Implementing Robotic Process Automation (RPA) is an excellent solution to consider during your digital transformation journey. However, comprehending the advantages of RPA is one aspect, while successfully implementing it into your business processes without prior experience is an entirely different matter. In this article, we will outline a step-by-step approach for implementing RPA.
What is Robotic Process Automation (RPA)?
Robotic Process Automation (RPA) is a user-friendly software technology that enables the automation of digital tasks.
RPA allows software users to create software robots known as “bots” that can imitate and perform rules-based business processes. RPA automation allows users to observe human digital actions to teach the bots what to do. After showing the bots how to complete a task, they can then independently execute it. These Robotic Process Automation software bots can interact with applications and systems just like humans do, except they can operate continuously and much faster with complete reliability and accuracy.
What can RPA do for me?
RPA bots possess a digital skillset that is equivalent to human capabilities and even more. RPA bots can be considered as a Digital Workforce that has the ability to engage with any system or application. For instance, they can perform tasks like copying and pasting, extracting information from the web, conducting calculations, opening and relocating files, analyzing emails, accessing programs, connecting with APIs, and extracting unstructured data. Additionally, as bots can easily adapt to any interface or workflow, it is unnecessary to modify business systems, applications, or current processes in order to automate.
If you have experience recording videos on your phone, you will find it similarly intuitive to set up, use, and share RPA bots. It requires simply pressing record, play, and stop buttons, as well as using drag-and-drop to move files in the workplace. RPA bots can then be scheduled, cloned, customized, and shared across the organization to execute business processes efficiently.
RPA Implementation Challenges
When implementing RPA, it is crucial to identify and compile a list of different challenges that may arise, and then develop a strategy to effectively address these challenges. The following are some of the main obstacles that businesses encounter while implementing RPA.
- Misguided expectations of RPA
- Using the wrong tools tools
- Working with an inexperienced RPA partner
- Inability to calculate ROI
- Identifying the wrong processes for RPA implementation
- Technical and operational issues
- Stopping short of full, end-to-end process automation
- Lack of support from leadership
- Shortage of skilled team
- Preparing workforce for shift in workload
RPA Implementation Process
1. List out Processes To Automate
RPA may not be suitable for all business processes. Therefore, businesses should establish a plan to choose appropriate processes and subsequently give them priority based on metrics such as complexity and ROI. It is crucial to consider the visual representation, purpose, business context, and alignment with future business operations or overall automation journey when envisioning the automation of these processes.
2. Perform Feasibility Assessment
A feasibility assessment should be performed for each process in order to determine the level to which the process can be automated. This assessment involves two steps: process examination and technical feasibility. The assessment should be conducted by the operation user, an SME (Subject Matter Expert), and an RPA expert.
3. Readjust
Using the feasibility assessment report, determine the processes that lack structure, standardization, optimization, recording, or adherence to the planned execution. During this stage, make an effort to restructure and optimize the said processes.
4. Gather User Stories
A user story entails outlining the features of an application to be constructed from the viewpoint of the end-user. It provides a comprehensive explanation of user demands while also stressing the significance of acquiring an extensive depiction of every process that will be automated. With this information, a process definition document can be formulated, encompassing distinct RPA workflows, to guide the development team.
5. Start Development Process
The development process starts at this stage, using the RPA workflows that were generated. The developers utilize RPA tools such as UiPath and Blue Prism to create automated scripts and program code. It is crucial for businesses to carefully select the appropriate tool based on their specific needs since each RPA tool possesses distinct capabilities.
6. Test RPA Process
Conduct comprehensive testing to analyze the performance in every conceivable scenario and identify bugs during the execution of the process. Forward any potential performance problems and bugs to the development team for resolution.
7. Reconfirm and Deploy
After the development teams correct the initial tests and errors, validate that the results are flawless and proceed to implement the entire RPA solution.
