Xebia - Asset Management post Employee Resignation

Asset Management post Employee Resignation

Use Case Description

Last Working Day Reminder is a Use-Case in which the asset management team with HR sends out reminder emails to the employee in regards to the return of company assets back to the company.

Problem Statement: In a big organization it’s a hassle for the Asset management team to track down assets for employees that are leaving the company.

Solution:
HR team sends out an email to the Asset Management team informing the team that X named employee is having his/her last working date. This email is read by the bot machine and feed into a SQL database. The team also has a DB that contains all the assets that is been issued to the employee. Bot waits for the employee’s last working day and a reminder email is sent out from the asset management team with all the assets that need to be returned by the employee at prior 5 days using the it’s existing Database.
A follow-up mail is sent to the user at his last working day in case the assets aren’t recorded back to the team. The assets if retrieved are received the team sends a confirmation mail to the bot machine who removes the assets against the user.
If any assets is left out or the team hasn’t got the assets on the last working day also, a reminder mail is again sent to the employee keeping his/her manager in the loop.
In case even after the resignation date of the employee, the assets aren’t received back, the bot escalates the reminder mail to the manager and his higher manager with HR and passes in the information that the following assets aren’t received back.
In case the assets aren’t received in the next 10 days, a final reminder mail is sent out to the manager and his higher manager with the HR and finance team so that action in FNF of the employee can be taken.

Frequency of run - Every Day
FTE saved - 5-7 FTE Saved
Time for execution - 5 minutes
Pros - Assets tracking at the best optimal level with scope of manual error decreased

AS-IS WORKFLOW, TO-BE WORKFLOW

Asset Management for Resignation Employee.pdf

Other information about the use case

Industry categories for this use case: HR, Information Technology and Services, Operations

Skill level required: Intermediate

UiPath Products that were used: UiPath Studio, UiPath Action Center, UiPath Assistant, UiPath Orchestrator

Other applications that were used: SQL, Excel, Outlook

Other resources: Components Used:

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What is the top ROI driver for this use case?: Minimize risk and ensure compliance in operations