Customer Story

HR automations reduced time spent on manual HR work by 97%

It previously took eight people more than an hour to process one employee joining or leaving [the company]. After automation, that work is now completed in one to two minutes.

Shinichi Miyamoto

Shinichi Miyamoto

Director, Head of Corporate Planning and IT

Challenges

  • Double-data entry across multiple apps and systems
  • Manual onboarding process was inefficient
  • Limitations on automations because of RPA

As Director and Head of Corporate Planning and IT, Mr. Miyamoto works closely with Mr. Matsushima, Head of Infrastructure at the company, to lead efforts to transform IT systems at R.C. Core Co.

Their goal is to improve employee productivity through the use of business process automation, as well as the unification and integration of internal software and data.

To improve operational efficiency, R.C. Core Co.'s human resources team needed to automate their onboarding and offboarding process. They had an existing RPA system in place but could not leverage it, as it could not keep up with changes in the UI of SaaS apps that the company was using. This also meant that more time was spent on maintenance work. The team needed a system with an API integration capability to better integrate and sync data across multiple systems.

Solutions

  • Integrate employee data across multiple apps and systems
  • Automate onboarding and offboarding task management

R.C. Core Co.ʼs IT team connected their on-premise server with the Workato on-prem agent to securely access and analyze employee data in the CSV files extracted from Jobcan – the company’s employee data warehouse.

Upon analyzing the data, the Workato on-prem agent automatically inputs any updates or new information into kaonavi – the company’s talent management system.

Now, employee data is synchronised across both systems and the company achieves consistency in their data management.

The Workato on-prem agent also recognizes employeesʼ hiring status – new hire or offboarding. Upon identifying new hires, it automatically sends commands to Active Directory to create a Windows account and email address for them. Registration of MFD IDs and login script settings are also automated.

Based on an employeeʼs hiring status in Jobcan, Workato automatically assigns onboarding and offboarding tasks and reminders via Microsoft Teams to the relevant HR employees.

With the tasks automatically assigned to each HR employee, tracking the onboarding / offboarding progress of each new employee / outgoing employee is much clearer and easier.

Results

  • Eliminate manual data entry
  • Shorter development times and flexible system extension
  • Easy integration of on-premise and cloud apps / systems
  • 97% time reduction on manual work

Within a month, a single developer on R.C. Core Co.ʼs IT team leveraged Workatoʼs low-code/no-code platform to create a system that automatically processes complex HR tasks.

Using Workato, the company succeeded in reducing time spent on manual HR work by 97%, freeing up resources and enabling faster decision-making.

They are currently looking at integrating Workato with BizRobo! (by RPA Technologies, Inc.), an existing RPA platform that the company is using. Mr. Miyamoto is expecting a steady increase in Japanese users of Workato, and also aims to integrate Dandori Work (by DANDORI WORK Co. Ltd.) to automate processes for management in construction in future.

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