RPA - Strive to Productivity Improvement

Robotic Process Automation
- Strive to Productivity Improvement

What is RPA
Robotic Process Automation – A.R.M. Asiqun Noman 2

What is RPA
 RPA is the Automation of back and
front office processes that are largely
rules based, structured, and repetitive
by using Software Robots.
 Software “robots” (not physical robots)
carry out processes or tasks normally
completed by humans.
 Thus, RPA is also called ‘Digital Workforce’
 It can be done by using existing
system.
The goal is mimic what human do, using existing
GUIs and Processes

What is RPA
system.
The goal is mimic what human do, using existing
GUIs and Processes

What is RPA
system.
 The goal is mimic what human do, using
existing GUIs and Processes

Uses of RPA

Uses of RPA
Frequent, repetitive, structure data entry

Uses of RPA
The process is documented and has been
standardized in practice

Uses of RPA
Inputting, synchronizing data between multiple
systems

Uses of RPA
systems
Data migration, extracting, and reporting

Uses of RPA
Rule based decision making
systems
Data migration, extracting, and reporting

RPA Benefits

RPA Benefits
- Improved ROI & reduced cost
- Does no replace exiting IT
systems
- License and maintenance
cost of Software Robots
less than human cost
- More volume of works
ROI &
Profitability

RPA Benefits
- Increase accuracy, consistency, and
speed
- No holidays, mistakes, or “bad days”
systems
ROI &
Profitability
Customer
Satisfaction

RPA Benefits
- Reduced Cycle Time
- Instantly scale up/down to meet
demand
- Can work 24/7, a virtual workforce
- Better exception handling and control
(100% auditability)
- New analytics and insides
speed
systems
ROI &
Profitability
Customer
Satisfaction
Process
Efficiency &
Scalability

RPA Benefits
- Reduced Cycle Time
- Instantly scale up/down to meet
demand
- Can work 24/7, a virtual workforce
- Better exception handling and control
(100% auditability)
- New analytics and insides
- Employee can dedicate more
time to engaging and interesting
work
- Increase employee motivation
speed
systems
ROI &
Profitability
Customer
Satisfaction
Process
Efficiency &
Scalability
Employee
Satisfaction

Types of Robotic Automation

Attended Robot
Human intervention is required or at least more at the forefront of
how automation robots go about their tasks.


Attended Robot
Human intervention is required or at least more at the forefront of
how automation robots go about their tasks.

Unattended Robot
No human intervention is required. Robot can independently
perform the tasks.


Which Process for RPA

Finance Operations
• The repetitive
processes of
accounting, data
entry, invoicing, and
payable naturally
most common
categories
• RPA can help
companies
automatically keep
track of receipts,
calculate taxes on
time with minimal
input from human
workers

Finance Operations
• The repetitive
processes of
accounting, data
payable naturally
most common
categories
• RPA can help
companies
automatically keep
track of receipts,
calculate taxes on
time with minimal
input from human
workers
HR Operations
• HR departments
have to keep track of
a wide range of data
for personnel across
the company.
• RPA allows HR
workers to rapidly
track timesheets,
store documents,
calculate benefits,
and issue
onboarding
information to
employees

Finance Operations
• The repetitive
processes of
accounting, data
payable naturally
most common
categories
• RPA can help
companies
automatically keep
track of receipts,
calculate taxes on
time with minimal
input from human
workers
HR Operations
• HR departments
the company.
• RPA allows HR
workers to rapidly
track timesheets,
store documents,
calculate benefits,
and issue
onboarding
information to
employees
Procurement (SCM)
• Purchase requisition,
re-orders, challan
and invoice
processing can all be
substantially
automated using
RPA

Finance Operations
• The repetitive
processes of
accounting, data
payable naturally
most common
categories
• RPA can help
companies
automatically keep
track of receipts,
calculate taxes on
time with minimal
input from human
workers
HR Operations
• HR departments
the company.
• RPA allows HR
workers to rapidly
track timesheets,
store documents,
calculate benefits,
and issue
onboarding
information to
employees
Procurement (SCM)
re-orders, challan
and invoice
substantially
automated using
RPA
Information
Technology
• RPA can
automatically
diagnose and fix
technical problems,
track support tickets
and even provide
technical customer
service such as
password resetting,
printer set-up,
software testing,
installation and
updates, batch
processing, etc
• End-user automation
tools can also
automatically backup
data, perform system
maintenance and
help the user when
errors occur

Finance Operations
• The repetitive
processes of
accounting, data
payable naturally
most common
categories
• RPA can help
companies
automatically keep
track of receipts,
calculate taxes on
time with minimal
input from human
workers
HR Operations
• HR departments
the company.
• RPA allows HR
workers to rapidly
track timesheets,
store documents,
calculate benefits,
and issue
onboarding
information to
employees
Procurement (SCM)
re-orders, challan
and invoice
substantially
automated using
RPA
Information
Technology
• RPA can
automatically
diagnose and fix
technical problems,
track support tickets
and even provide
technical customer
service such as
password resetting,
printer set-up,
software testing,
installation and
updates, batch
processing, etc
• End-user automation
tools can also
automatically backup
data, perform system
maintenance and
help the user when
errors occur
Sales & Customer
Service
• Opening a customer
information tab on
the agent's desktop
as soon as the call
comes in, sending a
personalized email
based on a
predetermined set of
criteria, or even
running regular
health-checks to
ensure that all
systems and
services are up and
running, manage and
analyze customer
data, etc

Challenges of Process Automation

 Choosing the right processes to automate
 Setting realistic expectations
Employee resistance
ROI calculation become more complex
 Robot license costs
Process optimization and requirement gathering
Salaries and time: Development, testing, monitoring and
maintenance
License splitting
Deployment
Software installs
Permissions/entitlement
Training already busy people
Password management

 Employee resistance
ROI calculation become more complex
maintenance
License splitting
Deployment
Software installs
Password management

 ROI calculation become more complex
maintenance
License splitting
Deployment
Software installs
Password management

 Process optimization and requirement gathering
 Salaries and time: Development, testing, monitoring and
maintenance
Deployment
Software installs
Password management

maintenance
 Deployment
 Software installion
 Permissions/entitlement
 Training already busy people
Password management

maintenance
 Deployment
 Software installion
 Permissions/entitlement
 Training already busy people
 Password management

Challenges of Process Automation (cont.)

 Timely software updates
 Orchestration server
 Robot agent
Robot maintenance
Monitoring
Intuitive logging (screenshots)
Script organization
Version control
Reusable workflows
Centralized vs. decentralized
Change management
Ensure robot evolve along with a changing process/system
Handling unstructured and handwritten data

 Robot agent
 Robot maintenance
 Monitoring
 Intuitive logging (screenshots)
Script organization
Version control
Reusable workflows
Centralized vs. decentralized
Change management

 Robot agent
 Monitoring
 Script organization
 Version control
 Reusable workflows
 Centralized vs. decentralized
Change management

 Robot agent
 Monitoring
 Version control
 Change management
 Ensure robot evolve along with a changing process/system

 Robot agent
 Monitoring
 Version control
 Change management
 Ensure robot evolve along with a changing process/system
 Handling unstructured and handwritten data

Risks of Process Automation

 Development/Operational Error
 It’s possible to program the robot wrong
 Security
 Putting clear text credential into scripts
 System overload
 Robots generates more volume than human
 Handling Failure
 Once the humans who used to know the
manual process are gone, who will help in
case of failure

 Security
 System overload
case of failure

Enterprise RPA Roles

Leadership
Sponsor &
Champion
Change Manager
Steering committee

Leadership
Sponsor &
Champion
Change Manager
Steering committee
Development
Center of
Excellence Leader
BA, & Architect
Robots Developer &
Tester

Leadership
Sponsor &
Champion
Change Manager
Steering committee
Development
Center of
Excellence Leader
BA, & Architect
Robots Developer &
Tester
Operations
Robots Supervisor
Robots Operator
and support
engineer
Infrastructure
Engineer

RPA Tools

RPA Tools
 According to “Forrester Wave
Robotic Process Automation,
Q2 2018” report followings are
the three leading tools:
 UiPath
 Automation Anywhere
 Blue Prism
Note: Forrester do a thorough assessment
which involved a set of 30 criteria grouped by
three main categories:
 Current offering
 Strategy
 Market presence

RPA Implementation – Developing Automation Strategy

Step 1: Assess for automation opportunities

Step 2: Build business case

Step 3: Determine the optimal operating model

Step 4: Identify your automation partner(s)

Step 4: Identify your automation partner(s)
Step 5: Plan the automation roadmap

RPA Implementation – Building an Effective Operating
Model

Model
1. RPA Center of Excellence

Model
2. Change Management and Governance Framework

Model
3. RPA Software Selection and Procurement

Model
4. Stakeholder Communication and Management

Model
5. Need Assessment & Opportunity Identification

Model
6. Design, Development, and Build of Pilots

Model
6. Design, Development, and Build of Pilots
6. Production, Maintenance, and Support

Case Study – Invoice Generation Process
All Profit Centers SCM Clients

Check whether
adequate
information is
provided for invoice
generation
Starts
Request to generate
Invoice with following
information: SO #
Customer Information &
invoice generation
Checklist
Generates manual
Invoice in excel for
printing and delivery to
the customer
Generates Invoice
through system for AR
management and
accounting purpose
Invoice
Approval
by HOD-
SCM
1
AR Accounting &
Management
Invoice
Approval
by HOD-
SCM
Delivered the invoice to
client
Ends
All required information not available
Allrequired
information
available
Approved
Not
Approved
Approved
Not
Approved
Receiving invoice and
acknowledgment

Check whether
adequate
information is
provided for invoice
generation
Starts
Request to generate
Invoice with following
information: SO #
Customer Information &
invoice generation
Checklist
Generates manual
Invoice in excel for
printing and delivery to
the customer
Generates Invoice
through system for AR
management and
accounting purpose
Invoice
Approval
by HOD-
SCM
Invoice
Approval
by HOD-
SCM
Delivered the invoice to
client
Ends
All required information not available
Allrequired
information
available
Approved
Not
Approved
Approved
Not
Approved
Receiving invoice and
acknowledgment
1
AR Accounting &
Management
• Redundant work (NVA)
• High cycle time due to
manual copy & paste
• Initially tried to remove
manual work but failed due
to system limitation

Case Study – Invoice Generation Process (Cont.)

 Findings
 Very simple process, but
 Due to system limitation
 Have to generate automated invoice for AR management & accounting and
manual invoice for printing as per client requirement & delivery
 For automated invoice generation it required 5-10 minutes
 For excel invoice it required 10-15 minutes
 Thus, total time to generate invoice is 20-25 minutes due redundant works for
old legacy system
 Solution & Result
 After implementing RPA, it takes only 2-3 minutes to generate 10
invoices

Thank You!
Any questions?
You can find me at
• asiqun.noman@gmail.com
• https://www.linkedin.com/in/asi
qun/

RPA - Strive to Productivity Improvement

RPA - Strive to Productivity Improvement

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