8-STEP GUIDE
to Robotic Process Automation
Guide Contents
Introduction to RPA
Where Robots Add Value
When to Use Other Tech
The 8-Step Guide
Robotic Success
The robots are here, and if you aren't already using them, you are falling behind your competitors. They are delivering unparalleled efficiency, cost reduction and risk control – achieving huge ROI for both large and small projects.
BUSINESS LEADERS
TECHNOLOGY TEAMS
Solutions when you need quick results without jeopardising operational integrity
Solutions when systems can’t cope with the rapid pace of change
Robotics
delivers benefits in weeks, not years.
Efficiency Completes the work of 20 staff | Rapid Deployment - live in just weeks Easy to scale to enterprise level | Delivers an ROI of 300% or more Delivers ‘super-human’ capabilities – tasks which you could never complete with humans alone*
Cost Reduction No employee costs to consider | No holidays, no breaks, works 24/7 No agency fees | No pay rises
Risk and Regulatory Control Audit trails for all work | 100% error free Train them once only | No employment legislation risk
*for example the ability to clean your entire CRM database every day
Where Robotics
adds the most value
HIGH IMPACT
LOW EFFORT
HIGH EFFORT
LOW IMPACT
Rule-based, standardized and simple processes
PROCESS AUTOMATION
LOW CODE
DECISION MANAGEMENT
ARTIFICIAL INTELLIGENCE
ROBOTICS
Relieving staff from "swivel chair integration" — rekeying data between spreadsheets and systems
Work triggered by digital data, such as spreadsheets, email and IT system updates
Monitoring IT systems or queues for new transactions or changes in status
Where other technologies
may be better suited
HIGH IMPACT
LOW EFFORT
HIGH EFFORT
LOW IMPACT
Accessing IT systems that have frequent and unpredictable changes
PROCESS AUTOMATION
LOW CODE
DECISION MANAGEMENT
ARTIFICIAL INTELLIGENCE
ROBOTICS
Complex pattern matching in large data sets - better suited for AI
Where work is already being performed by technology e.g. API’s, workflow management
Complex processes spanning many departments or when several people must work together to achieve an outcome better suited to process automation
8 steps for
a successful Robotics project
8. Maximise the potential of your Robotics solution
1. Shared objectives and scope
7. Configure, test, deploy and iterate
2. Select a partner who reduces your risk
Robotics Success 3. Model your business architecture
6. Design for exceptions
5. Design the Robot that supports your business architecture
4. Confirm your performance indicators
Stage
Shared objectives and scope
Process or Task
Affinity To Change
Business Value
Strategic Value
Technical Ease
Total Score
Invoice Processing
7
8
8
6
29
Automatic Payment Processing
2
6
8
2
18
Use this simple table to identify and agree the scope of your first project, giving each category a mark out of 10. Engage and ensure shared understanding between the sponsor, stakeholders and the subject matter experts.
An ideal pilot project is:
Easy enough to succeed
Substantial enough to impress
Not blocked by change resistant teams
Stage
Select a partner who reduces your risk
Finding a technical specialist to build your solution won’t ensure success.
You need to find a partner with:
Experience implementing a fast-paced change programme of digital services
Skills to define a business solution that accelerates your corporate maturity
The skills to quantify the benefits of your project
The ability to reduce risks for both the project and the adoption of the technology across your organisation
Stage
Model your Business architecture
Map and understand your workflow
Identify deviations from the process path
Understand and remove defects, waste and customer and staff pain points
Identify failure demand – when process and systems issues create work which is 100% waste
Stage
Confirm your performance indicators
How will you
measure success?
Customer Perception and Satisfaction
Time Reduction
Cost Reduction
Volume and Efficiency Improvements
Reduction in Operational Risks
Stage
Design the Robot which supports your business architecture
Use your business architecture to define how humans and Robots work together
Assess the complexity of the Robot design based on the deviations in the business architecture
Design for maximum benefits using the failure demand, costings, defects and customer pain points captured in your business architecture
Challenge change resistance by designing a user experience that resolves the staff pain points identified in the business architecture
Stage
Design for exceptions
Incorporate Defensive Programming into your solution to ensure resilience.
This will help you navigate problems identified from your business architecture:
Errors that human staff work-around
Changes to underlying IT systems
Identification of the correct trigger events
Monitoring that the Robot is working correctly
And incorporate general Robotics best practice:
Prevention of gaps and duplications at restarts
Removing the impact of dirty data
Minimising IT System delays
Eliminating problems from deleted data files and folders
Checking Robot performance and capacity
Stage
Configure, test, deploy and iterate
OPTIMISE 3. Digital Business Optimisation
Adopt the T-Impact continuous improvement methodology:
Disrupt | Innovate | Optimise
Stage
Maximise the potential of your Robotics solution
ASSESS ROI REALISED
PILOT PROJECT ROADSHOW
AGREE FUTURE SCOPE
REALISE POTENTIAL
ASSESS ROI REALISED PILOT PROJECT ROADSHOW AGREE FUTURE SCOPE REALISE POTENTIAL
You have
delivered a project! This approach provides the sponsorship, relevance and evidence you need for an effective change and communication approach You are now the Robotics ambassador who can help your colleagues achieve similar success.