The client is a reputed IT company with over 30 years of experience, delivering high-end BI and technology services to global businesses. They demonstrate a strong commitment to quality and service excellence and are considered one of the trusted Microsoft Partners in the market. A case of how smart automation resolved portal login delays and OTP verification issues.
The Client
The client is a premier provider of human capital services, catering to both public and private sector firms across Saudi. With a workforce exceeding 10L employees, they support industries such as travel and tourism, hospitality, IT, banking, healthcare, and facility management. Their comprehensive HR solutions cover workforce outsourcing, talent acquisition, and compliance-driven strategies, providing manpower support to meet evolving business demands.
Challenges Faced by the Client
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Organizations that employ foreign nationals must regularly update employees’ residency and work permit status on official government systems. These updates ensure compliance with local labor laws and prevent operational or legal setbacks. For this client, updating high volumes of employee records (especially during peak hiring seasons) was becoming increasingly complex and time-consuming:
- High-Volume Updates: 10,000+ IDs are manually updated daily in their internal HR system, leading to frequent inconsistencies in data entry and government portal synchronization.
- Portal Login Delays: Each portal login required a one-time password (OTP), which had to be entered manually, slowing down large-scale update processes.
- Slow Data Retrieval: Verifying employee status required searching individual IDs one by one, leading to major time inefficiencies.
- Excel File Handling Issues: Managing large datasets caused Excel to freeze or crash, making bulk record management a technical challenge.
- Bulk Upload Errors: The system frequently encountered file formatting errors or data duplications, leading to unsuccessful updates and repeated manual interventions.
- Data Inconsistencies: Residency status in the government portal did not always match the internal system, leading to confusion and compliance gaps.
Solutions
To address these challenges, we implemented a series of automation workflows with Microsoft Power Automate and RPA tools:
- Automated OTP Handling: We developed a retry logic to auto-submit OTPs and reattempt failed logins within a set time, eliminating the need for human authentication.
- Batch Processing for Faster Data Retrieval: An RPA bot checked multiple employee IDs at once using batch processing, speeding up searches rather than one-by-one lookups.
- Excel Performance Optimization: By integrating high-performance Excel libraries and batch-writing logic, large files could be processed and exported without system lag or crashes.
- Pre-Validation for Bulk Uploads: A pre-validation system checked file structure, format, and completeness before uploads. This significantly reduced failures from missing fields or duplicate records.
- Automated Status Validation: Residency data is now auto-validated and synced between the internal and government systems.
Solutions Benefits
- Fully Automated Reports: The solution automated the generation of Project Costing Reports, increasing productivity by up to 30%.
- Direct Data Source Integration: All data sources were directly connected to the reporting solutions, eliminating even minor numerical errors.
- Efficiency Improvements: The client’s operational efficiency increased through automation and redirected their efforts to more strategic activities.
- Cost Reduction: Automation led to cost savings by optimizing resource utilization and reducing the potential for financial errors.
Conclusion
Manual updates to residency status caused delays, inconsistencies, and compliance risks for this organization managing a large foreign workforce. By automating data retrieval, validation, and bulk updates, we closed process gaps, reduced human errors, and ensured real-time sync between internal and regulatory platforms. At UB Technology Innovations, Inc., we empower HR leaders with Power Automate solutions that accelerate workforce management with zero administrative overhead.
