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AF Global

United States · Healthcare

Thousands of HR files. Three systems. Consolidated in 24–48 hours per system.

Robotic process automation consolidated personnel documentation from three HR systems without the HR team migrating each file by hand.

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Operating model

HRIS 1HRIS 2HRIS 3DigitalPhysicalRPACONSOLIDATEDREPOSITORY

Client

Next Level Urgent Care

Houston, Texas · United States

  • RPA
  • Document Management
  • Process Automation
~3,000
employees
24–48 h
per system migrated
3
HR systems consolidated
1000s
personnel files processed

The operational challenge

What was actually happening in the operation.

  • 01

    Next Level Urgent Care had grown from a small organization into a multi-site healthcare company.

  • 02

    Employee information was distributed across three different HRIS systems, digital repositories and physical personnel files.

  • 03

    The HR team was small, and manually consolidating the information would consume significant operational capacity.

Before

How the process operated before AF.

  1. 01

    3 HRIS systems

    Employee records held in separate platforms

  2. 02

    Digital repositories

    Documents stored outside HRIS

  3. 03

    Physical files

    Paper personnel folders

  4. 04

    Manual consolidation

    File-by-file work by a small team

What AF changed

Not a technology list — a change in how the work runs.

AF implemented robotic process automation to support the extraction, transfer, validation and consolidation of employee documentation from the different HR systems.

  • People

    • The HR team supervises the migration instead of executing it file by file.

  • Documents

    • Personnel documentation is classified and consolidated in one controlled location.

  • Systems

    • The existing HR systems remain in place; the robot interacts with them.

  • Automation

    • Repetitive extraction and validation work runs as an automated process.
  • Automated extraction from each HR system
  • Document transfer and classification
  • Validation rules over each file
  • Consolidation into a controlled repository

Operating model

How the solution works end to end.

  1. 01

    HR system

  2. 02

    Automated extraction

  3. 03

    Validation

  4. 04

    Consolidated repository

  5. 05

    HR review

Schematic

HRIS 1HRIS 2HRIS 3DigitalPhysicalRPACONSOLIDATEDREPOSITORY

Measurable impact

Verified figures only.

~3,000
employees
24–48 h
per system migrated
3
HR systems consolidated
1000s
personnel files processed

Growth had left employee information spread across three HR platforms plus digital and physical archives. Consolidating it manually was possible, but it would have absorbed the capacity of a small HR team for an extended period.

Automation changed the unit of work. Instead of moving one file at a time, the HR team defined what had to be extracted, validated and consolidated, and the robot executed it system by system — approximately 24 to 48 hours for each one.

What this demonstrates

Capabilities another operation can apply.

Each organisation's context is different, so this describes demonstrated capability — not a result another company will reproduce identically.

  • High-volume document processing without replacing core HR systems
  • Legacy-system interaction through robotic automation
  • Ability to scale repetitive operations without scaling headcount
  • Traceability across people, documents and systems

Related capabilities

More evidence

Other success stories.

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