1. Problem Statement

Every month-end, the finance team currently shares the list of employees with ESOP options to HR, who updates employment status and exercised options. Finance team then manually updates the ESOP master data and prepares workings, which are sent to management for review. There is no mechanism for timely notification to employees about their vested options.

The process suffered from:

1. Manual data maintenance in Excel (Takes around 4-5 hours on an average).
2. Lack of transparency about the vested options.
3. Prone to error in the workings as fully dependent on excel formulas

2. Automation workflow

The new automated process standardizes and digitizes the ESOP management tracker.

This ensures end-to-end automation with full visibility and minimal manual effort.

3. Tools Used for Automation

1. Power Automate: For workflow automation.
2. SharePoint List: For storing the data and performing logical calculations.
3. Outlook: For automated mails to all stakeholders.

4. Conclusion

This automation has resulted in:

1. Elimination of manually updating the excel,
2. Reduction of human error while updating the data,
3. Improving the accuracy and transparency, and
4. Reduced dependency on excel for maintaining the tracker.

Overall, it provides a streamlined, efficient, and error-free, ensuring better governance and data integrity.

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