Automated HR Reporting Processes for a Leading Oil and Gas Company

HR reporting is critical for large oil and gas enterprises as it provides essential insights into workforce trends, compliance, and operational efficiency. This enables data-driven decisions that support strategic planning and resource allocation. Additionally, effective HR reporting helps manage employee performance, retention, and development, all of which are important to recruit and retain a skilled workforce in this highly competitive and safety-sensitive industry.

Client Brief

TThe client a leading global oil and gas company, known for its technological innovation in meeting global energy demands, was facing inefficiencies in the reporting process within its human resource (HR) department. The reporting system, which produced and delivered over 5,800 periodic and static reports for recruitment, onboarding, and other HR processes, was inconsistent, dependent on manual data entry, and prone to errors. This negatively impacted the customer satisfaction scores (CSAT) due to escalations resulting from inaccurate or delayed reports.

With global reporting functions spread across two key regions — Buenos Aires (BA) for the Middle East and North America, and Bangkok (BK) for Asia-Pacific and Europe operations — an inefficient reporting system hindered effective decision-making and created unnecessary administrative burdens for HR personnel.

Challenges

There were several inefficiencies in the client’s HR processes. Uneven task allocation and inadequate workload balancing had led to low resource utilization. Manual extraction and analysis of employee data made it difficult to generate accurate reports for quick decision-making. Analysts were spending huge amounts of time to manually generate worksheet-based reports instead of focusing on strategic activities. Technical challenges and data governance issues caused increased service level agreement (SLA) violations delaying report generation.

Further, there were data inconsistencies due to a lack of process documentation or standard operating procedures (SOPs). Manual delegation of tasks led to inefficient communication between departments causing delays in information sharing, and inefficiencies in team collaboration.

Mitigating these factors was essential to optimize operations and reduce report generation lead time.

Infosys Solution

Infosys outlined an agile framework to provide data insights into key HR functions and initiated the Six Sigma Black Belt project to standardize the reporting process.

The team applied the scrum methodology to streamline reporting, which included daily meetings to discuss backlogs, progress, and challenges. Report generation was automated using PowerQuery to save time and eliminate data inconsistencies. Analysts were trained in Power BI, VBA, and advanced MS-Excel for even distribution of reports and to realign work for maximum efficiency.

Infosys established SOPs for recruiting, onboarding, and training which resulted in standardized reporting. A VBA tool was built for quality control audits within the team to ensure data governance. Finally, the Infosys team instituted a monthly calendar of deliverables that is prepared at the beginning of each month and shared with the internal quality team to ensure seamless communication and complete accountability.

Business Benefits

As a result of the automation of HR reporting and the introduction of SOPs, the client was able to realize the following benefits:

• Saved 30% effort by automating 70% of the periodic reports
• Achieved approximately 99.9% accuracy for report generation and SLA adherence for timeliness
• Automation of manual tasks freed up time, reduced errors, and resulted in 40% productivity improvement
• Increased the number of reports being generated from 5800 to 6900 due to better visibility and automation
• Realized 20% reduction in full time employees for three years of contract

Sriram Sundar, VP & Business Head- Energy Core, Infosys