- API Integrations, Artificial intelligence, Intelligent Document Processing, Robotic Process Automation
Streamlining Job Vacancy Management in Operations with AI-Driven Automation
Background
Headfirst Group, a European leader in workforce solutions, is renowned for its innovative approach to connecting over 25,000 individuals daily through a blend of cutting-edge technology and a personal touch. The company’s platform, Striive, handles approximately 40,000 talent requests annually, where recruiters match top talent with client needs. Despite its success, Headfirst Group faced significant challenges in processing and posting job vacancies, a task traditionally managed by recruitment assistants through manual entry.
Challenges
The manual process of entering job vacancies into Striive was time-consuming, repetitive, and prone to human errors. Recruitment assistants had to process a large volume of talent requests, entering details into 56 different fields across 70 request types. This tedious task not only slowed down the time-to-market for talent requests but also diverted staff from more strategic, value-added activities. The inefficiency of manual processing posed a risk to Headfirst Group’s commitment to delivering timely and accurate workforce solutions, taking a robust and automated solution.
Solution
To address these challenges, Headfirst Group collaborated with Ciphix to develop and implement Benthe, a digital employee exemplifying Hyperautomation. Benthe leverages Intelligent Document Processing (IDP), Artificial Intelligence (AI), Robotic Process Automation (RPA), and Application Programming Interfaces (APIs) to automate the entire process of job vacancy posting. Operating 24/7 without breaks, Benthe parses emails with attachments, categorizes them accurately, and inputs vacancy details into Striive with exceptional precision.
Benthe’s workflow is designed to handle complex document understanding and data entry tasks with remarkable efficiency. Using AI-supported Intelligent Document Understanding, Benthe can accurately parse and interpret various document formats, extracting relevant information and categorizing it according to 70 different request types. This information is then entered into Striive across 56 specific fields, ensuring consistency and accuracy. Benthe’s integration with APIs further streamlines the data flow between email systems and the Striive platform, enhancing overall operational efficiency.
Implementation
System Integration: Benthe was integrated with Headfirst Group’s existing email and Striive systems, enabling seamless data flow and real-time processing of job vacancies.
AI Model Training: AI models were trained to understand and categorise various document types, enhancing the accuracy of Intelligent Document Processing.
Workflow Automation: RPA was utilized to automate repetitive tasks, such as data entry and categorisation, ensuring that Benthe could operate continuously without human intervention.
Testing and Validation: Extensive testing was conducted to validate Benthe’s accuracy and efficiency. Feedback from recruitment assistants was incorporated to refine the system.
Training and Support: Training sessions were provided to recruitment assistants to ensure they could effectively collaborate with Benthe and leverage the new system’s capabilities.
Key features
Intelligent Document Processing
Benthe leverages AI to parse and interpret various document formats, extracting and categorizing relevant information with high accuracy.
Automated Data Entry
Using RPA, Benthe automates the entry of vacancy details into Striive, significantly reducing the manual workload and eliminating human errors.
24/7 Operation
Benthe operates continuously without the need for breaks, ensuring that job vacancies are processed and posted in real-time, enhancing the speed and efficiency of recruitment operations
Seamless System Integration
APIs enable seamless data flow between email systems and the Striive platform, ensuring consistent and accurate data entry.
Impact
The introduction of Benthe has changed Headfirst Group’s operations, reducing the time-to-market for talent requests by 95%. This significant efficiency gain has freed recruitment assistants from repetitive manual tasks, allowing them to focus on strategic, value-added activities. The automation of job vacancy processing has not only streamlined operations but also enhanced job satisfaction by balancing workloads and reducing the risk of errors. This transformation underscores Headfirst Group’s commitment to leveraging digital solutions to improve operational efficiency and create a more satisfying work environment.
