Driver Rehiring
The Problem: A transport company often rehires former truck drivers due to their expertise and familiarity with the company's operations. However, the manual rehiring process is time-consuming and error-prone, leading to delays in onboarding and increased administrative overhead. The HR department faced challenges in efficiently rehiring the drivers. The process involved multiple manual steps, such as updating driver records, notifying relevant departments, reactivating accounts, and coordinating with IT for system access. The disjointed nature of this process resulted in inefficiencies, inaccuracies, and delayed onboarding of rehired drivers. They faced issues like –
- Manual Data Entry: The HR department had to manually enter required information, leading to data entry errors and longer rehiring timeline.
- Time-consuming: Drivers often had to wait for their information to be processed and for their onboarding activities due to manual coordination.
- Documentation and Verification: Gathering and verifying the driver’s documents and required information was time-consuming and prone to errors.
The Solution: The company decided to implement Robotic Process Automation (RPA) solution to streamline the driver rehiring process. The RPA solution would automate the repetitive and rule-based tasks involved in rehiring, reducing errors and accelerating the onboarding process. The RPA bot was programmed to retrieve historical driver data from the HRIS (Human Resources Information System) and Payroll systems. The bot automated the reactivation of driver accounts, ensuring access to company systems and applications. Automated email notifications were set up to inform relevant departments (IT, Security etc.) about the rehiring. The bot generated offer letters and updated employment contracts based on predefined templates. The bot was trained to handle exceptions and error scenarios, notifying HR staff if needed. The RPA solution was integrated with existing systems, ensuring seamless data flow between HRIS, Payroll, and other relevant software applications.
The Outcome: Total 5+ bots were deployed to complete the Driver Rehiring process within a period of 4 months. The company realized below benefits after the successful RPA implantation:
- Improved Efficiency: The driver rehiring process, which previously took several days (i.e., 3 business days), was now completed within 4 hours, reducing the time-to-productivity for rehired drivers. (i.e., ~10 drivers rehired a month) which shows process optimization by 83%.
- Accurate Rehiring: Automation minimized errors caused by manual data entry by 95%, resulting in accurate employee records and reduced compliance risks.
- Resource Savings: HR personnel were freed from repetitive tasks, allowing them to focus on strategic initiatives and employee engagement.
- Consistency: The RPA bot ensured consistent adherence to rehiring policies and procedures across all cases.
- Manual Efforts Saved: Total manual efforts were reduced by 95% per month.
- Cost Reduction: The reduction in manual efforts led to cost savings associated with employee onboarding and administrative tasks. Total dollars saved were ~90K per year