How to automate your HR processes through readily available tools such as Microsoft Power Automate

23 Aug 2023

Published in: Member News

In today's ever-evolving business landscape, numerous tools promise to revolutionise HR processes. However, many of these solutions come with additional costs, complex integration setups, and inherent limitations.

Microsoft Power Automate offers a distinct advantage by being an inherent part of your Microsoft subscription. This means you can harness its capabilities without incurring extra expenses or adding another software layer to your operations.

Moreover, when configured correctly, Power Automate ensures data security, as it operates within your tenant, eliminating the risk of sensitive information leaving your organisation. This built-in solution not only optimizes HR processes but does so seamlessly, making it an invaluable asset in the pursuit of efficient and secure operations.

Here are some steps and processes that can be easily automated:

• Onboarding Document Collection and Verification: Power Automate can be utilised to send out welcome emails to new hires, containing links to forms for documentation collection and verification. The forms can be connected to storage solutions like OneDrive or SharePoint, ensuring all necessary documents are securely collected.
• Onboarding IT Setup: Automate the provisioning of IT resources for new hires, such as email addresses, network credentials, and access to relevant software. Integration with Active Directory and other IT systems ensures a smooth IT setup process.
• Onboarding Training and Orientation: Set up automated reminders for training sessions, orientations, and introductions to company policies. This helps ensure that new employees receive the information they need at the right time.
• Cross-boarding Role-Specific Training: Automate the delivery of role-specific training materials to employees who are transitioning to new positions. This ensures they are well-prepared for their new responsibilities.
• Cross-boarding Access Management: Streamline the process of adjusting access permissions for employees moving to different teams or departments. Power Automate can handle access requests and permissions adjustments seamlessly.
• Offboarding Access Revocation: Automatically revoke access to company systems and data upon receiving notice of an employee's departure. This prevents unauthorised access and data breaches.
• Offboarding Exit Surveys: Send out automated exit surveys to departing employees, collecting valuable feedback to improve the organisation's processes and work environment.
• Offboarding Knowledge Transfer: Facilitate the transfer of knowledge by automating the process of archiving and sharing project-related information before an employee leaves.

Implementing automation with Power Automate involves several key steps:

1. Identify Processes: Start by identifying the HR processes that can benefit from automation. Focus on tasks that are repetitive, time-consuming, and prone to errors.

2. Design Workflows: Work closely with your IT Manager to create workflows within Power Automate. Your IT staff will need you to define the sequence of actions and conditions for each process (workflow). Power Automate offers a user-friendly interface for designing workflows without the need for extensive coding making it a great tool for all IT staff.

3. Integration and Testing: Your IT Manager will integrate Power Automate with other Microsoft 365 tools and systems that are part of your HR processes. They will test the workflows thoroughly to ensure they function as intended.

4. Training and Rollout: Your IT Manager will then provide training to HR staff on how to use and manage automated workflows. We advise you to roll out the automated processes gradually to ensure a smooth transition.

If you require assistance in automating your HR processes, Vantage 365 is ready to support your IT department every step of the way. Feel free to contact us for further guidance and collaboration. Your journey towards streamlined and efficient HR operations begins with a simple connection.