Exxon case study with RPA

1. 1
BUSINESS SCENARIO
Automation of Cash Application for a Leading Oil & Gas Client
The client sought to automate it’s Invoice receive Payment process in order to improve efficiency for it’s Finance Function. The process comprised of entering invoice payment details received from bank in
client’s ERP Application (SAP).
BENEFITS
 BOT starts with downloading Bank statements received through mails
 BOT performs validation check for the customer
 BOT posts payment details in SAP
 Shares the document number generated via email to business
PROBLEM STATEMENT: RPA SOLUTION:
High effort for a set of activities that are highly manual and complex in
nature
► Customer payments are received in the form of bank statements
► Before proceeding towards recording these payment details, user
needs to perform checks to ascertain the validity of customer
► Transaction details are then posted manually in SAP and a
confirmation ( SAP document no.) is sent to business
BOT will run 24
hours
FTE Savings
4 FTEs Efficiency gain 70% Reduce processing time
up to 75% Email Notification
90% Accuracy
Cash Application process automation for a Leading Oil & Gas
Client
BOT downloads
bank statements
Improved quality, efficiency, consistency &
reduced risk
Process complexity automation due multiple
line items in Bank statements
improved exception management with audit
trail
Zero defaults on meeting
SLAs
Improved capability of handling volume
peaks without penalty
As Is State To Be State with RPA
Post payment
details
Start End
End-to-End automation with RPA
Verify if
customer is
valid
Share doc. No
as confirmation
to business
POST PRODUCTION SUPPORT – EY further partnered with Client to extend post RPA deployment support ensuring smooth transition via training and real time issue resolution
 1 FTE supporting Client onsite for a duration of 3 months  Daily reporting on issues and status  RPA issue fixes basis process priority leading to minimal impact on Client

2. 2
BUSINESS SCENARIO
Automation of Payment Clearing for a Leading Oil & Gas Client
The client sought to automate it’s Payment Clearing process in order to improve efficiency for it’s Finance Function. The process comprised of clearing payments against
customer’s account
BENEFIT
S
 BOT downloads open items reports in SAP
 Payment details and invoice details are matched
 All matched invoices are cleared in SAP
 Shares the document number generated via email to
Business
PROBLEM STATEMENT: RPA SOLUTION:
High effort for a set of activities that are highly manual and
complex in nature
► Open items report regarding customer payments are
downloaded
► Fetch customer details from SAP and match payment &
invoice details
► Matched invoices are cleared and clearing Doc. No.
generated is shared with business
BOT will run
24 hours
FTE Savings
3FTEs Efficiency gain
60%
Reduce processing
time up to 75% Email Notification
90%
Accuracy
Payment Clearing process automation for a Leading Oil & Gas
Client
BOT downloads
open items
report
Improved quality, efficiency,
consistency & reduced risk
Process complexity automation due
to multiple invoices
improved exception management
with audit trail
Zero defaults on meeting
SLAs
Improved capability of handling
volume peaks without penalty
As Is State To Be State with RPA
Match customer
open payments
with invoices
Start End
End-to-End automation with RPA
Share doc.
No as
confirmation
to business
POST PRODUCTION SUPPORT – EY further partnered with Client to extend post RPA deployment support ensuring smooth transition via training and real time issue resolution
 1 FTE supporting Client onsite for a duration of 3 months  Daily reporting on issues and status  RPA issue fixes basis process priority leading to minimal impact on Client

3. 3
BUSINESS SCENARIO
Automation of Customer Overdue Notifications for a Leading Oil & Gas Client
The client sought to automate it’s customer notification process in order to improve efficiency for it’s Finance Function. The process aims in sending notifications to
customers for the upcoming and overdue invoices on weekly and monthly basis. Emails to be sent according to the customer preferred language.
BENEFIT
S
 BOT downloads open items reports in SAP
 Filters and identify the customers upcoming and overdue
invoices
 Generate email with invoice details
 Shares the status of emails at the end of the process
PROBLEM STATEMENT: RPA SOLUTION:
High effort for a set of activities that are highly manual and
complex in nature
► Open items report regarding customer payments are
downloaded
► Identify customer for upcoming and overdues invoices
► Draft email for each customer depending on customer
language
BOT will run
24 hours
FTE Savings
3FTEs Efficiency gain
60%
Reduce processing
time up to 90% Email Notification
90%
Accuracy
Overdue Notification process automation for a Leading Oil &
Gas Client
BOT downloads
open items
report
Improved quality, efficiency,
consistency & reduced risk
Process complexity automation due
to multiple invoices
improved exception management
with audit trail
Zero defaults on meeting
SLAs
Improved capability of handling
volume peaks without penalty
As Is State To Be State with RPA
Draft email with
invoices dues
Start End
End-to-End automation with RPA
Share email
status to
business
POST PRODUCTION SUPPORT – EY further partnered with Client to extend post RPA deployment support ensuring smooth transition via training and real time issue resolution
 1 FTE supporting Client onsite for a duration of 3 months  Daily reporting on issues and status  RPA issue fixes basis process priority leading to minimal impact on Client

4. 4
BUSINESS SCENARIO
Automation of CRM for a Leading Oil & Gas Client
The client sought to automate it’s CRM application in order to improve efficiency for it’s Finance Function. The process comprised of creating service requests in CRM
regarding billing, invoice etc and updating the customer status in SAP system
BENEFIT
S
 BOT reads email to process for new service request
 BOT records details in CRM and create service request
 BOT captures the request number to perform other
activities in CRM
 BOT updates the customer service request number in SAP
for the respective invoice
 BOT emails back to the requestor and sends the
service request details to the business
PROBLEM STATEMENT: RPA SOLUTION:
High effort for a set of activities that are highly manual and
complex in nature
► Read email from customer for service request
► Enter customer and invoice details in CRM
► Once service request created , update customer invoice
in SAP
BOT will run
24 hours
FTE Savings
2FTEs Efficiency gain
70%
Reduce processing
time up to 90% Email Notification
90%
Accuracy
Creating Service Request automation for a Leading Oil & Gas
Client
BOT reads
customer email
Improved quality, efficiency,
consistency & reduced risk
Process complexity automation due
to multiple invoices
improved exception management
with audit trail
Zero defaults on meeting
SLAs
Improved capability of handling
volume peaks without penalty
As Is State To Be State with RPA
Create
service
request
Start End
End-to-End automation with RPA
Email back to
customer
and business
POST PRODUCTION SUPPORT – EY further partnered with Client to extend post RPA deployment support ensuring smooth transition via training and real time issue resolution
 1 FTE supporting Client onsite for a duration of 3 months  Daily reporting on issues and status  RPA issue fixes basis process priority leading to minimal impact on Client
Update
in SAP

5. 5
BUSINESS SCENARIO
Automation of customer portals for a Leading Oil & Gas Client
The client sought to automate it’s different customer portals in order to improve efficiency for it’s Finance Function. This process automation includes different portals for
different customer and to sync the portal information with the SAP system
BENEFIT
S
 BOT logs in the customer portal
 BOT creates invoice in the customer portal from the input
spreadsheet
 BOT downloads the invoice report from portal
 BOT performs validation on the status of invoice , updates
the status in SAP for the invoice
 BOT sends the updated information to business to
keep track of the changes
PROBLEM STATEMENT: RPA SOLUTION:
High effort for a set of activities that are highly manual and
complex in nature
► Login to Customer Portal
► For some customers create invoice in web portal ,
depending on the customer
► Downloads the customer invoice details from portal
► Update the invoice in SAP based on the status of the
invoice
BOT will run
24 hours
FTE Savings
3FTEs Efficiency gain
70%
Reduce processing
time up to 90% Email Notification
90%
Accuracy
Customer Portals automation for a Leading Oil & Gas Client
Improved quality, efficiency,
consistency & reduced risk
Process complexity automation due
to multiple invoices
improved exception management
with audit trail
Zero defaults on meeting
SLAs
Improved capability of handling
volume peaks without penalty
As Is State To Be State with RPA
End-to-End automation with RPA
POST PRODUCTION SUPPORT – EY further partnered with Client to extend post RPA deployment support ensuring smooth transition via training and real time issue resolution
 1 FTE supporting Client onsite for a duration of 3 months  Daily reporting on issues and status  RPA issue fixes basis process priority leading to minimal impact on Client
BOT Logins to
Portal
Update in
SAP
Start End
Download
report
Share status
to business