Ensure Robotic Process Automation with These Easy Steps

The Robot Process Automation (RPA) has been around for a considerable time and has begun to increase in usage within large companies. In this article, how the RPA can be formulated by an implementation strategy, the initial discovery workshop and the actual implementation. Our goal is to implement and rollout.

According to KPMG, multiple companies across different industries have begun the transition to robotics and smart systems. There is still some uncertainty accompanying robotic transformation (78%), with 40% not using RPA at all with another 24% considering it.

New software implementations involve questions, anxiety and concerns. The implementation of an RPA solution is no different. In fact, to make the technology more attractive, RPA’s big benefit is making ROI fast, it’s easy to use, and provides quick results.

The automation of business and operational processes is crucial to improve commercial possibilities. If you require a minimal investment, the underlying system provides a rapid organizational advantage without causing any variation. There are several traditional solutions that facilitate this approach but all cannot be perfected as a successful RPA implementation. According to a report by Software Testing and Big Data Hadoop, almost 20% of work hours are spent on monotonous and repetitive computer-based tasks. This marks a considerable amount of time lost in an unwanted process of automation.

Robotic Process Automation (RPA) performs tasks while maintaining human behavior using the computer software with a bot. It is mainly used to repeat and predict high volume activity. and The RPA captures data and interprets response and functions with other devices in a systematic and organized manner.

5-Step Process for Successful Implementation of RPA

This is a simple but comprehensive 5-step guide to help you understand the strategy formulation process for implementing, developing, and launching robotic process automation within your organization or company:

Process Selection

When it comes to RPA implementation, choosing the right process set for automation is the key to success. To do this, you must thoroughly evaluate all operations within and across departments in order to determine which specific processes may be suitable for automation. However, since most companies operate in a complex and sensitive environment, conducting such an objective analysis becomes a challenging task.

The answer lies in developing a framework that aligns the main intent of RPA with the organization’s strategic goals. The framework should try to examine the potential risks and expected value that may arise from automation.

The following attributes can be considered and scored in a structured manner to determine the suitability of the automated process:

  • The total number of transactions that can be executed without manual intervention.
  • The amount of work or resources required to perform repetitive tasks on a regular basis.
  • The ability of the components and subcomponents of a process to be digitized.
  • The ability of the process to provide a great customer experience without manual errors.
  • Possible limitations may prevent you from realizing the benefits of automation.
  • The ability to control process rules is defined and programmed mechanically.
  • The sensitivity and relevance of the processes in the workflow of the entire organization.

In addition to the above, factors such as potential impact, compliance requirements, cost effectiveness, technical complexity, and data privacy can also contribute to the identification process, which can generate the most important return after successful implementation of the RPA.

Managing People

Although it involves automation, implementing RPA is basically about managers. Organizations must be trusted from top to bottom. A convincing case must first be established to make the company’s leadership are fully behind this approach. They should understand the need for automation, its importance, and how it may affect return on investment (ROI).

Once completed, the next step is to convince the employees. Their lack of proper understanding may lead to fear that the implementation of robotic process automation may impact their work. The worries that accompany automation are real, which is why open and honest discussions are needed to properly resolve this issue.

Discuss with employees what automation will bring. RPA can only be used as a process to filter redundancy and increase productivity. It will never be allowed to replace any jobs. In order to inspire greater confidence, a cross-functional team should be established among employees to oversee a successful implementation. Empower the team to deal with operational challenges and appeals, while promoting the popularization of RPA technology. This also includes coordinating with IT and HR departments to ensure RPA integration and configuration is complete.

As businesses get ready to embrace new technology, it’s time to focus on selecting qualified RPA providers.

Choosing A Provider

All organizations have unique needs. To achieve these goals, they require RPA vendors to understand their requirements and provide customized solutions.  The latter can only be provided when the organization has conducted a detailed assessment to determine the precise tools required to successfully implement RPA.

The following is a list of parameters to consider when choosing an RPA provider to avoid problems (if any):

  • The cost and time it may take to implement software robots.
  • It can provide a robot that is capable of expansion to handle transaction fluctuations and financial complexities.
  • Provisions for encrypting stored data and ensuring its privacy and confidentiality.
  • Location system to alert organizations in the event of process errors or data breaches.
  • There is an audit trail function that records every operation performed by the robot, allowing performance monitoring.
  • The RPA tools provided by vendors must also be non-invasive and adaptable to changing technologies.

Additionally, the vendor’s technical soundness and organizational credentials should be verified. Providers’ commitment to RPA can be confirmed by previous partnerships, governance history, and development experience. In the final analysis, only the vendor’s ability to solve automation problems can help you intelligently implement robotic process automation.

Implementation

Before beginning the actual implementation, a detailed and structured implementation method must be designed to define the outline of the overall strategy. In the initial phase, the team responsible for implementing RPA will determine the necessary conditions and provide guidelines to help each business unit promote automation. After the framework is designed, an implementation partner will be selected, which can be an RPA provider or an internal person. Regardless of whom you choose, make sure they have the functional knowledge, domain experience, and technical capabilities necessary to successfully implement RPA.

The next step is to develop a suitable solution. Develop a complete flow chart and mark the specific parts you plan to automate. Record this map, clarify the exact role you expect the RPA robot to play, and schedule it accordingly. During this period, all departments and personnel involved should be operating simultaneously. After the programming is complete, set aside the time to run tests.

Infrastructure, software, and other system changes sometimes cause minor problems. Therefore, repeat these processes and resolve any unexpected obstacles that may arise. Once you have considered all the major scenarios and have a backup plan, prepare to run the pilot.

As this situation stabilizes, please inform all stakeholders of their roles and responsibilities in implementing robotic process automation. Finally, check your emergency plan carefully and start working!

Performance Measurement

Finally, develop key performance indicators (KPIs) based on finding the success rate of RPA implementation.

Although these metrics may vary from organization to organization, they usually include:

  • Measures how RPA implementation affects back-office processes.
  • By comparing the time taken by the RPA to complete the task with the time taken to perform the same function manually, we can understand whether the work efficiency of employees has improved.
  • The accuracy of the calculated output should ideally be increased to 100%.
  • Analyze the RPA compliance report, i.e., the efficiency of the robot in complying with the rules and regulations.

An honest assessment will highlight potential differences and give you enough time to correct them. After the incubation period is over, further assessments should be conducted in a timely manner to detect and correct any gaps in the successful RPA implementation plan.

Looking Ahead

To successfully implement robotic process automation, companies must combine diligence and skills. Considering the immense importance and benefits of RPA solutions in reducing workload, improving customer service, and increasing profits, it is critical to ensure that each step is properly reviewed, revised, and supported.