Automating Additional Tasks with Bots

April 03, 2019
Written by Danielle Larocca

Senior Vice-President of HCM Solutions Danielle Larocca has worked in the SAP HCM space for over 20 years. An SAP Mentor and featured speaker at numerous conferences, Danielle has authored four best-selling books on SAP, is the Technical Editor for the SAP Professional Journal, and often the Voice of the Expert on SAPInsider’s Ask the Expert series for HR.

Automating Additional Tasks with Bots

Do you still do anything manually? What if you didn’t have to?

In today’s blog, we talk about how Query Manager can be leveraged in tandem with a fully-connected Robotic Process Automation framework called VIP. 

Do you need to do any of the following?
  • Move information, transform it and push it into other systems
  • Merge, report on and modify data
  • Build an information workflow that interacts with other systems or humans
  • Link together ERP systems in an easy-to-use and easy-to-change way
  • Interact with AI or Rule-based systems to control systems behavior
  • Spread the load of intensive processes across multiple systems

Customers love working with Query Manager, the leading SAP certified reporting solution, which provides access to all of their key Human Resources, Payroll and configuration data live inside SAP.  Customers also love the fact that the Query Manager solution is flexible and that it can be used to complement other solutions, like in our blog about using your Query Manager data live in Microsoft Excel.

Query Manager can be leveraged in tandem with a fully-connected Automation framework called VIP.  VIP creates high-performance bots to do the heavy lifting to organize your information and automate processes across your business.

A Real-World Example

Every organization has termination, separation or leavers reporting. Query Manager is delivered with several of these reports, each often containing a list of people who are departing the organization, often including their reasons for leaving, their last working day etc. See sample below of report output created from a Query Manager termination report.

QM and VIP Blog_Image1

The list of leavers is often used a reference to facilitate some additional subsequent actions, including the samples below.  

Termination Subsequent Actions

Artboard 1 copy 2-12

Some of these activities can be kicked off within SAP itself, via a user exit or workflow or an external interface, however often these are processes that require someone to take external subsequent action. These type of subsequent activities are ideal candidates for an intelligent bot to do for you.

Curiosity Software’s VIP bot can be used to quickly design and build interactions between interfaces, or to solve complex problems that would normally require advanced programming skills. Leveraging this, customers can grab components and chain them together for automation. See sample below:


 Using a bot “worker” to perform many of the laborious tasks frees up company time and resources, while saving money,  and ensures that the appropriate activities are completed.

Watch how the bot works behind-the-scenes

Please watch the video here to see how VIP works behind the scenes taking the data provided by the Query Manager report to initiate different actions following the process pictured above, including:

  • Terminating IT systems permissions
  • Revoking access key permissions
  • Scheduling post term counseling assistance
  • Notifying benefits vendors
  • Posting the job
  • Initiating COBRA notifications
  • Sending related communications and reminder emails
  • Confirm synchronization

The possibilities of combining bots and Query Manager and beyond...

Think about all of the potential business cases this could be leveraged in, including the two HCM samples below:

  1. Often a Query Manager HCM report is run to determine a group of people who are subsequently eligible for something else. Let’s say the report identifies employees who are in the job code 010 Executive, who have completed greater than five years of service, and who scored a value of 3.5 or higher on their last performance appraisal, to designate them eligible to participate in an Executive Leadership Training Workshop. A VIP bot can take that data from the Query Manager report and enroll the employees into a course, send them an email, send their boss an email, contact the Travel Agency to begin getting their travel booked, update the leave calendar to specify their absence etc.  
  2. Often a Query Manager HCM report is run that details all of the Environmental Health and Safety (EH&S) incidents recorded by employees for a cost center which in turn requires subsequent action. A VIP bot can take that data from the Query Manager report and individually populate the government online form, notify your Quality Assurance Department of a list of occurrences and their details, send Skype messages to the designated HR professional who may need to research or follow up on each occurrence, and finally create a ticket in the company help desk system asking for the sign that says Number of Days since Last Accident hanging in the warehouse be updated accordingly.

The opportunities for leveraging bots are endless, and the bot can also interface with numerous applications including Twitter, Sharepoint, Google Docs, Salesforce, Facebook, Slack, Email and LinkedIn).

It’s just another example of how here at EPI-USE Labs we are working with you to solve your business challenges today, and we always keep an eye on future innovation.

Learn More About Query Manager



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