Industry:
Mining
Department:
Human Resources
Process:
Employee Onboarding & Offboarding
Same-day
onboarding vs 1-week delays
18
man-days saved monthly
85%
faster processing
Client Overview
Our client is a large natural resources company with operations in India, Africa, Ireland, and Australia. They have multiple subsidiaries working in Oil & Gas, Zinc, Lead, Silver, Aluminum, Iron Ore, Steel, Copper, and other natural resources. The company is committed to reducing carbon emissions to zero by 2050.
The Challenge
The client was handling employee onboarding and offboarding manually, which created major problems. Each new hire or departing employee’s paperwork had to go through multiple departments for approvals, system access, and credential management. This manual process was slow, used up a lot of resources, and led to frequent mistakes.
The HR team had to coordinate with IT, facilities, and department heads to make sure all systems were updated, access was given or removed correctly, and compliance needs were met. Without automation, even simple tasks like creating email IDs, giving system access, or removing credentials needed manual work across multiple platforms.
Key issues in the earlier process:
- Manual work taking up too much time and resources, with low productivity from repetitive tasks
- Frequent errors in giving and removing system access, risking compliance and security
- Poor coordination between HR, IT, and departments causing delays and gaps
- Long wait times of 1 week to onboard new employees or process exits
- Security risks from delayed access removal when employees left the organization
The Solution
The client chose RPATech to automate their HR processes. After studying how onboarding and offboarding worked, RPATech built a complete automation solution to handle the entire process from start to finish.
Key aspects of the solution:
- Bot receives onboarding/offboarding requests automatically via email
- Automatically creates AD IDs, email IDs, and assigns licenses in Microsoft servers
- Gives new employees access to the right applications based on their role
- Adds employees to SAP system and updates all records
- Sends automated alerts to stakeholders for asset collection and data backup
- For offboarding, removes emails, deletes user details from SAP, removes access rights, and changes passwords
- Connects IT systems, HR platforms, and approval workflows smoothly
The Outcomes
- Reduced onboarding from 1 week to same-day completion with 85% faster processing across all workflows
- Saved 18 man-days monthly, freeing HR team for strategic activities like talent development and culture building
- Zero errors in credential management and access provisioning, eliminating compliance risks
- Enhanced security with timely access revocation during offboarding, closing all security gaps
- Higher employee satisfaction and lower turnover driven by smooth, professional onboarding experiences
