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RPA - Strive to Productivity Improvement

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RPA - Strive to Productivity Improvement

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A brief overview on Robotic Process Automation (RPA); it’s benefits, challenges, risks, and successful implementation model along with Case Study.

A brief overview on Robotic Process Automation (RPA); it’s benefits, challenges, risks, and successful implementation model along with Case Study.

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RPA - Strive to Productivity Improvement

  1. 1. Robotic Process Automation - Strive to Productivity Improvement
  2. 2. What is RPA Robotic Process Automation – A.R.M. Asiqun Noman 2
  3. 3. 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 Robotic Process Automation – A.R.M. Asiqun Noman 3
  4. 4. 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 Robotic Process Automation – A.R.M. Asiqun Noman 4
  5. 5. 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 Robotic Process Automation – A.R.M. Asiqun Noman 5
  6. 6. Uses of RPA Robotic Process Automation – A.R.M. Asiqun Noman 6
  7. 7. Uses of RPA Robotic Process Automation – A.R.M. Asiqun Noman 7 Frequent, repetitive, structure data entry
  8. 8. Uses of RPA Robotic Process Automation – A.R.M. Asiqun Noman 8 Frequent, repetitive, structure data entry The process is documented and has been standardized in practice
  9. 9. Uses of RPA Robotic Process Automation – A.R.M. Asiqun Noman 9 Frequent, repetitive, structure data entry The process is documented and has been standardized in practice Inputting, synchronizing data between multiple systems
  10. 10. Uses of RPA Robotic Process Automation – A.R.M. Asiqun Noman 10 Frequent, repetitive, structure data entry The process is documented and has been standardized in practice Inputting, synchronizing data between multiple systems Data migration, extracting, and reporting
  11. 11. Uses of RPA Robotic Process Automation – A.R.M. Asiqun Noman 11 Rule based decision making Frequent, repetitive, structure data entry The process is documented and has been standardized in practice Inputting, synchronizing data between multiple systems Data migration, extracting, and reporting
  12. 12. RPA Benefits Robotic Process Automation – A.R.M. Asiqun Noman 12
  13. 13. RPA Benefits Robotic Process Automation – A.R.M. Asiqun Noman 13 - 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
  14. 14. RPA Benefits Robotic Process Automation – A.R.M. Asiqun Noman 14 - Increase accuracy, consistency, and speed - No holidays, mistakes, or “bad days” - 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 Customer Satisfaction
  15. 15. RPA Benefits Robotic Process Automation – A.R.M. Asiqun Noman 15 - 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 - Increase accuracy, consistency, and speed - No holidays, mistakes, or “bad days” - 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 Customer Satisfaction Process Efficiency & Scalability
  16. 16. RPA Benefits Robotic Process Automation – A.R.M. Asiqun Noman 16 - 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 - Increase accuracy, consistency, and speed - No holidays, mistakes, or “bad days” - 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 Customer Satisfaction Process Efficiency & Scalability Employee Satisfaction
  17. 17. Types of Robotic Automation Robotic Process Automation – A.R.M. Asiqun Noman 17
  18. 18. Types of Robotic Automation Robotic Process Automation – A.R.M. Asiqun Noman 18 Attended Robot Human intervention is required or at least more at the forefront of how automation robots go about their tasks. 
  19. 19. Types of Robotic Automation Robotic Process Automation – A.R.M. Asiqun Noman 19 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. 
  20. 20. Which Process for RPA Robotic Process Automation – A.R.M. Asiqun Noman 20
  21. 21. Which Process for RPA Robotic Process Automation – A.R.M. Asiqun Noman 21 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
  22. 22. Which Process for RPA Robotic Process Automation – A.R.M. Asiqun Noman 22 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 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
  23. 23. Which Process for RPA Robotic Process Automation – A.R.M. Asiqun Noman 23 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 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 Procurement (SCM) • Purchase requisition, re-orders, challan and invoice processing can all be substantially automated using RPA
  24. 24. Which Process for RPA Robotic Process Automation – A.R.M. Asiqun Noman 24 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 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 Procurement (SCM) • Purchase requisition, re-orders, challan and invoice processing can all be 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
  25. 25. Which Process for RPA Robotic Process Automation – A.R.M. Asiqun Noman 25 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 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 Procurement (SCM) • Purchase requisition, re-orders, challan and invoice processing can all be 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
  26. 26. Challenges of Process Automation Robotic Process Automation – A.R.M. Asiqun Noman 26
  27. 27. 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 Robotic Process Automation – A.R.M. Asiqun Noman 27
  28. 28. 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 Robotic Process Automation – A.R.M. Asiqun Noman 28
  29. 29. 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 Robotic Process Automation – A.R.M. Asiqun Noman 29
  30. 30. 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 Deployment Software installs Permissions/entitlement Training already busy people Password management Robotic Process Automation – A.R.M. Asiqun Noman 30
  31. 31. 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  Deployment  Software installion  Permissions/entitlement  Training already busy people Password management Robotic Process Automation – A.R.M. Asiqun Noman 31
  32. 32. 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  Deployment  Software installion  Permissions/entitlement  Training already busy people  Password management Robotic Process Automation – A.R.M. Asiqun Noman 32
  33. 33. Challenges of Process Automation (cont.) Robotic Process Automation – A.R.M. Asiqun Noman 33
  34. 34. 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 Robotic Process Automation – A.R.M. Asiqun Noman 34
  35. 35. 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 Robotic Process Automation – A.R.M. Asiqun Noman 35
  36. 36. 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 Robotic Process Automation – A.R.M. Asiqun Noman 36
  37. 37. 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 Robotic Process Automation – A.R.M. Asiqun Noman 37
  38. 38. 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 Robotic Process Automation – A.R.M. Asiqun Noman 38
  39. 39. Risks of Process Automation Robotic Process Automation – A.R.M. Asiqun Noman 39
  40. 40. 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 Robotic Process Automation – A.R.M. Asiqun Noman 40
  41. 41. 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 Robotic Process Automation – A.R.M. Asiqun Noman 41
  42. 42. 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 Robotic Process Automation – A.R.M. Asiqun Noman 42
  43. 43. 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 Robotic Process Automation – A.R.M. Asiqun Noman 43
  44. 44. Enterprise RPA Roles Robotic Process Automation – A.R.M. Asiqun Noman 44
  45. 45. Enterprise RPA Roles Robotic Process Automation – A.R.M. Asiqun Noman 45 Leadership Sponsor & Champion Change Manager Steering committee
  46. 46. Enterprise RPA Roles Robotic Process Automation – A.R.M. Asiqun Noman 46 Leadership Sponsor & Champion Change Manager Steering committee Development Center of Excellence Leader BA, & Architect Robots Developer & Tester
  47. 47. Enterprise RPA Roles Robotic Process Automation – A.R.M. Asiqun Noman 47 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
  48. 48. RPA Tools Robotic Process Automation – A.R.M. Asiqun Noman 48
  49. 49. RPA Tools Robotic Process Automation – A.R.M. Asiqun Noman 49  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
  50. 50. RPA Tools Robotic Process Automation – A.R.M. Asiqun Noman 50  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
  51. 51. RPA Implementation – Developing Automation Strategy Robotic Process Automation – A.R.M. Asiqun Noman 51
  52. 52. RPA Implementation – Developing Automation Strategy Robotic Process Automation – A.R.M. Asiqun Noman 52 Step 1: Assess for automation opportunities
  53. 53. RPA Implementation – Developing Automation Strategy Robotic Process Automation – A.R.M. Asiqun Noman 53 Step 1: Assess for automation opportunities Step 2: Build business case
  54. 54. RPA Implementation – Developing Automation Strategy Robotic Process Automation – A.R.M. Asiqun Noman 54 Step 1: Assess for automation opportunities Step 2: Build business case Step 3: Determine the optimal operating model
  55. 55. RPA Implementation – Developing Automation Strategy Robotic Process Automation – A.R.M. Asiqun Noman 55 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)
  56. 56. RPA Implementation – Developing Automation Strategy Robotic Process Automation – A.R.M. Asiqun Noman 56 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 5: Plan the automation roadmap
  57. 57. RPA Implementation – Building an Effective Operating Model Robotic Process Automation – A.R.M. Asiqun Noman 57
  58. 58. RPA Implementation – Building an Effective Operating Model Robotic Process Automation – A.R.M. Asiqun Noman 58 1. RPA Center of Excellence
  59. 59. RPA Implementation – Building an Effective Operating Model Robotic Process Automation – A.R.M. Asiqun Noman 59 1. RPA Center of Excellence 2. Change Management and Governance Framework
  60. 60. RPA Implementation – Building an Effective Operating Model Robotic Process Automation – A.R.M. Asiqun Noman 60 1. RPA Center of Excellence 2. Change Management and Governance Framework 3. RPA Software Selection and Procurement
  61. 61. RPA Implementation – Building an Effective Operating Model Robotic Process Automation – A.R.M. Asiqun Noman 61 1. RPA Center of Excellence 2. Change Management and Governance Framework 3. RPA Software Selection and Procurement 4. Stakeholder Communication and Management
  62. 62. RPA Implementation – Building an Effective Operating Model Robotic Process Automation – A.R.M. Asiqun Noman 62 1. RPA Center of Excellence 2. Change Management and Governance Framework 3. RPA Software Selection and Procurement 4. Stakeholder Communication and Management 5. Need Assessment & Opportunity Identification
  63. 63. RPA Implementation – Building an Effective Operating Model Robotic Process Automation – A.R.M. Asiqun Noman 63 1. RPA Center of Excellence 2. Change Management and Governance Framework 3. RPA Software Selection and Procurement 4. Stakeholder Communication and Management 5. Need Assessment & Opportunity Identification 6. Design, Development, and Build of Pilots
  64. 64. RPA Implementation – Building an Effective Operating Model Robotic Process Automation – A.R.M. Asiqun Noman 64 1. RPA Center of Excellence 2. Change Management and Governance Framework 3. RPA Software Selection and Procurement 4. Stakeholder Communication and Management 5. Need Assessment & Opportunity Identification 6. Design, Development, and Build of Pilots 6. Production, Maintenance, and Support
  65. 65. Case Study – Invoice Generation Process Robotic Process Automation – A.R.M. Asiqun Noman 65 All Profit Centers SCM Clients
  66. 66. Case Study – Invoice Generation Process Robotic Process Automation – A.R.M. Asiqun Noman 66 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
  67. 67. Case Study – Invoice Generation Process Robotic Process Automation – A.R.M. Asiqun Noman 67 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 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
  68. 68. Case Study – Invoice Generation Process (Cont.) Robotic Process Automation – A.R.M. Asiqun Noman 68
  69. 69. 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 Robotic Process Automation – A.R.M. Asiqun Noman 69
  70. 70. 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 Robotic Process Automation – A.R.M. Asiqun Noman 70
  71. 71. Thank You! Any questions? You can find me at • asiqun.noman@gmail.com • https://www.linkedin.com/in/asi qun/

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