Identify right process for automation
- 2. 2 Agenda • RPA Delivery Lifecycle • What should we look to Automate? • Process characteristics & Qualification Metrics • Process Complexity factors • Aligning Process Complexity with Estimated delivery time • Process Identification the new way
- 3. 3 RPA Delivery Lifecycle Start building the automation workflows as per adapted solution agreed Build RPA solution Provide continuous support post go live and assist in immediate closure of defects. Hypercare RPA Run Testing cycles for in scope processes for automation. Identify and correct defects. Test RPA solution CP 1 CP 2 CP 4 Identify processes candidates for automation setup project team, agree on implementation timelines and approach. Prepare RPA Agree on adapted solution design for automated processes. Solution Design CP 5CP 3
- 4. 4 What should we look to Automate? Mature, swivel chair processes Rule based processes Processes with low exception rate Processes with standard readable electronic Input type High volumes / low complexity Stable processes and underlying applications Processes performed by large teams Highly manual and repetitive processes
- 5. 5 What should we look to Automate? Deep system changes required? Will minor automation improve the process? No No RPA Investigate options for system integration Implement Self Service Investigate potential tactical solutions High process volumes? Processing method can be changed? Highly manual & repetitive? Rule based? Readable electronic input types?* Standard inputs? Low exception rate? Apply process improvement initiatives START Is your process… Is it … Does it have … No No No No No Yes Yes Yes Yes Yes No No Not all processes are ready for automation. In order to best benefit of a rapid ROI, choose processes which first have passed through a transformation initiative or are stabilized process. Simple guide to choose the best fit for automation : Not all processes are ready for automation.
- 6. 6 Process Characteristics Qualification Metrics Highly manual and repetitive work Rule based processes Electronic Readable Input Types Standard Input Types Low exceptions rate Process A Process B Process CCharacteristics High transaction volumes System changes • Readable Input Type = Excel, Word, email, xml, ppt, readable PDFs etc. • Non readable input type: scanned image with no OCR Automationscale Process A is the best fit for automation, followed by Process B, while Process C should be subject to a Lean Six Sigma transformation approach prior to considering automating it. Process characteristics & Qualification Metrics
- 7. 7 Process Complexity factors Number of screens involved in a process can be taken as a proxy for number of steps Variations/ Scenarios within the process (Number of If Else kind of Rules) Structured Inputs – Machine readable and digital inputs. Scanned PDF Images/ Free flow texts in Emails are considered to be unstructured inputs Image based automation – VDI/ Remote desktops/ Citrix Free Texts – Flow of information as free text (Unstructured informational flow) within the process Type of Applications – Java Applications, Mainframe applications, SAP, Web based applications, Dotnet applications, MS Office .. Etc Standard Inputs – Templated inputs, same format or type of inputs across cases
- 8. 8 Aligning Process Complexity with Estimated delivery time Key Criteria Low complexity Medium complexity High complexity Number of applications 1-2 3-4 >5 Number of screens 1-4 4-40 >40 Number of business logic rules <5 Without alternative flow 5-50 Incl. alternative flows >50 Incl. nested rules Scale of exception handling expected Low Medium High Data type Digital, structured & standardized Digital, structured & standardized Digital, Semi-Structured and Unstructured Data handling required Copy/paste Copy, paste, read and modify data Copy, paste, read data, data enrichment, PDF data extraction Process redesign required? No process changes required Minor process changes required Significant process redesign required Systems integration All Systems integrate natively Requires some custom integration and/ Custom Function / Image Recognition Leverage existing 3rd party tools and/ complex Custom Functions Associated level of operational risk Non-core processing Time or business dependent processing Business critical BAU processing Typical end to end delivery duration 4-6 weeks 7-9 weeks 12-14 weeks
- 9. Intuition Based Technology Driven Manually Shadowing the SME and arriving at AS-IS process state. Identifying automation potential and complexity based on experience and intuition. Tools, methodologies and structured approach Structured approach of process identification with help of tools and methodologies Process mining/ Process Intelligence Usage of process mining and process intelligence technologies like Minit, Celonis etc. to extract process insights, which will in turn augment process identification Smart Recorder Automatic process identification. ~50% RPA opportunities are currently being missed - ~20 – 30% Expected reduction of effort against manual process Increased accuracy of Effort estimation and automation potential Process Identification the new way
- 10. 10 Makes more-detailed and accurate Process Definition Documents (PDD’s) Works with Automation Hub to give you one place for all your documentation Improves the relationship between BA’s and RPA Developers (no more PDD delays)
- 11. 11 UiPath Task Capture – Capabilities 2. Start developing today1. Capture in-depth processes 4. Build common RPA files3. Intuitive editing panel
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