The Art of Hr Process Automation not just a necessity; they’re an evolution

nlpbots, employee process automation, HR process automation

Remember the first two months of  joining an organization and being puzzled for half of the time.

Not knowing whom to interact with, everybody being busy in their own work.

What if you wanted to take a leave or simply know what the cafeteria menu is.

You have lots of questions in your mind. Imagine, if you have a dedicated personal assistant for Employee process automation  who could help you with everything you need. Also with things that you didn’t know you needed to know.

Same being with HR the challenges HR face

Processing leave requests through spreadsheets for hundreds of employees is a gargantuan task. HR has a lot of responsibilities – recruiting, employee onboarding,Payroll, training,and many more like these. Most of these tasks are repetitive in nature and require a massive amount of hours and labour. By  Automating HR functions, companies can save upto 20 percent.

NLPBots multifunctional cognitive agent are capable of functioning as fully cognitive business assistants above human capability.

HR workflow automation also helps to  eliminate the existing convolutions in business processes by transforming them into an automated structure. The approvals and requests that were once manually handled will be redesigned and executed effortlessly through automated workflows.

The rising demands for digitization have made Cognitive Automation for HR processes  the perfect solution for eliminating inefficiencies in the HR process. Using Cognitive Automation for HR processes to replace human intelligence/cognition related work. Works with unstructured data along with natural language understanding and generation. Producing insights, analytics, and taking actions at or above human capability.

These are some of the feature

  1. Varied use cases – Users can interact with NLPBOTS® to ask about company policy that          relates to them, leave and benefits information and much more. The system can be configured to offer personalized information depending on the user profile/level in the organization.
  • Omni-Channel – NLPBOTS® integrates with your website, mobile applications as well as collaborative or social platforms. Leverage the power of intelligent bots across Slack, Facebook, Skype, Telegram and more.
  • Transaction Management – Employees in any enterprise can now easily manage transactions related to HR. Leave applications, claim reimbursements, payroll process related actions, etc., are easily managed by the AI NLP powered system.\
  • High user engagement – Highly personalized and intuitive interactions make NLPBOTS® powered enterprise applications highly utility based, and focused on delivering value in terms of user delight in addition to process and cost efficiency. Customizable experiences across business functions make the system powerful for a wide range of users.
  • Intelligent Algorithms – NLPBOTS® powered Employee assistants have deep learning capabilities in addition to their NLP driven conversational abilities, that make them intelligent like no other. NLPBOTS® learn from every interaction across various functions and uses the learning to further personalize the overall experience for each user and/or function. For eg: if more users apply for a type of reimbursement or claim at a particular time of the month, the system will learn to prompt that facility to a particular profile of users over time.
  • Easy Integration – NLPBOTS® easily integrates with globally popular enterprise HR products such as HRMS, LMS, ATS, DMS, etc. This helps enterprises leverage user and process data to deliver highly focused experiences across their Automation initiatives. NLPBOTS® powerful algorithms work with both structured and unstructured data sources to deliver potent application experiences. Integrations via Web Services and APIs are available for the following products, with many more being added.

NLPBOTS boosts productivity by Automating HR Processes

Image Source: Google

22% increase in productivity

56% reduction in time spent by HR department in handling employee requests and queries

90% increase in employee engagement with HR

As we speak more and more enterprises are exceeding these metrics and creating employee centric workspaces, ensuring a less stressful environment for their employees. This is possible thanks to NLPBot Platform – the cognitive process automation platform on which you can create and deploy multifunctional cognitive agents (NLPBOTS).

Cognition – can be defined as the next stage of machine evolution. We had early stages of machine evolution where thanks to the steam engine we were able to transfer our physical might to the machines. Over time thanks to the steam engines and locomotives the world literally shrunk as people and goods could be transported across continents easily and people were able to produce to meet that market. With the invention of the IC engine and energy forms like electricity we were able to control these machines quite well and that heralded the era of personal locomotives, radio, and a lot of industries started catering to the masses and as we got really cosy it practically ignited 2 world wars!

The third post war machine evolution happened when we made machines that could compute and control other machines (computers)  and again we transferred our computational abilities to these machines. In all the above cases of machine evolution we notice one unique reality. The machines did a much better job than humans – they had more physical power, precise control and amazing computational ability.

Which brings us to cognition – the ability of machines to make their own decisions. Given enough historical data and evidence and also outcomes (tags) the machines are able to determine to a very high extent the best course of action. This is applicable across every aspect of our lives. Today I am going to discuss how this power of cognition – the ability to understand data and take appropriate action is revolutionising the HR Tech space.

Take any employee in an organisation – Alex may be performing a particular function and will be part of a department that has certain goals. For example: Alex may be an account manager in the sales department that has the goal of generating more business from existing clients. To fulfill her responsibilities she will need access to enterprise resources and other departments including Human resources (to ensure that her personal needs are met and grievances addressed), Customer Relationship Management (to update her efforts and view progress), Enterprise Resource Planning (to ensure that she will have all the resources to provide the service or product to the customer), LMS (to ensure that her learning is updated) and a whole lot of other systems that are needed for her to fulfill her responsibilities.

Machines with cognition can go a long way in ensuring that most of the employees’ (Alex’s) needs are met, empowering her to achieve her goals and thereby make their department and hence the enterprise more productive.

Within HR process automation a lot can be automated off the bat. When you deploy a multifunctional cognitive agent like NLPBots for ZEmployee centric process automation you can automate several processes that are needed for the employees. The Cognitive process automation platform can help employees like Alex check for updates, remind on tasks, apply for leaves, reimbursements, claims, etc. It can also promt you (if you a manager) if ther are approvals pending. It can provide information that it has been trained on i.e. policies, SOP’s etc. The system can be trained to understand the input in multiple languages from multiple sources. It can then pull (status, counts, etc) data from any database connected as part of a workflow. A workflow is a set of tasks in a sequence to accomplish an activity or function. Employees can also push data using API’s onto the database as part of a workflow. Apart from this entire document sets, videos, etc can be directly fed to the CPA platform for training. These cognitive processes need not be only linked to the HR automation. It can extend into other areas like Learning management, ERPs, CRM, gatekeeping, etc by adding more workflows and connecting to other systems.

So you can see how when the NLPBots are trained and deployed they save a lot of time for the employees like aAlex by enabling them to access the HR department very easily across their platform of choice i.e MS Teams, Slack, Hangouts, etc and perform translations i.e. check leave status, balance, claim status, complaint status, etc and actually apply for leave, claims, etc. Apart from actually getting help from anywhere at any time automatically they can also get notifications, prompts, and suggestions to optimise ther effectiveness at work. Over a period of time when the NLPBots starts performing more activities for the employees they can get real smart and provide amazing insights to the enterprise as well.

Watch this space to see how the Multifunctional cognitive agents (NLPbots) are able to create huge value for enterprises by automating several tasks on behalf of humans and learn from each transaction to make the enterprise super efficient.

Cognitive process automation for Employee Centric Enterprises. Why Now?

Cognitive Process Automation – On a Platter

NLPBots is a Cognitive Process Automation platform. The world’s first and most powerful. It’s also very versatile. There are over 180 processes currently being automated using the platform. Processes that needed cognition hitherto only available among humans. When we combined NLP with AI we were able to build that cognition into enterprise systems and have created use cases ranging from AI assistants for employees to report generation for marketing insights.

Classification Of Processes by Stakeholders

Let’s just take a group of processes from the entire gamut of enterprise processes. These enterprise processes can be classified by verticals or functions. Normally that’s done because IT systems are made and sold that way for the last 50 years! Let’s take HR processes for a services enterprise. Here we will have an HCM or HRMS that keeps track of the employee, every time he / she shows up, or doesn’t, needs leave, or who he/she reports to, or makes a claim for an expense incurred for the enterprise, etc. Now if that employee is in Sales he / she will also be connected to various sales related processes like number of leads generated, volume of the sales funnel, targets etc. There will also be shared services, meeting rooms to be booked, learning and development, upskilling, etc. The CPA can automate all of these processes by removing the dependency on humans to perceive the request (made in natural language), initiate the process, retrieve information from unstructured data (Policy, SOPs, etc), pull push data into any of the systems (HCM, CRM, LMS, ERPs, etc) and post execution even give feedback to the relevant stakeholder. Since for the first time we have a platform that cuts through verticals and functions we can choose a simpler and far more effective classification of processes. We take the stakeholders. A stakeholder / user first approach has many advantages.

  1. It helps clubbing of processes based on the user that most benefits from it.
  2. It gives that user that omnichannel availability he/  she needs to make his / her life simpler.
  3. Any department can create use cases that automates their processes relieving humans in the loop that may have been non essential in the first place
  4. System can generate insights based on individual and group interactions.
  5. Even users can be connected with each other via a common platform to achieve more.
  6. The classification can be universal and will apply to every industry vertical

So broadly we classify all processes under Customer centric processes and Employee centric processes. Also there are other stakeholders like management, vendors, franchisees etc and we will cover them in future blogs. For the purpose of this article I am taking just the Employee Centric processes.

Employee Centric Processes – For those enterprises that care!

Today several enterprises understand how critical it is to let employees do their jobs! To do that we have to make every other part of their lives friction free as possible. So at Mahindra and Mahindra (winner of SAP Ace award for employee engagement) every employee has an AI assistant that helps them with almost every need of theirs from syncing calendars, to leave applications, from finance numbers to payslip downloads. The key is one AI assistant that can trigger or help humans execute over 76 enterprise processes! You can find the complete list of employee centric processes that have been automated on the NLPBots platform. The same assistant helps conduct dipstick surveys and instant notifications. It’s the holy grail of employee engagement!

Pre Covid 19 we thought that one of the most important reasons employees work in the office is that colleagues are just a few cubicles away. Being close to workers dramatically increases productivity. Working from home, employees cannot walk over to their colleagues’ desks. Hence working from anywhere but an office was considered impossible.

Today, however, employees working from home can communicate as seamlessly with each other as they could while in office thanks to collaborative platforms like Teams, Meet, Slack etc. The NLPBots AI assistant is available across all these channels from where employees can trigger these processes.

Broadly within employee centric processes we have the following types of processes

  1. Queries – these could be generic like “what’s the maternity policy in my company?” or specific to my band like “If I were to travel to Mumbai, what’s my daily travel allowance?”. These queries get resolved by the CPA doing a natural language search within the unstructured document repository (Corporate policy, etc). There can also be specific queries like “what’s the status of my expense claim that I raised for my mumbai trip in May?” or “how many vehicles did we sell in June?”. Here the CPA triggers a process that pulls data from a structured data source like Salesforce or Oracle.
  2. Transactions – These processes are either initiated via chat or voice in natural language or sometimes the human in the loop needs to react to push it down stream for further processing. Example “I want to apply for casual leave for the whole of next week” Here the system will have to a) understand that employee id XX is asking for casual leave from Date A to Date B and then b) confirm what it understood with the employee c) check it there is enough casual leave balance and ensure that its not violating any policy for XX c) inform XX if not or else inform approver if there is leave balance d) provide approver additional information along with the approval request e) understand and confirm the approvers action, etc. All the while it’s pushing and retrieving data from databases and various systems.
  3. Surveys and Competitions – Here the system triggers the process based on events or action. The responses are collected from the employees and pushed into a system or an excel and computed.
  4. Other processes – these include processes like authentication, notifications, 3rd party systems (employee mental health) etc.

Omnichannel and versatile

The versatility of the platform also extends to the channels of deployment and systems of unstructured and structured data sets. We have great IP when it comes to unstructured data, where you can upload and train your entire knowledge base as it is. No more manual intent creation and classification. This means that apart from creating better employee experiences at lower costs you can actually integrate data silos and start generating great insights. So far the NLPBots CPA platform has successfully integrated with various intranets, Whatsapp, HTML pages, Workday, Slack, Skype, Skype for business, Teams and various other chat and  collaborative platforms. The use cases and channels are not limited to the above.

When it comes to employees, they have a common pool of data (usually HR policies, Standard operating procedures, etc..) and some of the policies could be role specific. Based on the employees role in the organization they have various systems and data governed by different policies and privileges. With the NLPBots CPA platform you have a mechanism to add the data and workflows applicable to specific roles and create an AI assistant that is personal to each of the employees in the organization covering all the aspects of their work like. For example a IT security manager in a particular location will have access to data and work flows of general employees, data and works flows applicable to managers as well as his/her IT security role specific functions through a single window. You can adapt the workflows, permissions and data privileges in the organization directly on the CPA platform to create a enterprise AI assistant that helps every employee with Cognitive Automation.

All of these aspects and many more make NLPBots CPA Platform a really powerful tool when it comes to building cognitive abilities within employee centric systems. Of course this is just a tip of the iceberg. Imagine the possibilities when we open it up for integration with other systems and solutions out there. It means that any new vendor you onboard if they have a solution for your employees and a system with an API that service will also be available through the same window. And any other intent classification system out there will collapse as for those systems this will mean not only configuring the new use case but also going back and reworking the older utterances for previously classified intents as the confusion matrix will go through the roof.

Deep tech Meets powerful UI

This is only possible when you take superior NLP Algorithms, train with lots of data on Transformational AI neural networks and make it consumable on a great intuitive UI. So now OEMs, SI partners, Developers and even SIs can access the tech and create use cases that automate employee centric processes like KYC updation, Claims, Attendance regularisations, Approvals, Insights generation and many more.

It’s true, now more than ever before that the happier your employees are the better the yield. So as organisations are battling productivity issues while getting their employees back to work to produce and sell their products or services they’ve got to stay motivated and productive. For employees it means removing all hurdles to their performance. When the systems are able to take care of the mundane, repetitive tasks they do that require them to do it just because the enterprise systems couldn’t, it frees them up to do the real thinking. It helps sales teams to sell better, HR teams to empathies with employee problems better, Operations to optimize resources better and the entire enterprise to deliver more. Cognitive process automation platforms help the employees “see” better, “read” better and act with decisiveness on their core tasks. The classic case of employee – AI collaborating to achieve much more.

So if you are looking to deploy an AI workforce that caters to your employees do get in touch and we’ll show you how you can create impact within the week.