OrangeWorkforce Use Case
Retail Company Automates Staff ID Deactivation Process, Saving 4 Hours Daily and Enhancing Security
Industry
SM/GMS Retail
Results
- 4 hours saving daily of manpower
- Fully automated process daily and no overlooked on system access deactivation after the employee has resigned/ terminated
- Elimination of security risk and potential breach of confidentiality
Applications Involved
- SAP
- QR Profit
- Seito POS
- Active Directory
- Microsoft Office (Excel, Outlook, SharePoint)
Organisation Co. is a retail company that has business in the operations of supermarkets, general merchandise store, health and wellness, financial services and others. When an employee resigns or is terminated, the organization employs RPA to ensure that all previously granted system access for that individual is appropriately deactivated.
Manual Process Before OrangeWorkforce RPA:
- Generate and download resignation list from HRMS system
- Obtain approval to allow IT to proceed to deactivate the Staff ID at various systems
- Terminated employee are checked against a Master list to know which branch/ systems access has been granted.
- Manually performed the ID deactivation at respective systems.
- Update the task with status and date in the Master records.
- Monthly checking or validation to ensure terminated employees have no more access to internal systems
Automated Process with OrangeWorkforce RPA:
- Bot login to HRMS system to generate and download the resignation list daily.
- Bot compare resignation list to Master employee record to know what systems access has been granted to the employee.
- Bot login to various systems as indicated in the search result to perform the ID deactivation.
- Bot will go to a maximum of 5 different systems to perform the ID deactivations steps
- Bot update the deactivation status in the list, with date of completion task.
- Bot upload the list to SharePoint at the end of processing and email to PIC.
- Bot will skip at system where the access is unavailable (high volume assessibility) and retry at another scheduled time.
Results After OrangeWorkforce RPA:
- 4 hours saving daily of manpower
- Fully automated process daily and no overlooked on system access deactivation after the employee has resigned/ terminated
- Elimination of security risk and potential breach of confidentiality
