Improving Business ROI with Payroll Automation
Payroll is a critical business task that requires efficiency and accuracy in every step. However, many processing systems rely on manual data input to compile payroll for every employee, which opens companies to risks. Manual entry is laborious and time-consuming — and errors can easily emerge, affecting payroll amounts and employee satisfaction. So, when the holding company, wanted to update the manual payroll system for an affiliate, they turned to UDig for an innovative, automated solution.
Manual processes for driver time keeping and payroll entry with no documentation to support them.
A Discovery Phase to identify current roadblocks and opportunities. Document and define the process for the development stage in order to architect a solution that automates as much as possible. Develop the automated process utilizing a robotic process automation (RPA) tool.
An automated system that removes 80% of manual labor, eliminates potential payroll errors, improves turnaround time, and streamlines reporting needs — while increasing employee satisfaction.
The Challenge: Labor Intensive Processes without Documentation
Each week, the holding company’s affiliate had to process payroll for around 30 drivers. To do so, every driver needed accurate time records, and a key employee had to gather data from various reports, spreadsheets, and people. From there, they had to store the information in one system. This tedious process took at least two days of their time each week. In addition, the company had not documented their payroll processes — and were unable to produce reports on demand.
Their fragmented approach left the affiliate vulnerable and open to multiple risks:
- Data Errors: The manual system was prone to errors, which would affect payroll accuracy.
- Not Scalable: With no documentation, the process relied heavily on a sole employee to manage all payroll steps. Consequently, a steep learning curve existed for anyone new to the company. And a lack of documentation also presented a risk to the company should any employee leave.
- Wasted Time: Relying on human data entry resulted in the company wasting valuable time and resources supporting payroll
The Strategy: Uncover Unknowns, Define Needs, and Design Solutions
Before we could design an automated solution, we needed to identify the systems and processes at hand. We conducted a Discovery Phase that helped us uncover key elements about the current environment and how we could move forward.
Analyze the Current System
When engaging our support, our client believed that their manual reporting system was consistent. However, our Discovery Phase revealed that different people were managing data input in different ways, creating inconsistency, inefficiency and room for errors.
To determine the best path forward, we had to document the current processes and all exceptions. We worked closely with their team to identify how data entry occurred, who did what, and where information lived. From there, we could design an efficient, automated process.
Architect the New Platform
In order to architect their solution, we helped our client prioritize ways to improve their processes. We collaborated with them to utilize UiPath, a leading robotic process automation tool, as the basis for the automation. Our ultimate goal was to streamline data entry and reporting and improve operations.
Create Demos for Ongoing Updates
We always engage our clients for ongoing input and feedback during a project’s lifecycle. For this project, we were able to share with the holding company the recordings of our demos throughout the process. These demos exhibited what we were building and helped them stay informed and aware of our progress — and their solutions.
Once the automation was in place, we trained their employees to manage their payroll system and implement their new tools.
Throughout the project, we fostered success by collaborating, communicating openly, and being transparent. In every step, we had real conversations with the client about their needs and goals and guided them toward the right technology solution.
The Outcome: Time and Money Saved with a Replicable System
Today, automation leads the way. Employees no longer have to rely on tedious manual data entry. Now, processing payroll takes hours rather than days, freeing employees to work on other priorities. Payroll errors also have decreased, resulting in happier drivers. And the team has automated reports available whenever they need them. The automation is so successful that it serves as a framework for how to upgrade the company’s other affiliates — and gain deeper efficiency across their portfolio.
How We Did It
- Google Sheets
- Microsoft Outlook