Opportunity for change
Manual, repetitive processes across Finance (FIN), Human Capital Management (HCM), Supply Chain, and other enterprise functions created inefficiencies, delays, and administrative burden.
Critical tasks such as invoice routing, journal entry validation, mass data loads, and payroll reporting required extensive manual effort, leading to errors, slower cycle times, and operational risk.
Providence needed automation to streamline complex enterprise workflows, eliminate rework, and improve accuracy while freeing caregivers and administrative teams from high-volume manual tasks.
Context
When workflows pile up, progress slows down.
Before automation:
- 45,000+ non-PO invoices per month required manual requester identification
- 150–200 duplicate invoices per day needed manual hold or cancellation
- 200 purchase requisitions per day required manual review
- 200–500 invoice withdrawals and resubmissions occurred weekly
- HR mass validations and position changes were slow, error-prone processes
- Payroll teams manually sorted biweekly union reports for ~80 unions
- Badge synchronization required manual validation and data loading
- Finance teams handled month-end correction journals, lease reclassification, and asset coding manually
The volume and repetition created delays, compliance issues, and financial discrepancies, impacting accuracy and speed across the enterprise.
Our approach
Providence deployed Robotic Process Automation (RPA), Test Automation, and Agentic AI Automation to streamline complex ERP workflows, deliver faster, error-free operations, and reduce administrative burden.
Automation Footprint
- 73 Process Automation Bots across REH, FIN, HCM, saving 74.4K hours a year.
- 255 Test Automation Bots, cutting 5,500 hours of manual testing annually.
- 62 new automation opportunities under review.
- Agentic AI Automation enabling autonomous decisions and workflow
Transformative outcomes
Cost savings
- Reduction in manual effort, rework, and financial discrepancies, leading to 70% fewer accounting errors and over USD 20 million in discrepancy resolution.
- 40% faster supplier payments, preventing over USD 5 million in potential payment errors.
Productivity boost
- 25% faster human capital management (HCM) mass data loads for salary, position, and transfer updates, saving over 4,000 hours per year.
- 10% faster monthly financial close, saving 250 caregiver hours each month.
Better decisions
- 15% improvement in inventory valuation accuracy through automated cycle counting.
- 40% faster decision-making by automating cash audit reporting, enabling timely and accurate insights.
Enhanced Caregiver experience
- 20% faster onboarding for new hires and contingent workers.
- Same-day delivery of union payroll and human resources reports, improving transparency and trust.
Improved supply chain management
- 8,500 hours saved annually by automating non–purchase order (non-PO) invoice routing and approval for 45,000+ monthly invoices, improving on-time payments and reducing credit-hold risk.
- 3,300 hours saved annually by automating the handling of 150–200 duplicate invoices per day, improving accuracy and turnaround time.
- 400 hours saved annually by automating purchase requisition returns for 200 requisitions per day, improving validation and processing.
- 1,000 hours saved annually by automating invoice withdrawal and submission, resolving 200–500 weekly invoice issues with robotic process automation (RPA) bots.
Better Human capital management
- 7,500 hours saved annually through automation of human resources mass validation and upload, improving accuracy and processing speed.
- 1,950 hours saved annually by automating position-change and new-position approvals, improving compliance and decision-making.
- 300 hours saved annually by automating vendor union report processing for approximately 80 unions, ensuring accurate biweekly payroll reporting.
- 360 hours saved annually by automating caregiver badge-number validation, supporting real-time monitoring and better compliance.
Finance Outcomes
- 3,400 hours saved annually by automating end-to-end general ledger (GL) journal entry processing, improving accuracy, oversight, and month-end close.
- 2,200 hours saved annually by automating lease liability and right-of-use (ROU) reclassification, improving compliance and eliminating a long-standing manual gap.
- 500 hours saved annually by automating quarterly lease-liability GL reclassification, improving reporting accuracy and reducing information-services reliance.
- 250 hours saved annually by automating asset reclassification, strengthening financial controls and reducing risk.
Impact in practice
By scaling RPA, test automation, and Agentic AI, we reduced administrative burden, improved accuracy, and delivered measurable business impact across finance, HR, supply chain, payroll, and reporting.
The enterprise now benefits from error-free operations, faster cycle times, and a better caregiver experience, supporting our mission to streamline operations and build a more resilient, efficient system.
