Integration of Automation & Analytics

MindSpeaks Webinar Series© 2018 Mindfields. All rights reserved
Integration of Automation & Analytics
MINDSPEAKS
WEBINAR
SERIES
Hosted by:
Mohit Sharma
Managing Director, Mindfields
Presented by:
Harpreet Khalsa
Manager, Enterprise Analytics & Performance
Improvement, Edith Cowan University

Attendees will be on mute mode
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@mindfieldsgbl
All unanswered questions will be answered via participants twitter inbox
Presentation slides and webinar recording will be shared with all attendees.
Points to remember

Webinar Structure
Particulars TIME
Webinar and Speakers Introduction 2 minutes
Session 1 : Automation and Analytics journey 10 minutes
Session 2: Introduction to Performance Improvement with Automation 10 minutes
Session 3: Integration of Automation and Analytics 10 minutes
Session 4: Live case study and use cases 10 minutes
Questions and Answers 10 minutes
Polls during the webinar 8 minutes

About
Mindfields drives innovation and excellence by leveraging disrupting technologies to
optimize business processes that enable our clients to 'Grow for tomorrow'. We are a
vendor-agnostic automation and artificial intelligence services firm. Gartner and HfS
Research has positioned Mindfields as a leading, niche Robotics Process Automation
advisory (RPA) firm and we are globally recognized as a thought leader in this space. We
have ranked among the top 20 fastest growing Australian firms in the Deloitte Fast 500
www.mindfieldsglobal.com
ECU is a large, multi-campus institution offering a vibrant research culture and a unique
teaching and learning environment. With over 30,000 domestic and international students,
we're committed to breaking down barriers to education and are considered a pioneer in
alternative admission pathways to education.

Speakers
HARPREET KHALSA
Manager, Enterprise
Analytics & Performance
Improvement, Edith Cowan
University
Mohit has over 20 years of experience working in
Strategy, Corporate Finance, and Risk
Management Solutions for Deloitte, PwC, and EY.
Mohit has authored and published one of the first
and most comprehensive research on Robotics
and Process Automation. Mohit provides advisory
services to leading global financial and non-
financial organization in US, Australia, UK, and
India on their journey for Automation and Artificial
Intelligence. Mohit loves cricket and food, in that
order.
MOHIT SHARMA
Founder and
Managing Director
Harpreet Khalsa is a seasoned Analytics/ Performance
Improvement professional and has a career of about 20
years in a variety of industries including Defence,
Telecommunications, Utilities, Mining and Higher
Education. He has worked with ECU for 7+ years and
has been pivotal in creating the culture of ‘insights
driven decision making’, which has led to significant
improvements in planning and operations within various
parts of the University. His key focus currently is how
the University can create an effective collaboration
between ‘Human and digital workforce’ and have a
positive impact on the student experience and
operating margins.

Session 1 :
Automation and Analytics journey

Evolution of RPA
• Highly rule-based
processes
• Large transaction and
processing volumes
Routine and Repetitive
• Requires RPA
configuration to
incorporate decisions
• Processes are
moderately complex
Judgement Based
o • Incorporates advanced
analytical capabilities
• Process unstructured
data from multiple
environments
Analytical Based
• Rise of self learning and
cognitive capabilities
• Automatic detection and
resolution of faults and
errors
AI Based
NOW FUTUREPAST

Evolution of RPA

Session 2 :
Introduction to Performance Improvement with Automation

Introduction of Performance Improvement with Automation
Feedback loops and recommendations
UNDERPINNED BY…
Analytics & Data (monitoring, sensing, predicting)
Basic Automation
Intelligent Automation
LEVEL 1
LEVEL 2
LEVEL 3
Traditional process
improvement
UPLIFT IN CAPABILITY & DELIVERY OF PI INITIATIVES ACROSS LEVELS 1 – 3
INSIGHT &
ANALYSIS
Collaboration critical at all levels
• Performance improvement can be
limited to traditional process re-
designs, which is primarily focused
around making processes lean
and key activities are still
accomplished manually.
• RPA brings the opportunity to
automate tasks and decisions that
are underpinned by insights and
analysis generate from data.
• Stakeholder collaboration and
engagement is critical across all
the levels of Performance
Improvement to drive successful
outcomes for the initiatives.

• Introduction of Automation
increases the complexity in
comparison to traditional process
improvement.
• Its imperative that automation is
supported through rigorous
Governance that enables
continuous improvement through
insights.
• The Model has been developed to
capture master data about the
process and runtime information
generated by BOTS.

• Automation also brings challenges to
how we manage changes within our
technology landscape
• Traditional Process improvements
do get impacted by technology
changes but extent of change is
higher when systems accessed by
BOTS, start to change.
• It’s imperative to have transparency
and insights on Digital Workforce to
drive success of Automation within
PI Journey.

Similar to traditional process
audits, BOT audits are critical to
ensure the relevance, accuracy
and effectiveness of the functions
they perform:
• Business rules are
relevant
• Credentials haven’t
lapsed
• Connectivity between the
task and data source is
seamless
• Hard coded tasks
• BOT Triggers are
monitored / updated
• Key documents are
relevant / up to date

Session 3:
Integration of Automation and Analytics

• Improve performance and
outcomes across a variety
of domains
• Focus on decision
maturity and look at
various aspects to take
decisions through maturity
curve
• RPA becomes critical to
automate the tasks that
underpin decisions but
none of this can be done
without availability of
‘quality’ Information and
insights.

• Automation has brought back the focus to ‘Data Quality’ and Digitisation of ‘Relevant Information’; which is core to
automation.
• These two aspects of data were also critical for the success of Analytics but at times they took back seat.
• Automation has assisted in improving the data quality which has helped to uplift the quality of insights and uptake of
analytics for operational decision making.

• Data and Data flow capabilities help us
make sure, we can have tighter
integration between automation and
analytics
• Consistency of business rules and data
that underpins the decisions drives the
level of:
– BI Self Service
– Automation that can be achieved
– Cognitive intelligence that can be
embedded

The Final Session:
Live case study and use cases

19
ECU School of Health and Medical Sciences (SHMS) Practicum Process Improvement
19
Description: The purpose of this initiative is to identify and implement automation / improvement opportunities across
the end to end Practicum Process within ECU’s School of Health and Medical Sciences (see High level process image
below).
• Challenges:
• Variations within the process across different disciplines within the school – Same decisions were being made
across various disciplines with significant variation in how information is processed across.
• Pre Placement Checks and Assessment require lots of manual verification of information / documents
• Variety of Medical and Non-Medical compliance checks were being done manually to ensure student is
fulfilling all the compliance requirements, before the placement.
• Inconsistent use of systems of record and lack of reporting that provided ‘Big Picture’ of how things are
moving within the process.

SMHS Process Improvement – Use Case
Manual Process
20,000 Forms to
be read
(Medical
and Non-Medical)
Staff, manually reads the
variety of forms and infer
the information
Staff, through manual
checklists ensure,
students are
compliant for
placement
Email are sent out
manually to the students Student are placed for training
Automated Process
Bots read the
information from the
different types of
forms using OCR
Insights are generated through
Tableau to create a checklist of
non-compliant students
Email are sent out by
the bot to the students
automatically
Student are placed

21
ECU School of Health and Medical Sciences (SHMS) Practicum Process Improvement:
Pre Placement Checks
21
Data Availability:
Insight Automation:
Task Automation:
New information added into source systems and quality of existing data improved significantly
Verifying documents using BOTS. Also developed insight capabilities to support one stop view of all student placement checks
BOTS have been developed to automate parts of the process that are currently handled manually including completion of application forms, verification
of documents / medical checks, notification to School Office staff and students.
Bots complete
application forms for
students
No manual update
of documents
Bot validates documents
uploaded by students to
determine missing
and/or invalid
information
No manual check
Created a standard GP
form that consolidates
over 10 different medical
checks required of
students into one
document
Streamlined &
standardised
process
documentation
Bot updates medical
checks related
information provided by
GPs onto Sonia
Reduction in errors
and timely visibility
of data
Over 20,000 documents validated / verified manually and inconsistently across the disciplines within the SHMS; Multiple systems and external parties involved
1> 2> 3> 4>
Bot notifies school
officers with information
on students who have
not provided all the
documents OR have
provided invalid
information
Improved workflow
Bot updates the
dashboard with all
checks completed / and
or missing
Improved visibility
5> 6>
Data flow : Data flow within various systems improved and BOTS used in places to improve the information flow

22
Live Case Study and Use Cases
Initiative Description : To automate the process of Agent Invoice creation. The Agent Commission Initiative aimed
to ensure the process by which agents are paid commission is more efficient, and provides a proactive solution to pay
our Agents the commission on timely basis.
Challenges
• Time and resource intensive
• Each student in all the invoices (100% case) has to be looked up in multiple systems for validation and
reconciliation
• Reconciliation sometimes are quite tricky and may impact agent commission rate (growth based) if not done
correctly
• The above may lead to incorrect amounts paid to the agents.
• Delays in submission of Commission claims by Agents
• Data Quality Issues. For e.g. Agent banking information is not readily stored/accessible

Agent Commission Invoicing Process Improvement – Use Case
Manual Process
Account payable received
invoice and checks each
and every student
Agent send invoice
to ECU
Automated Process
Details are checked
against multiple
systems manually
Once verified each
invoice is authorised
manually
Agent commission
paid to bank account
BOT looks into multiple data
sources and create RCTI for all
agents automatically
Insights generated
through Tableau / BOTs
and validates by
Accounts Payable
BOT generate
invoices and then
authorised by staff
RCTIs are emailed to Agents and
once Agents agree are paid to bank
accounts

24
Live Case Study and Use Cases
Data Availability:
Insight Automation:
Task Automation:
New information added into source systems and quality of existing data improved significantly
Created invoices using BOTS. Also developed other insight capabilities to support agent performance and review
BOTS have been developed to automate the end to end process of Invoice creation, payments and system update
Report links data from
multiple sources and
creates student extract
with agents
No manual
checking of each
student in invoices
Bot creates invoices
based on the reports
and calculates
commission
No manual check
Bot then sends the
invoices to the agents
via email
Streamlined &
Structured
communication
Agents confirms the
invoice or provides
additional details
Improved workflow
and transparency
400 + Invoices for Agent Commission; More than 200+ agents worldwide; Multiple systems and service centres involved
1> 2> 3> 4>
Bot updates Oracle with
student level details
Improved workflow
Bot make payment to
the agents through
oracle financial
Improved workflow
5> 6>
Data flow : Data flow within various systems improved and BOTS used in places to improve the information flow

✓ Need to look at eco-system that enables performance improvement – as opposed to individual technologies
or capabilities that enable the improvement
✓ Collaboration and Stakeholder engagement are critical for the success of these initiatives
✓ Integration of Automation and Analytics brings higher returns on investments and enables developing
‘Smarter Processes’
✓ Don’t over commit and be realistic in terms of what can be achieved within given constraints of your
organization, team and technology capabilities.
Wrap Up: Key Points

Questions
For more questions email us at info@mindfieldsglobal.com
✓ Questions

Integration of Automation & Analytics

Integration of Automation & Analytics

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