The presentation covered best practices for using the right KPIs to build a strong business case for automation. It began with prioritizing the most impactful automation opportunities and customizing assessments. Real-life examples were provided on measuring soft benefits, cost avoidance, and capturing additional information for SOX-compliant processes. The agenda concluded with an announcement of upcoming webinar sessions and an open Q&A.

1. Automation Hub Best Practices
Session 3: Using the right KPIs
to build a strong business case
Senior Product Manager
Automation Hub
Teodora Niculaescu

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3. 3
1. Prioritize the most impactful automation opportunities
2. Customizing the assessment
3. Real life customization examples
• Measure and track soft benefits
• Cost avoidance
• Compute net benefits by gathering cost information
• Gather additional information for SOX compliant processes
4. Next Webinar Sessions
5. Open Q&A
Agenda Slide

4. Prioritize the most impactful
automation opportunities

5. 5
Employee-driven path CoE-driven path
Prioritization
Fill in the Cost Benefit
Analysis (ROI)
optional step
Fill in the Detailed
Assessment
KPIs computed
Submit idea
High Level Assessment score
Prioritization
Fill in the Cost Benefit
Analysis (ROI)
optional step
Fill in the Detailed
Assessment
KPIs computed
Decision Pipeline Dashboard

6. Customizing the assessment

7. 7
Fine tune the
wording and
formulas of the
default
assessments
Support
the federated CoE
model by
using assessments
per categories
Customers want to…
Gather automation
opportunities for RPA
and other automation
technologies
Gather automation
opportunities for
RPA and other
automation
technologies
Keep track
of custom
KPIs relevant for
their organization

8. 8
Create new questions of different types
Group questions in sections
Create KPIs with custom formulas
Apply various settings to questions and KPIs
Remove UiPath default questions and KPIs
Add branching logic
Customize assessments per business line
Create different assessment versions
What can you customize?
Mass update ideas to a different version
Restore UiPath default questions and KPIs

9. Real life customization
examples

10. 10
Measure and track soft benefits
Use case
Find out which are the soft benefits brought by
each automation opportunity and track their related KPIs.
Steps
• Create a new question of type multiple choice.
• Define the soft benefits in the Answer options section.
• Create additional questions of type Number
or Percentage to gather quantitative data for each
benefit.
• Create a relevant KPI for each answer option.
• Use branching logic to link each answer with
its quantitative data and KPI.

11. 11
Cost avoidance scenario
Use case
Compute the total automation benefits expressed
in currency for each automation idea by measuring
the opportunity cost of avoiding expenses that would
occur with fixing issues discovered during the audit
phase.
Steps
• Define a numerical question to capture the amount
of money saved in one year by avoiding additional
work with fixing audit issues.
• Create a new KPI or adjust the formula for the existing
one to reflect the total benefit in currency:
Formula: Est. Benefit (currency) + Cost avoided

12. 12
Capture information related to costs
Use case
If the Cost Benefit Analysis section proposed is too extensive for
the reality of your organization, create a smaller set of questions
to gather information about costs directly in assessments.
Steps
• Define a new section for Costs in Detailed Assessment and
mark it hidden from submissions.
• Add numerical questions to capture the required costs
and mark them to be visible only to users who can edit
the detailed assessment.
• Define KPIs to track the Net benefits for the first two years:
Formula Year1: Cost/Year for process AS IS - (Implementation costs +
Software Costs + Other Running Costs)
Formula Year2: Cost/Year for process AS IS - (Software Costs + Other
Running Costs)

13. 13
Gather additional information for SOX
compliant processes
Use case
Display a set of questions only for processes that are
SOX compliant to gather additional information
when building a business case.
Steps
• Add a 'Yes/No' question first to find out if the
process proposed for automation is SOX
compliant.
• Create additional questions relevant to the SOX
law to gather more specific information about the
process.
• Use branching logic for displaying the additional
questions only for the processes that are SOX
compliant.

14. Next Webinars

15. 15
Session 4 – Communicating the
potential of the automation program
RSVP AMER
RSVP EMEA &
APAC
Learn how to leverage the Automation Hub
and Insights Cloud integration to benefit
from out-of-the-box dashboard templates
indicating the evolution of your automation
program. Or, how to customize them to
answer specific questions relevant to your
organization.
Target audience: CoE leads, Business Analysts, Business Owners

16. 16
July August September October November December
Automation Hub Best Practices:
Webinar Series
1 2
Getting Started
Jul 12
Large-Scale
Rollouts
Jul 26
3 4
Communicating the potential
of the automation program
Aug 23
Using right KPIs to build
a strong business case
Aug 9
FORWARD 5
Sep 27-29
2022.10 release
Oct
5
Integrating with
3rd party applications
date TBD
Engaging with users
date TBD
Reconfiguring
Automation Hub
date TBD
6 7

17. Open Q&A

18. 18
Question Answer
As a UiPath partner, is it feasible to use Automation
Hub for our clients' projects? It would be great if
there was a modern folder-type situation, like with
Orchestrator, to separate projects by client. To
further explain what I mean, it would be a tool
internal to our company where we manage all
projects for our clients. Not client-facing.
Great question. We actually touched on this topic on previous webinars as well. If you use
Automation Hub internally only (to manage customer projects with your internal teams) then yes,
you can use either multi tenancy (multiple Automation Cloud tenants with a separate Automation
Hub on each one of them) or you can consider even using the categories in Automation Hub to
achieve this data separation (this would be closer to a modern folder approach that you have
mentioned). However, this works in the situation where the customer is not present in the
Automation Cloud organization. We recommend keeping the customers in different organizations
so we can eliminate the risk of seeing each other's data. Let me know if this makes sense.
If an employee has submitted an idea and the CoE
have discovered (after further investigation) that the
idea is not suitable for automation however the team
was able to help optimize the process resulting in
better practice, time savings and reduced risk etc.
how would you suggest we record this in Automation
Hub or can process optimization be recorded?
Even if the idea was initially marked as not suitable, it can still be afterwards edited. That said, if
the team working on the automation actually continued to work and discovered that it generated
time savings/reduced risk, then the idea can be later edited - you can add the details around the
optimized process.
Another option would be to add a custom question of type single choice in the detailed
assessment such that the CoE can mark it as a process optimization. (e.g. Is this idea a(n):
automation opportunity / process optimization / other.) Branching logic can be used to show
additional specific questions when the process optimization answer is selected.
Can we link KPIs in automation hub for live process
to orchestrator results?
We are working on a feature right now, which we refer to as the "ROI Comparison". With this
feature we are aiming to compare the estimated ROI from Automation Hub with the Actual ROI
generated from Cloud Insights. In order to perform this comparison, one of the prerequisites is to
have a way to map the idea to the Orchestrator package - all this at the Automation Hub profile
level. Be sure to join also session 4 - where Iulia will deep dive on the Automation Hub
Integration with Insights and will probably touch on future plans for it as well
Q&A (1)

19. 19
Question Answer
If using the folder approach in Automation Hub to
separate assessments by department or client, can
you restrict access to the folders to mitigate people
seeing the ideas and assessments from the other
departments (folders)? With Automation Cloud,
maybe Roles can help with restricting this access
also? (I am just getting started.)
We touched on this topic in detail in session 2 https://bit.ly/3oevAeY. But to answer briefly, yes -
using the Automation Hub categories (https://docs.uipath.com/automation-hub/docs/setting-up-
and-managing-the-automation-categories) you can restrict access to users based on their
department/business area. This can be done at user level in Automation Hub
(https://docs.uipath.com/automation-hub/docs/setting-up-the-user-role-and-categories), but also
on group level. This means that you can associate user 1 to a Standard User role only on Finance
and Accounting - which will result in User 1 being able to see only ideas in the Finance and
Accounting area.
Can I export my customizations to another hub
account?
Yes you can do that using the Download/Upload feature. See full details here
https://docs.uipath.com/automation-hub/docs/new-customize-assessments#download-and-
upload-assessment
I have a question about ideas for CoE and Citizens.
During the training we asked citizen developers to
send their ideas for automations they are going to
automate later during bot-a-thon. I like how Share
an automation works, it is very useful, but it should
be used when automation has been already built.
How we should transform idea into citizen
developer idea to ensure that citizen will have an
option to upload the files (will be asked for that) and
this idea will go through business review and
technical review like it would go for any CoE idea.
Hope it makes sense! ;)
We had situations where our customers have asked if the Citizen Development/Share an
automation flow can be changed so it can pass through business review/other reviews before any
package is being uploaded/any automation is being developed. For this, we will have in the
medium term future the option to customize the workflow. This will allow users to modify the
Citizen Development flow in order to first pass through a set of user defined approvals before you
ask the user to upload the automation package. Let me know if this makes sense.
Q&A (2)

20. 20
Question Answer
Measuring and tracking soft benefits – Does this
include a way to measure/track employees that
now work on tasks that increase revenue,
collections, etc.?
Are those tasks proposed to be at least partially automated or they are 100% performed by an
employee? If they are registered in Automation Hub as automation opportunities, then you can track
the increase revenue as a soft benefit and use branching logic to display additional questions
around the rate of revenue increase.
Can we customize Cost Benefit Analysis
according to our needs?
For now we cannot customize the Cost Benefit Analysis section, but we are looking at
implementing that in the medium term future.
Is there a way to link the Automation Hub idea to
certain process within Orchestrator? The best
would be browse either the idea from
Orchestrator, or the other way around. (We use
the "CoE driven idea", but the "Automation ID"
field is not sufficient )
Yes, this will be possible soon when the ROI Comparison feature will be released. (as part of the
Automation Hub to Insights Cloud integration). We're going to allow users to select an Orchestrator
package (from the Cloud Orchestrator that sits on the same tenant as Automation Hub and Insights)
directly at the Automation Hub idea level (so, in the Automation Profile). By doing this, a relationship
between the package and the idea will be set and afterwards reflected in Insights, as well as in the
available Automation Hub APIs.
When should we start/at what point to consider
customizing the assessments?
If you have already rolled-out Automation Hub to your organization and you received feedback like
certain questions from the assessments are not clear enough or they are not required for most
processes, or the CoE members noticed that additional KPIs are needed or existing ones should be
modified, then you should consider adjusting the default assessments.
Another situation, if you have just recently started your journey with Automation Hub and you are
still testing the product, you can start even at this point the customization process in case you notice
several questions or KPIs which you know already that they are not a good fit to the reality of your
organization.
Q&A (3)

21. 21
Question Answer
What's the advantage of collecting the automation
ideas within UiPath compared to a spreadsheet?
That's the whole point - no more spreadsheets 😄 There are a lot of advantages, from managing
your entire pipeline of automations in one place, including your relevant documentation, being able
to prioritize and make decisions based on the algorithms that we offer and Teo showed how they
can be customized. Not to forget: gamification, possibility to upload reusable libraries and of course
integration with our other UiPath products. See more here
https://www.uipath.com/product/automation-hub
Can you build an increase in cost each year? For
example, if software costs go up ~3% each year
You can build a KPI to capture the increased cost that will take into account the software costs
multiplied by the yearly increase rate.
We would like to use Automation Hub also for our
colleagues in Data Team, as they are very jealous
of our great tool! How would you recommend to
split automation ideas from data ideas in Hub?
We touched on this topic in detail in session 2 https://bit.ly/3oevAeY. But to answer briefly, yes -
using the Automation Hub categories (https://docs.uipath.com/automation-hub/docs/setting-up-and-
managing-the-automation-categories) you can restrict access to users based on their
department/business area. This can be done at user level in Automation Hub
(https://docs.uipath.com/automation-hub/docs/setting-up-the-user-role-and-categories), but also on
group level. This means that you can associate user 1 to a Standard User role only on Finance and
Accounting - which will result in User 1 being able to see only ideas in the Finance and Accounting
area.
Is there a way to track duplicate ideas submitted
either by a Citizen developer or from Process
Mining?
In Automation Hub duplicates are pointed out for submitters if they add an idea in the system
(employee-driven, CoE-driven, citizen developer automation) with the same name and
business/automation area as another idea already submitted in the system. The duplicates check is
not implemented for ideas coming from other services like Process Mining or Task Mining. As a
workaround, you can check in Automation Pipeline by filtering the Idea Source column by Citizen
Developer and Process Mining and then analysing and finding the automation name duplicates
directly in Automation Hub or in a csv export opened in Excel where you can easily mark duplicate
names from the same column.
Q&A (4)

22. Thank you!
automation-hub@uipath.com