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varolio

AI for HR & people operations

Make the first day readyKeep the paperwork moving

Connect employee requests, onboarding documents, approvals, and service tasksFind the administrative handoffs that slow people down, then deliver AI with scoped access and human reviewConnect employee requests, onboarding tasks, and approvalsAutomate routine coordination with scoped access and human review

Find your first AI opportunitySee the workflow

Start with your operationNo defined AI use case needed

Two office employees reviewing documents and a laptop.
HR & people operationsThe work behind the workflow

The work

Connect employee requests, onboarding documents, approvals, and service tasksFind the administrative handoffs that slow people down, then deliver AI with scoped access and human review

The evidence

  • Onboarding checklist
  • Equipment request
  • Manager approval

The first measure

Time to onboarding readiness

01Reconstruct

One case for the work around an employee

Connect the relevant request, checklist, owner, and approval statusLimit access to the information each workflow actually needsConnect employee requests, checklists, owners, and approvals, with access scoped to each workflow

Records from several systems converge into one reconstructed case

The operational footprint

Case intelligence

Onboarding Case

ONB-0216

Reconstructed
Owner
People operations
Current blocker
Equipment approval pending
Next step
Prepare the onboarding handoff
  1. Record
  2. Update
  3. Current state

Evidence 03

Current blocker

Equipment approval pendingThe next step is assigned to people operations

02Find the friction

Find the waits between teams

Trace where onboarding and employee service requests pause between HR, IT, managers, and financeStart with repetitive administration that has a clear ownerFind where requests wait between HR, IT, managers, and finance

Process mining · 147 onboarding cases · last 90 days

Stage

Stuck

Approval

132 of 147 onboarding cases reached this step

To get here
3.4d · usually 0.9d
Slowest tenth
9d+
Hit an issue here
31%
Went back here
23 times

Waiting for

hiring manager 78%us 22%

Where they go next

  • ↺ Documents27%
  • Ready73%

03Deliver

Move the administration forward

Agents can gather missing forms, prepare reminders, and route service tasksEmployment decisions remain with your people, under your policiesAgents gather forms, prepare reminders, and route tasksEmployment decisions remain with your people, under your policies

The same context, evidence and controls, from discovery into execution

AI delivery workspace

Customer-specific solution

Prepare the onboarding handoff

Case contextAgent skillsAction rules
Operational object
Onboarding Case
Actions
Collect evidence, check requirements, route review
Boundary
Sensitive decisions follow your approval rules
Success measure
Time to onboarding readiness

A defined workflow built on your operational model

Examples from live deployments

Where it shows up

Six places this work pays back first, each measured in productionYour own numbers come from the map of your operation

  • Onboarding

    Contracts, equipment and access ready before the first day

    Time back per person
    up~6 hrs/wk

  • Employee service requests

    Every request owned on a timer, from the first email to a resolution

    Exception to owner
    DaystoMinutes
    Resolved without escalation
    85%

  • Document collection

    Certificates, forms and renewals collected without manual chasing

    Time back per person
    up~6 hrs/wk

  • Benefits & agency invoices

    Agency, benefits and training invoices matched before payment

    Invoice lines auto-verified
    ~95%
    Duplicate payments
    down98%

  • Access & offboarding

    Access granted and revoked on time, with every step recorded

    Exception to owner
    DaystoMinutes

  • Leadership

    Every team, location and request type; the cause, not the symptom

    Live exposure total
    Per team

Value you can account for

See the opportunityMeasure the improvement

Agree what matters before deliveryThen connect the change in the operation to the evidence behind the resultSet the baselineMeasure the changeVerify the value

Example measure

Time to onboarding readiness

Defined together, before deployment

The measurement agreementEvidence first
  1. 01

    Establish the baseline

    Count the work before the solution is deployed

    Cases, effort and waiting time

  2. 02

    Observe the change

    Compare equivalent cases over an agreed period

    Volume, mix and adoption

  3. 03

    Validate the benefit

    Separate time freed from savings actually realized

    Confirmed operational outcomes

  4. 04

    Account for the cost

    Include delivery and ongoing operating costs

    Net value, with assumptions

Validated benefit−Total cost=Net value

The foundation

Your first improvement is a starting point

Each deployment builds on the same operational modelExtend into adjacent workflows as priorities, evidence and readiness allow

Explore the five connected layers

Your next improvement

Which people processes need less chasing?

Let’s explore the coordination behind employee requests and onboarding, and where routine work could be reducedLet’s explore employee requests and onboarding coordination

Find your first AI opportunity

No systems need to be connected for the first conversation