HR Offboarding Automation Case Study

This case study focuses on a successfully implemented HR offboarding automation solution designed to support employee termination and offboarding document preparation.

The process was initially implemented for Costa Rica HR offboarding requirements, with potential expansion to other LATAM countries due to the business impact and repeatable automation structure.

The automation helped transform a manual, calculation-heavy, and document-intensive HR process into a more structured, consistent, and scalable workflow using Power Automate, Power Automate Desktop, Excel, VBA Macros, Workday report data, SharePoint, and Word templates.

Industry: Pharmaceutical / Life Sciences
Business Area: HR Operations / Associate HR Services
Solution Type: Power Automate + Power Automate Desktop RPA + Document Automation
Use Case: Employee Offboarding Document Generation and Calculation Support
Country Scope: Initially implemented for Costa Rica, with potential LATAM expansion
Technologies: Power Automate, Power Automate Desktop, Excel, VBA Macros, Workday, SharePoint, Word Templates
Input: Process owner-selected employee spreadsheet and Workday report export
Output: Finiquito / employee settlement letter, FCL-related employee document, and termination or restructuring document
Storage: Generated Word documents saved in a specific SharePoint folder
Users: Two Associate HR Services users on a weekly basis
Execution: Manually triggered by the HR user
Review Process: Human-in-the-loop review by HR expert before final approval
Result: Reduced monthly manual effort by 20+ hours and improved calculation consistency across required offboarding calculations 

Employee offboarding is a sensitive HR process that requires accuracy, consistency, and proper review.

In many organizations, offboarding workflows require HR teams to collect employee information, validate employment details, calculate remaining amounts, prepare country-specific documents, and ensure that all final documents are ready for expert review.

When this process is done manually, it can be time-consuming and error-prone, especially when multiple calculations, document templates, employee records, and approval steps are involved.

For HR Operations teams, automation can help reduce manual effort while improving process consistency and keeping HR experts responsible for final validation and approval.

Before automation, Associate HR Services users had to manually review employee offboarding information, confirm employee data, extract Workday details, perform required calculations, and prepare multiple Word documents using predefined templates.

The manual process typically included:

• Selecting the correct employee spreadsheet
• Reviewing employee information from the spreadsheet
• Extracting employee details from Workday report data
• Confirming employee ID, salary, manager, start date, and end date
• Calculating remaining vacation days
• Calculating compensation and other pending benefits
• Preparing country-specific HR offboarding documents
• Selecting the correct termination document based on the reason for termination
• Creating Word documents manually from approved templates
• Saving final documents to the correct repository
• Reviewing and validating all amounts before final approval

Because the process required several manual calculations and document preparation steps, occasional errors could occur before automation.

The HR team needed a faster and more consistent way to prepare employee offboarding documents while maintaining control over final review and approval.

The challenge was not only document generation. The process required accurate calculations, correct use of employee data, proper template selection, and validation by HR experts before the documents could be finalized.

Key challenges included:

• Manual preparation of multiple offboarding documents
• Multiple required calculations per employee
• Risk of calculation errors
• Manual Workday data review through report exports
• Manual use of Excel and Word templates
• Country-specific document requirements
• Need to select the correct document based on termination reason
• Need to save final Word documents in the correct SharePoint folder
• Need to keep HR experts responsible for final review and approval

The process needed to become faster, more consistent, and easier to scale while preserving HR control.

RAM Solutions implemented an automation solution using Power Automate, Power Automate Desktop, Excel, VBA Macros, Workday report data, SharePoint, and Word templates.

The process starts when the HR user manually runs the bot and confirms the spreadsheet related to a specific employee offboarding case.

The bot extracts the employee information from the spreadsheet and uses Workday report data to validate important employee details such as employee ID, annual salary, manager information, employment dates, and other required fields.

Using a combination of Power Automate Desktop, Excel, and VBA Macros, the bot calculates required offboarding values, including remaining vacation days, compensation, and other pending monetary benefits.

Once the values are calculated, the bot uses predefined Word templates stored in SharePoint to generate three documents:

1. Finiquito / employee settlement letter
2. FCL-related employee document
3. Termination or restructuring document, depending on the employee termination reason

The generated Word documents are saved in a specific SharePoint folder, where the HR expert can review, validate, and approve them before final use.

The solution supported the offboarding document preparation workflow while keeping the HR expert in control of final validation and approval.

The automation followed a structured workflow designed to reduce manual work while improving calculation consistency and document preparation.

Employee File Selection → Employee Data Extraction → Workday Data Review → Calculation Logic → Template Processing → Word Document Generation → HR Expert Review

The automation reduced monthly HR offboarding effort by more than 20 hours, depending on the number of employees being offboarded.

Beyond time savings, the solution also improved calculation consistency across the offboarding process. Before automation, the process included several manual calculations and occasional errors. The bot helped standardize the logic across approximately 10 required calculations, supporting more accurate document preparation before HR expert review.

20+ hours saved per month → Improved calculation consistency across HR offboarding documents

The automation helped the HR team reduce repetitive manual work, improve document preparation consistency, and create a more scalable process for employee offboarding support.