Swiss Software Company
Automated payslip delivery to HR tool
Challenge
- Over 300 employees need access to payslips in HR tool.
- Payroll tool which produces payslips lacks functionality to deliver payslips directly to HR tool.
- Existing integration layer lacks crucial functionality: cannot read pdf payslips to extract employee number and cannot upload pdf files to HR tool.
- Customer spends significant amount of manual work to get the payslips deliverd to the HR tool and still faces errors in payslip delivery.
Solution
- Payslip delivery automated with Cloudomation.
- 12 hours of effort for developing automation script.
Result
- Payslips are delivered automatically.
- Delivery of correct payslip to each employee is ensured.
- Fully documented audit trail of payslip delivery.
- Notifications in place for invalid employee numbers and excess payslips.
- Process can now be extended to automate more tasks in HR administration.
What was Automated?
Automated processing and allocation of payrolls.
Cloudomation analyzes payroll PDFs and extracts the employee number. The mapping between the payroll and the HR tool is verified, as both use different numbering systems. It is ensured that each payroll is correctly assigned to an employee. A report summarizes successful uploads and issues, with valid PDFs still being uploaded. Finally, the payrolls are made available in the HR tool so that employees can view and download them.
- Payslips are uploaded in bulk to Cloudomation.
- Parse payslip pdf files to extract employee number.
- Access HR database to extract mapping of employee numbers between payslip tool and HR tool, which use different employee numbering systems.
- Check: Correct employee number in payslip pdf?
- Check: Each payslip can be assigned to an employee? (No excess payslips.)
- Create report containing all successful uploads and any issues that were encountered. If there are issues, all valid pdfs are still uploaded.
- Upload individual payslips to correct employee account in HR tool. Employees can now see and download their payslips in the HR tool.
How did we Develop the Automation?
One Business Applications Manager from the customer and one Automation Specialist from Cloudomation met for two afternoons. With support from our expert, the Business Applications Manager developed the automation script himself. He now owns the process and can extend and adapt it on his own.
What are the Next Steps?
- Streamlining automated process: parallel processing of pdfs, parallel creation of employee number mapping.
- Direct automated download of payslip pdfs from source.
- Dynamic update of employee number mapping for new or resigning employees.
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