tools

• Strategy planning

• Team management/

Changemanagement

• PoCimplementation

management

• Business Planning

• Knowledge of RPAtools

expertise to build in-house RPAcapabilities

Talent Requirement for RPACapability Building Trends in RPA Talent Building

Employees are trained on 2-3 tools and training lasts 3-4

months

• Training through RPA tool vendors

• Training by internal/ inhouse RPAengineers

• Hands-on training with delivery team

Internal TrainingPrograms

Companies such as Blue Prism & UiPath

have dedicated training/ accreditation

programs with certifications for RPA

talent

RA Certifications and TrainingAcademies

1

2

Companies usually outsource RPA

experts or consultants from IT

companies like Cognizant , Accenture

and more

Outsourcing consultants3

Source: DRAUPanalysis8

Technical roles: RPA developer and RPA Solution architect are the key technical job roles whichaugment internal IT teams in implementing RPAsolutions

Source: DRAUPanalysisNote: Above mentionedare key Job titles found for ‘Technical roles’ across industry and are not exhaustive, different companiesmay have other different job titles with similar workloads

9

JobTitles Description Skills Workloads

RPA Developer

(Automation

Developer)

Development,

Support, Testing and

Deployment of RPA

tools in the enterprise

• Java or .Net (C#, VB, etc)

or Oracle PL/SQL / VBA /

HTML, scripting language

(JS/VBS/ JavaScript)

• RPA tools: Automation

Anywhere, UI Path,Blue

prism

• Responsible for bot development & maintenance as per development and SLAstandards

• Work collaboratively with stakeholders during the system test and UAT phases to fix

assigned bugs with quality

• Responsible for defining & meeting RPA Use Cases milestones, monitoring adherence to

project scope, requirements and design documents

• Support RPA delivery by assessing the technical feasibility of a solution & collaborating

with the technical leads/architects on bot design

• Proactively address issues and risks (Bot Ids entitlements, Bot VDIs, Bot on-boarding,

migration etc.) that could impact project schedule and/orbudget

RPA Solution

Architect / RPA

Technical Lead (

Solution Architect/

System Architect )

Responsible for

overall design and

architecture of the

solution and act as a

liaison between

developers and

project manager

• Java / .NET (C#, VB, etc.)/

VBA / HTML/ SQL, JS/ VBS/

JavaScript

• RPA tools: Automation

Anywhere, UI Path,Blue

prism

• Provide technical direction for the development, design, and systems integration from

definition phase through to implementation

• Design and architect the product/solution

• Ensure that the product/solution architecture is scalable and extensible

• Keep the project manager well informed of the status of development effortsand serves

as liaison between development staff and the project manager

• Own the development lifecycle and should be responsible for managing technical risks

throughout the project

• Performs code reviews and mentors junior developers

• Understand complex database concepts and effectively employs different database

design techniques

JobTitles Description Skills Description/Workloads

RPA Project

Manager ( RPA

ProgramManager/

RPAManager)

Lead the transformation effort

to RPA technology and solve

business and technical

problems

• Lean Six Sigma,Agile,

Projectmanagement

• RPA tools: Automation

Anywhere, UI Path,

Blue prism

• Lead the transformationeffort to standardize the delivery managementand enabling technology landscape

toachieve cost efficiency and service delivery performance

• Responsiblefor engagingvarious stakeholders to identify opportunities to leveragebest robotic process

automation practices to optimizedelivery

• Analyzing existingsystemsand providing technical solutions

• Translate businessrequirement document to software requirement specifications

• Recommendand build scalable processesand infrastructure for enterprises

• Concept presentations to businessstakeholders and ensure all queriesare addressed

RPA Business

Analyst (RPA

Analyst)

RPA Business Analyst will

gather and document business

requirements, configuration

designs, test plans and results,

and other deliverablesrequired

to implement RPAsolutions

• Tableau, Qlik,MS

Excel, SQL

• RPA tools: Automation

Anywhere, UI Path,

Blue prism

• Work closely with businessexperts to document and define businesscasesand best uses for RPA

• Participate in RPA proposal creation andevaluations

• Responsiblefor providing peer review of ad hoc reporting, change management, implementation of

scheduled changes, and documentation ofStandard Operating Procedures

• Designing interactive visual interfacesand dashboards

• Integrate and synthesize information from multiple sources in order to analyze complex data and results,

anticipate issues and solveproblems

RPAProcess

Architect( Automation

Process Architect,

Business Process

Architect)

Design, and optimize business

processes, determine target

processes ideal for automation,

work on ‘how’ to build

solutions using RPA

• Productmanagement

tools - Aha!, JIRA,

business case

development from

scratch

• RPA tools: Automation

Anywhere, UI Path,

Blue prism

• Work with stakeholders (Process SMEs, Technical Architects & Operations Team) toanalyze and assess

automation feasibility

• Analyze and observe processes to understandprocess steps, inter dependencies and applicationsused in

processes

• Translate businessrequirements, current and future state processdesignsto create automation ready

process flows

• Work with the RPASolutionArchitect to create a final TO-BEstate Robotics solution

HR Process

SME(Intern

al)

Define HR processesworkflow • HR processexpertise • Workswith RPAprocess architect and Business analyst to document businessrequirements

Source: DRAUPanalysisNote: Above mentionedare key Job titles found for ‘Technical roles’ across industry and are not exhaustive, different companiesmay have other different job titles with similar workloads

10

Domain and Management Roles: RPA process architect and Business analyst collaboratewith HR processSMEs to define HR process workflow

Note: Post implementation of RPA, managementand resource allocation of RPAbots is required, this task is typically performed by HRpersonnelwith knowledgeof the automated process

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