This document discusses best practices for identifying processes that are good candidates for robotic process automation (RPA). It outlines the RPA delivery lifecycle and provides guidance on assessing process characteristics, complexity factors, and aligning processes with estimated delivery timelines. The document recommends using process mining and intelligence technologies to augment traditional manual process identification methods and more accurately define processes, estimate efforts, and identify automation potential. This leads to improved documentation, relationships between teams, and a reduction in the effort required for process identification.

1. Identify Right
Process for
Automation
Aniruddha Gupta

2. 2
Agenda
• RPA Delivery Lifecycle
• What should we look to Automate?
• Process characteristics & Qualification Metrics
• Process Complexity factors
• Aligning Process Complexity with Estimated delivery time
• Process Identification the new way

3. 3
RPA Delivery Lifecycle
Start building the
automation workflows
as per adapted solution
agreed
Build RPA
solution
Provide continuous
support post go live and
assist in immediate
closure of defects.
Hypercare
RPA
Run Testing cycles for in
scope processes for
automation. Identify and
correct defects.
Test RPA
solution
CP 1 CP 2 CP 4
Identify processes
candidates for
automation setup
project team, agree on
implementation
timelines and approach.
Prepare RPA
Agree on adapted
solution design for
automated processes.
Solution
Design
CP 5CP 3

4. 4
What should we look to Automate?
Mature, swivel chair
processes
Rule based
processes
Processes with low
exception rate
Processes with
standard readable
electronic Input type
High volumes / low
complexity
Stable processes and
underlying applications
Processes performed by
large teams
Highly manual and
repetitive processes

5. 5
What should we look to Automate?
Deep system
changes required?
Will minor
automation improve
the process?
No
No
RPA
Investigate options
for system
integration
Implement Self
Service
Investigate
potential tactical
solutions
High process
volumes?
Processing method
can be changed?
Highly
manual &
repetitive?
Rule based?
Readable
electronic
input types?*
Standard
inputs?
Low
exception
rate?
Apply process
improvement
initiatives
START
Is your process… Is it … Does it have …
No
No
No
No
No
Yes
Yes
Yes
Yes
Yes
No
No
Not all processes are ready for automation. In order to best benefit of a rapid
ROI, choose processes which first have passed through a transformation initiative
or are stabilized process.
Simple guide to choose the best fit for automation :
Not all processes are ready for automation.

6. 6
Process Characteristics Qualification Metrics
Highly manual and repetitive work
Rule based processes
Electronic Readable Input Types
Standard Input Types
Low exceptions rate
Process A Process B Process CCharacteristics
High transaction volumes
System changes
• Readable Input Type = Excel, Word, email, xml, ppt, readable PDFs etc.
• Non readable input type: scanned image with no OCR
Automationscale
Process A is the best fit for automation, followed by
Process B, while Process C should be subject to a Lean
Six Sigma transformation approach prior to considering
automating it.
Process characteristics & Qualification Metrics

7. 7
Process Complexity factors
Number of screens
involved in a process
can be taken as a proxy
for number of steps
Variations/ Scenarios within
the process (Number of If Else
kind of Rules)
Structured Inputs – Machine readable
and digital inputs. Scanned PDF
Images/ Free flow texts in Emails are
considered to be unstructured inputs
Image based
automation – VDI/
Remote desktops/
Citrix
Free Texts – Flow of
information as free text
(Unstructured informational
flow) within the process
Type of Applications – Java
Applications, Mainframe
applications, SAP, Web based
applications, Dotnet
applications, MS Office .. Etc
Standard Inputs – Templated inputs,
same format or type of inputs
across cases

8. 8
Aligning Process Complexity with Estimated delivery time
Key Criteria Low complexity Medium complexity High complexity
Number of applications 1-2 3-4 >5
Number of screens 1-4 4-40 >40
Number of business
logic rules
<5
Without alternative flow
5-50
Incl. alternative flows
>50
Incl. nested rules
Scale of exception handling
expected
Low Medium High
Data type
Digital, structured
& standardized
Digital, structured
& standardized
Digital, Semi-Structured and
Unstructured
Data handling required Copy/paste Copy, paste, read and modify data
Copy, paste, read data,
data enrichment, PDF data
extraction
Process redesign required? No process changes required Minor process changes required
Significant process redesign
required
Systems integration All Systems integrate natively
Requires some custom integration
and/ Custom Function / Image
Recognition
Leverage existing 3rd party tools
and/ complex Custom Functions
Associated level of
operational risk
Non-core processing
Time or business
dependent processing
Business critical
BAU processing
Typical end to end delivery
duration
4-6 weeks 7-9 weeks 12-14 weeks

9. Intuition Based
Technology
Driven
Manually
Shadowing the SME and
arriving at AS-IS process
state.
Identifying automation
potential and complexity
based on experience and
intuition.
Tools, methodologies and
structured approach
Structured approach of
process identification with
help of tools and
methodologies
Process
mining/
Process
Intelligence
Usage of process mining
and process intelligence
technologies like Minit,
Celonis etc. to extract
process insights, which will
in turn augment process
identification
Smart
Recorder
Automatic process
identification.
~50%
RPA opportunities are
currently being missed -
~20 – 30%
Expected reduction of
effort against manual
process
Increased accuracy of
Effort estimation and
automation potential
Process Identification the new way

10. 10
Makes more-detailed and accurate
Process Definition Documents
(PDD’s)
Works with Automation Hub to give
you one place for all your
documentation
Improves the relationship between
BA’s and RPA Developers (no more
PDD delays)

11. 11
UiPath Task Capture – Capabilities
2. Start developing today1. Capture in-depth processes
4. Build common RPA files3. Intuitive editing panel

12. Thank You !!
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