In my previous post I talked about the similarities of BPM software to a GPS system; namely that BPM software walks an employee step-by-step through common HR business processes (such as a leave application) just as a GPS system provides driving directions. I’d like to highlight, however, a key difference: unlike a GPS system, BPM software can completely automate important steps of HR forms and workflows, greatly minimizing the need for inputs from the end user and reducing opportunities for error.
Let’s examine the opportunities for process automation using my favorite example: the leave application. In this example, an employee initiates the leave application process when she fills out a vacation request form. If this vacation request form were paper-based, then the employee would have to enter all of her personal information from scratch, wasting time and leaving room for error. However by leveraging the database connections of BPM software, the BPM software itself can automatically populate the vacation request form with employee information (including name, date of birth, employee ID number, department, etc). The employee only enters the dates of her vacation request, and submits the vacation request form with a single click, reducing redundant data entry and eliminating opportunities for end user error.
A second opportunity for automation occurs when verifying the vacation request form. The BPM software can automatically cross-check the requested leave against a database containing the employee’s vacation data (including total vacation days, remaining vacation days, total sick days, remaining sick days, etc) to determine if the employee is actually eligible for the vacation she requested. In a paper-based leave application process, the verification would have to be done manually by someone from the HR department, again wasting more time and creating more opportunities for errors and delays. The BPM software eliminates the need for someone from HR to participate in the process at all! And without the need to administratively review HR forms, the Human Resources department is free to work on other more important tasks.
A third opportunity for automation occurs when the employee is notified of the status of her request. Based on the automatic cross-check of the vacation requested, the BPM software can automatically generate an approval notice or denial notice advising the employee of her request status. Automatic notifications and escalations ensure consistent results, transparent record-keeping, and again save valuable human resources.
A final, and very important, opportunity for automation occurs when the employee returns from her leave of absence to report her actual leave taken. A one-click confirmation from the employee or her supervisor can automatically update the HR database, deducting the days taken from the total vacation days.
A comprehensive business process management system does much more than guide the end user through completing HR forms; it actually automates administrative human resources tasks, and allows the human resource department to streamline the leave application process at multiple points, creating an easier end-user experience and ensuring the accuracy of leave reporting and the efficiency of the human resource department operations.
