We've seen organizations all over the planet take their manual processes, the
ones that are prone to error and really slow down work and
automate them. Now while this automation is achieved with Microsoft technology
the beauty of what you're gonna see is that many times the solutions that our
technology is connecting with aren't built by Microsoft and many times those
are actually built by our customers themselves, those internal homegrown
solutions that they have and by taking these solutions and building new
processes around them and automating work, we're seeing organizations bringing
to life their existing investments or modernizing them in ways they've never done
before and you can take these complex challenges and deliver simple solutions
at little or no cost at all. Let me share a great example with you from one of
your peers in the UK. You're gonna hear from HAVI next and they're roughly a
10,000 person organization, who like many of us, struggle with the employee
pre-boarding process and by that I mean everything that happens from the moment
where they offer a new contractor a job and everything that goes on behind the
scenes to make that person ready, get them into the systems, order a laptop,
have an email address, so they can start work on day one when they enter the
company. Now check out this quick clip from HAVI and then I'll show you exactly
how they delivered what you're about to see.
HAVI is located all over the world, we about nine to ten thousand employees.
We tend to use a lot of freelancers. With that comes a lot of paperwork with the
on-boarding. The problem with a manual process is the accuracy of the data. We
have to find better ways of on-boarding people. You quickly saw the advantage and
the potential of Teams and the power apps. By automating document processing
we can speed up all paper-based processes that we have. Before, the
registration process will take two weeks, now we managed to reduce the time to
less than 40 minutes. Microsoft Teams is allowing us to
centralize many of the operations up to SharePoint and messaging voice
communications. Now we have all those forms all those document in one central
place and that central place is Teams. We use Teams all over the world.
Possibilities are exciting for the future. Teams is here to stay.
Okay so as you can see that was a great example of an organization bringing to
life and modernizing their existing investments that they've built
internally. Let's go ahead and go behind the scenes here and see exactly how
HAVI delivered what you just saw. So what I'm going to show you first is what
they were doing before the solution was implemented that you saw in the video
and what was happening is the HAVI HR rep was sending an email out to the new
contractor congratulating them on receiving a job with HAVI and asking
them for some personal information so they could go ahead and get that person
ready to go on day one, order them a laptop, get them an email address etc. and
so to kick start that process the HAVI HR rep would manually input that new
contractor's information into various internal systems and then they'd send
out an email to their peers and different business groups asking them to
do the same thing in their systems and when they received a response, they then
respond back to the HAVI HR rep that they completed the process. So as you can
imagine a lot of manual data entry from multiple people and this process, best
case, would take five to six hours to complete but the reality of the
situation was that along this process something broke down often and what
happened is either somebody missed the email request or they incorrectly input
the information, whether it was a misspelled name, whether it was a wrong
tax ID, incorrect date of birth etc. and it would restart the process and so the
reality is the average time it took to complete this new hire process was two
to three weeks which put this person in jeopardy of starting on day one or even
their full week one sitting in a boardroom with nothing to do. That's a
potential serious turnover challenge right there. So let's talk about what
HAVI did in order to fix this solution and the process now started the same way
is the HR rep would congratulate the new contractor, they'd send back some
personal information, but here's where it changed. Instead of the HR rep manually
inputting that information into HAVI's internal HR systems, that person would
would deliver the single and only manual data entry here into the power
application and you saw a glimpse of it in the video and the beauty of this
power application in essence it's really just a form to receive this information
and it's powered by a solution we have called Power Automate or Flow and Flow
automates the sending of that information into these various systems.
So now there's only one manual data entry, which happened right here, and as a
result this process that average case took two to three weeks best case took
five to six hours now only takes 40 minutes. So here's the beauty of this
situation, this person now starts on day one ready to go, these people are no
longer stressed putting out fires trying to get all these new hires into the
system, and they can react as a reactor, excuse me, as a proactive service desk
rather than a reactive support desk. Now in case it wasn't clear what happened
the power app was simply collecting the data, in this case the new hire's
information, and once the HAVI HR rep hit submit, that triggered
Flow and Flow was simply determining where that data was being sent and in
this case that was into all the different internal HAVI HR systems. Now
most people want to know how long does this take? Is it a very technical etc.? What
you're seeing right here is this was all created with a seven step Flow run book,
no coding, so seven steps to this process no coding and HAVI has been kind
enough to share it with us, so go ahead and check that out, that's a direct link
right there to get access to their run books you can see in leverage in your
own organization. Last thing I want to say, we all struggle with this stuff. This
isn't just about employee on-boarding. This is about automating inefficient
manual processes and when I was in retail banking, I would have loved to
have the ability for my bank loan officer to send a new loan application
to a client, or a potential client, they could fill out that information and
rather than that person having to reach out to the underwriter, the loan processor,
or all these people separately who then put it into their own systems, we could
have had one data entry into a power application, it could have automated
sending that new loan application into all these systems and ultimately you get
this person a response on their loan application much more quickly. So I'd
encourage you to think about where in your organization could you trim down
some of these manual processes that are slowing down your business and automate
them, allowing these people to become more service desk oriented.