Use Case | Automation of Human Resources Processes

Use Case: Automation of Human Resources Processes

Description:
The automation of processes in the Human Resources (HR) department of a municipality focuses on identifying the most efficient or inefficient processes to prioritize their optimization. The model analyzes data on internal process management, such as vacation requests, leaves, medical absences, and hiring, to determine which processes work best (higher efficiency and satisfaction) and which need improvement (slow or problematic). This allows the municipality to streamline processes, enhance employee experience, and reduce administrative workloads.

How Does Process Automation Work?

1. Data Collection on Processes:
   ○ Key metrics are collected, such as:
   ■ Average processing time for each type of process.
   ■ Number of incidents or errors in each process.
   ■ Volume of processes handled.
   ■ Employee feedback on ease of use and response times.
   ■ Costs associated with manual management of each process.
2. Model Analysis:
   ○ Best Processes: Identifies processes that work efficiently, with short resolution times, few errors, and high satisfaction.
   ○ Worst Processes: Detects problematic processes with excessive time, high administrative load, or employee dissatisfaction.
   ○ Performance Patterns: Analyzes factors contributing to the success or failure of a process, such as digital tools, assigned human resources, or process complexity.
3. Prioritization of Automation:
   ○ Processes are classified by impact and complexity:
   ■ Critical processes with high impact on employees and operations.
   ■ Routine and repetitive processes that can be easily automated.
   ■ Complex processes with low frequency that need redesigning before automation.
4. Solution Design:
   ○ Proposes strategies for automating poorly performing processes or replicating the features of the most efficient processes in other areas.

Practical Example
Scenario:
A municipality manages vacation requests, medical leaves, and training requests via semi-automated systems. However, there are complaints about prolonged response times in certain areas.

1. Data Collected:
   ○ Average approval time:
   ■ Vacation: 2 days.
   ■ Medical Leave: 7 days.
   ■ Training: 15 days.
   ○ Administrative error rate:
   ■ Vacation: 2%.
   ■ Medical Leave: 8%.
   ■ Training: 12%.
   ○ Feedback: 40% of employees rate the training management process as unsatisfactory.
2. Analysis Results:
   ○ Best Process: Vacation requests (short times, few errors).
   ○ Worst Process: Training requests (long times, high error rate, low satisfaction).
   ○ Patterns Detected: Processes with higher dependence on manual validations are slower and generate more errors.
3. Model Recommendations:
   ○ Automate the training request process by integrating a digital system for management and approval.
   ○ Replicate elements from the vacation request process, such as automatic notifications and digital validations, in more problematic processes.

Benefits for the Municipality

1. Increased Operational Efficiency:
   ○ Reduces response times by eliminating repetitive and manual tasks in processes.
   Example: Automating medical leave reduces the average resolution time from 7 to 3 days.
2. Improved Employee Satisfaction:
   ○ Streamlining processes enhances employee perception of internal management and fosters a positive work environment.
   Example: Automating the training request process results in 70% of employees rating the process as efficient.
3. Resource Optimization:
   ○ Frees up administrative staff from routine tasks, allowing them to focus on strategic activities.
   Example: Automating vacation permissions reduces the workload of the HR team by 30%.
4. Reduction of Administrative Errors:
   ○ Minimizes incidents by standardizing and digitalizing processes, ensuring greater accuracy in managing procedures.
   Example: Errors in managing medical leaves decrease from 8% to 1% after implementing a digital system.
5. Transparency and Tracking:
   ○ Employees can access a system where they can monitor the status of their process in real time, increasing trust in the process.
   Example: An employee can view the progress of their vacation request from submission to approval.

Specific Applications

1. Vacation and Leave Management:
   ○ Automate the request, approval, and calculation of available days.
2. Medical Leave:
   ○ Implement a system that digitalizes the reception and validation of documents.
3. Training Requests:
   ○ Integrate platforms where employees can automatically enroll in approved courses.
4. Recruitment and Hiring:
   ○ Automate initial stages such as receiving and filtering resumes.
5. Performance Evaluation:
   ○ Digitalize the recording and analysis of results from periodic evaluations.

Generated Results Example
HR Process Automation Report:

• Processes analyzed:
  ○ Vacation requests, medical leaves, training, special permissions.
• Best process:
  ○ Vacation: Average resolution time of 2 days, error rate of 2%.
• Worst process:
  ○ Training: Average resolution time of 15 days, error rate of 12%.
• Recommendations:
  ○ Automate training requests with a digital system.
  ○ Include automatic notifications and workflows to track special permissions.
  ○ Replicate best practices from vacation requests in other processes.

Conclusion
Automating human resources processes enables municipalities to prioritize improvements in internal procedures, ensuring more efficient, accurate, and transparent management. By identifying the best and worst processes, the model provides recommendations for replicating successful practices and optimizing the most problematic processes. This approach enhances the employee experience, reduces costs, and frees up resources for more strategic tasks, strengthening internal management within the municipality.