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Robotics Process Automation(Optimizing Business Worldwide)From:

Aditya Sharma

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Robotics Process Automation : Rise of Virtual Workforce

“Welcoming our new allies @ work”

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Objectives

1. Definition 2. Leading Vendors 3. Best use

4. Key things to identify scope

Robotics Automation Planning

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Objectives (Continued…)

6. Lifecycle 7. Timeframe 8. SWOT

9. Benefits

A Comprehensive Definition to Robotics Process AutomationA software technology that enable us to create rules and logics to effectively mimic a user's action on a computer thereby interacting with different software systems at the GUI (graphical user interface) or presentation layer, the same level as a “human” user of the system.

Emulates human execution of repetitive process with existing business application.

Virtual workforce controlled and monitored by business operation team.

It can be trained business users via configuration.

Operate 24x7

Sit alongside existing infrastructure governed, controlled by IT.

Generate audit logs.

Easy to deploy.

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Leading Vendors

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Dual data entry scenarios: • Data manually

entered in one system need not be reentered manually in any other system. RA replaces such dual human effort since invoices are indexed in the workflow and then manually reentered in ERP.

Straight-through processing: • Inputs arriving

from various systems such as web pages for customer orders, workflow for invoices, emails, or Excel files must be entered into ERP. However, if the input is clean and the rules are well laid out, that data entry can be done through RA.

Virtual “integration” between different systems:• Standalone, legacy,

ERP, or workflow systems often don’t “talk” to each other, and integrating them would cost millions of dollars and precious IT time. RA can provide lightweight integration connecting disparate systems at the user interface level.

Responding to data extraction and reporting requests: • When data and

report requests come from multiple process owners, vendors, and even end customers, employees log into a system to extract the data, format it, and send an email to the requestor. RA lends itself very well to such rule based tasks.

Rule-based decision-making: • RA can execute

decision-based tasks provided the rules driving those decisions are well laid out. For instance, on an invoice coming from a utility vendor, RA can change payment terms to “immediate” from whatever is on the invoice. If an order is above

Best use

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Key things to identify scope

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• Total FTE count in the process• Monthly volume of work being

done• Lead time involved• Takt time

Human Factor

• Development time is proportional to complexity involved in the process.

• The more complex is the process more time it will take to develop.

• Development cost will be involved

• More technical issue will pop up.

Complexity

• Process stability determines longevity for Automation

• Win-Win case if process change is minor and requires fewer code tweaks.

• It will add up to re-work cost if process change is major and requires reengineering.

• Don't take up process for automation that calls for frequent changes.

Process Stability

Key things to identify scope (Contd.)

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• Inputs could be structured or unstructured

• For unstructured input, there is a need to standardize the input format.

• Robot feeds well on structured input rather than unstructured.

• It depends on operation if they welcome this change for the robots.

Input Type

• Automation works best on Rule based process as compared to those with high number of decision making.

• Cognitive capabilities are still a challenge for Automation tools in the market.

• Go with a process that is majorly rule based and involves lesser decision making and judgments.

Rule based vs. Decision based

• A good number of human errors in a process can be useful from Automation standpoint.

• Robots are efficient in cut-copy-paste, data transfer, navigation etc.

• Removing these overheads from a process would account for greater productivity, quick changeover, reduction in cycle time and speedy operation.

Error Rate

Discovery phase•2-3 hours of meeting with key business stakeholders,process owners and associates to get high level overview to identify suitable candidates for RPA

Process Assessment•1-2 Days workshop with process owners and SME to understand the As-is process for automation

•Process maps

Business case proposal•Evaluate top RPA vendors

•Calculate RPA benefits such as Cost , Time , FTE

•Defining project cost•Approvals

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Robotics Process Automation Planning

Planning phase takes around ~3 or 4 Weeks

Plan/Analyze

Identify

ImplementTest

Go-Live

Lifecycle

Identify tasks that can be automated easily, start with smaller tasks, repetitive, a pain point for existing manpower, not too complicated, task that have buy-in from the team for automation, shortimplementation timeline, quick result.

Start by targeting processes that will benefit the organization and stakeholders the most.Look for highest ROI and preferably start small, short implementation timeframe, quick results.

Create work allocation tracker for the development team. Assign process discovered during the early phasesto the individual RPA developer. Create uniform architecture for the developers to follow, ensure best practice while developing the solution.Strict adherence to development timelines, performance and quality. Perform a thorough functional and unit testing.

Post implementation of RPA, thorough testing is required, to check for production quality, simulate exception handling, compare existing turnaround time and quality, obtain UAT signoff, run RPA in parallel with existing process for a couple of months,check overall performance before go-live.

Post successful parallel run, check overall results, ensure existing manpower is available during the post go-live stabilization phase, obtain required signoff, setup a COE, training plan for operation team for future troubleshooting and bug fixing, realign FTE to more challenging task, enhance there skills set, prepare a case study

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Low Medium High0

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RPA Timeframe

Process Complexity

Tim

esca

le (D

ays)

1. Process Analysis and Solution design.2. Development and testing3. Move to production

Process finished in 3 weeks against as-sumption of ~1 week

Process finished in 6 weeks against as-sumption of ~2 week

Process finished in 8 weeks against as-sumption of ~3 week

RPA Timeframe

1. Process Analysis and Solution design.2. Development and testing3. Move to production

1. Process Analysis and Solution design.2. Development and testing3. Move to production

SWOTStrengths• Fully/Partially automated process• On time Delivery/Customer satisfaction• Time Saving • Cost Reduction• Increased ROI• Audit Logs to support compliance• Secured Access• Rapid Development• No change to business application• Continuous improvement• Easy to deploy and re-configure• Increase productivity by eliminating wastes.

Opportunities• RPA learning for Ops• Process improvement• Strong case to attract other business• Encourages process standardisation across

different business areas for the same tasks• Leverage FTEs to other high skilled jobs• Gain share• Roadmap for future projects• Building COE• Strong BCP• Incorporating NLP and Data quality• Change Management

Threats• Cognitive process• Application downtime• System/Hard disk crash• Major change request• Business process pulls out• Unstable process • Decreased timelines for development team• Upgrades to underlining application poses a

challenge.• Consideration on existing systems capacity and

SLA provisions, • Scalability of RPA Centre of Excellence across a

breadth of business functions

Weaknesses• 5% -10% error rate• Quality check• Coding standard• Performance variance across system• Exceptions• Unstructured input for processing• Limited support for browsers such as chrome,

Firefox etc.• Dependency on NLP tools reading and

understanding free flow texts.

S W

TO

Building a unified view of the customer

Improvement in customer satisfaction index

Up to 80% reduction in AHT

Up to 90% reduction in ART

No impact on the security as RPA only does what agent does.

Increased ROI within 3 months (Avg)

Same headcount for triple the activity.

Benefits

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15Thanks….