Document automation: Facilitating evolution of HR and transition to hybrid working

Working in HR and payroll is complicated and demanding, and as know-how and worker expectations evolve, so too does the duty record. The automation of guide duties – such and the manufacturing and distribution of payslips and different worker paperwork – might help HR and payroll professionals to work extra effectively, and may be carried out with out disruption to present processes.

And as workforces turn out to be extra dispersed, with many workers not based mostly in a central workplace full-time, organisations face the brand new problem of partaking with their employees and guaranteeing they’re capable of entry their pay data wherever they’re, in a protected and safe method.

Traditionally, pay-related paperwork have been manually produced, printed and distributed through inside or exterior mail. However because the adoption of digital know-how will increase, organisations have began to maneuver away from the extra conventional paper-based mannequin and in the direction of certainly one of digital transformation and doc automation.

Glyn King, Managing Director of main UK supplier of safe end-to-end doc automation options, Datagraphic, explains the explanations behind the shift which helps the career to evolve and adapt to the rising development of hybrid working and provides recommendation to organisations who’re planning to digitally rework.

What’s doc automation?
Doc automation is the method whereby know-how is used to automate doc manufacturing and distribution. Robotic course of automation (RPA) software program is programmed to make use of structured knowledge and guidelines to finish routine duties.  It’s best suited for processes which can be repetitive, time-critical, susceptible to human error and rules-based, and so is right for the manufacturing and distribution of HR and payroll paperwork.

There are third-party suppliers who present Software program-as-a-Service (SaaS) doc automation options that seamlessly combine with present HR and payroll programs and may be stay in weeks with out costly, disruptive and prolonged change initiatives, delivering return on funding in months fairly than years.

Advantages of doc automation
The advantages of doc automation to the HR departments of personal and public sector organisations are numerous and important.

In accordance with Datagraphic’s evaluation of Epay, its safe on-line portal for the automation of payroll and wider HR doc manufacturing and distribution, RPA can scale back the period of time that employees must spend on repetitive administrative duties by as much as 98%, permitting them to concentrate on extra strategic and rewarding points of their roles.

By permitting HR and specifically payroll personnel to focus on larger worth duties – comparable to analysing worker knowledge to offer perception into different areas of the organisation comparable to finance and bettering worker wellbeing expertise – doc automation helps the career to evolve.

Together with the necessity to digitally rework, the search for an growing stage of environmental sustainability is one other main development that’s guiding the event of HR departments. Whereas doc automation suppliers comparable to Datagraphic don’t restrict purchasers to digital paperwork, they permit them to make the transition to on-line supply at their very own tempo, decreasing not solely the amount of paper they use, but additionally the carbon footprint incurred within the manufacturing and distribution of hard-copy paperwork. On this method, prices are lowered too.

Final 12 months, the College of Salford automated the manufacturing and distribution of payslips and different pay paperwork utilizing Epay, and the payroll division now gives a 100% paperless service. All their processes and output are managed digitally and their reliance on workplace gear has disappeared, permitting the group to finish all their work at home if wanted.

Employers are duty-bound to securely present workers with payroll paperwork, however in response to a current Chartered Institute of Payroll Professionals (CIPP) Payslip Statistics Comparability Report, 32% of its respondents nonetheless e mail payslips, arguably essentially the most confidential of paperwork; as even password-protected emails have their limitations, it is a shocking determine. The precise doc automation supplier can mitigate the danger of those paperwork falling into the mistaken arms, and securely ship them on-line.

Moreover, doc automation precludes the danger of human error, so ensures that paperwork are all the time right.

Doc automation aids hybrid working
Whereas the development in the direction of doc automation has been rising for a number of years, trade insiders consider it has accelerated by as a lot as three years because of the pandemic, as thousands and thousands of employees have been instructed to work at home. Instantly, it turned tough to securely produce HR and payroll paperwork from a central workplace, they usually needed to be simply and securely accessed remotely.

A September 2020 British Council for Places of work survey prompt that, as soon as the pandemic is over, hybrid working will turn out to be the norm, with over 60% of workplace employees planning to separate their working week between house and workplace long-term.

Doc automation is critical to facilitate the environment friendly operation of HR departments as they rise to the problem of supporting this new method of working. Hybrid working requires agility and adaptability, and doc automation know-how might help groups to entry programs and securely talk with workers, whether or not they or their employees are working within the workplace or from house.

Implementing doc automation
Throughout the early levels of the pandemic, organisations needed to automate their payroll operations extraordinarily rapidly, and at the same time as Covid recedes, velocity of transformation will all the time be a precedence for employers requiring a swift transition with little disruption and a speedy return on funding. Whereas an skilled SaaS supplier will be capable to ship this, the velocity of digital transformation for a lot of authorities and public sector organisations has, however, historically been hampered by the time-consuming and costly technique of aggressive tendering.  And all through the pandemic, the significance of transparency and confirmed functionality within the procurement course of have been highlighted, with the federal government dealing with criticism for making opaque awards to inexperienced suppliers.

To hurry up the method of transformation, Datagraphic has not too long ago turn out to be a Crown Industrial Companies (CCS) provider, enabling public sector purchasers to supply, analysis and purchase Epay with out having to exit to tender.  And by utilizing CCS’ G-Cloud 12 Digital Market catalogue to acquire providers, organisations can ensure that their new suppliers have demonstrated exceptionally excessive ranges of reliability and safety.  The procurement course of is solely clear.

As demand for automated documentation grows, so too does the variety of private and non-private sector organisations providing this service, and the method of sourcing a provider can initially appear daunting. Nevertheless, there are a variety of key standards to look out for:

1. Is their service completely safe? Search for a supplier that’s ISO 27001 and C&CCC Commonplace 55 accredited.

2. Can their doc automation options simply and rapidly combine together with your present HR and payroll software program?

three. Do they cost licence charges?  Search for a provider with a cheap pricing mannequin based mostly on paperwork uploaded and printed fairly than the variety of workers receiving them.

four. Is their resolution intuitive, providing workers fast and easy accessibility from any machine, in any location and at any time?  In 2021, that is the person expertise that all of us anticipate from each organisation with which we deal, from retailers to GPs.

5. Is their method “digital first” or “digitally unique”?  Search for the previous in an effort to meet the preferences of all workers.

6. Do they each develop software program and have a safe in-house print facility?  Shoppers profit from utilizing a single provider for digital and print communications, as this helps to streamline the manufacturing course of and minimise value.

7. Public sector organisations specifically also needs to ask if the provider is:

a. Listed on CCS’ G-Cloud 12 Digital Market.

b. A small-to-medium enterprise (SME):  by working with certainly one of these corporations, public sector purchasers might help meet the federal government’s goal of spending £1 in each £three with SMEs by 2022.

Datagraphic was established in 1986, and purchasers embrace public sector organisations comparable to Community Rail, Leeds Metropolis Council, East Sussex Council and Surrey County Council, and personal sector purchasers together with Specsavers, Airbus, Sodexo and H&M.  It’s licensed Local weather Conscious firm and ISO 14001 accredited.  The corporate can be a Dwelling Wage Basis Dwelling Hours employer, offering employees with safety of hours in addition to a residing wage.

For additional particulars about Datagraphic’s Epay, or to rearrange an indication, please go to datagraphic.co.uk or name 01246 543000.

Leave a Comment