How RPA improves Payroll in Pytloun Hotels

Issue

Payroll at Pytloun Hotels was a lengthy, tedious process with a high level of possible errors due to multiple variances.

What did payroll involve?

Each hotel manager had to fill in numbers of worked hours and holidays taken for each employee in an attendance sheet including split shifts, which are calculated differently.
The HR department had to manually check and insert all data into two predefined general Excel sheets to be able to process salaries, bonuses and holidays.
This job took 2-3 days.
Finally, when salaries were calculated, the data had to be transferred to the ERP payroll system POHODA.

Manual work was minimised, errors reduced and 2-3 days of work saved by the following process automation:

The Robot runs once a month during the night and checks all general sheets for each employee in every hotel.
According to a name, the Robot finds the correct attendance sheet, checks number of worked hours, shift and holidays taken and sorts them into correct columns in both general sheets.
If an employee’s shift changed, this variation is noted and hours calculated accordingly.
When the Robot processes data of all employees, it opens ERP system POHODA and inserts salary calculations.
When the HR team arrives in the morning, they just double-check if the reports were processed correctly and carry out a manual check in ERP system POHODA and start with the payroll process.