Congratulations on your new job! You found a once in a lifetime opportunity and grabbed it with both hands. After going through the offboarding and exit process, you left the company on a good note and joined your new organization. It’s been a month now, and you are enjoying the work here. Wait, aren’t we forgetting something? What happened to your PF? And that bonus you were due. Now begins a long and tiring process to contact your previous organization and submit a request. After numerous follow-ups that involve mile long email threads and numerous calls, you have no progress status.

Though it may not seem like it, this scenario is quite common as organizations tend to attach less importance to this particular process. The full and final separation of an employee is a process that is dependent on time, as bonuses or PF etc. are periodic processes. This is why, often these processes are triggered once an employee has left the organization. The efficiency of this process is dependent on the human factor involved, as the existing paper or email based techniques are not equipped to handle it.

Automation cannot reduce the time that it takes for PF or a bonus to be released as these are usually periodic processes. What automation does is ensure relevant people are reminded in time to trigger these processes. Also, any dependencies and bottlenecks are removed to make the process efficient and streamlined. Let’s see the benefits of automating this process

1. Simpler process

A major problem with this process the fact that it is associated with employees who are no longer an active part of the organization. As such, finding their records and other data becomes difficult since they are not updated regularly. Since the process is dependent on human efficiency, it becomes prone to human errors. By automating the process, either by themselves or by using readymade modules like the one from IBISM, users get access to simple and customizable forms. This form contains all the relevant details like employee personal details, bank details etc. and can be triggered by the HR and processed by other relevant by other departments. This removes the need for paper or email based forms.

2. Easy approvals

As mentioned earlier, records of employees who have left the organization are not kept updated. This means that when the process is triggered, approvals take time as decision makers have to wait for updated data or use outdated data. Approvals are thus delayed. Automating this process provides users with access to real time data that helps in expediting approvals. A notification system ensures key decision makers are notified of the process as soon as it triggered. A notification is also shared in case any additional forms or data is needed from your separated employee. Keeping the shortcomings of paper or email based communication in mind, automated solutions come with their own communication channels that can be task specific or general. Thus the process is made efficient on all fronts.

3. Trackable progress

In a process that is almost completely dependent on the human factor involved, progress tracking is either absent or completely dependent on manual follow-ups. There is no transparency in the process. As a result, there is no mechanism to identify and remove causes for delays. Automating the process gives users options to track progress of the task in real time. Users can easily identify sources of delays and take steps to remove them. Since the modules can be easily customized, it is possible to give separated employees guest access so that they can view task status. This also promotes individual accountability.

A process like this has always been dependent on paper or email and on human efficiency. By automating, we empower this process and make sure that its efficiency is independent of other factors. If you have more queries about this process or how it is automated, feel free to contact us. We will be happy to provide a solution for all your automation related queries and set up a free demo for you at your convenience.

Published on May 11, 2018