After addressing the question of whether robots will replace humans and how RPA can be used in everyday work in the last post in our blog series, we will now look at how to successfully get started with process automation.
The automation of processes and tasks is essential for the success of a company. This is becoming increasingly easier, as new automation systems are generally quicker and simpler to implement, particularly low-code options. In this article, you will learn about the important first steps in introducing process automation with RPA in companies.
Creation of a proof of concept
Employees often already have ideas about where a bot could help them—so just ask them. Once you have an initial idea, it is advisable to first evaluate the potential of RPA as part of a proof of concept. The department and the IT team examine various tools and their capabilities. An implementation strategy is then defined, and a business case can be created to determine the expected return on investment.
Step 1: Identify the requirements of the business area to be automated
RPA is a human-centric technology designed to support people. It enables employees to develop their skills and focus their attention on tasks that create greater value and require their full creative capacity.
First, it is important to know what the needs of the work area are. Here are a few questions to help you find out:
- Which repetitive tasks have the greatest impact (e.g., on customer and team satisfaction or efficiency)?
- What would be the benefits of automating this task?
- How many people are working on this task and how much time does it take?
- If you could automate an entire process, which one would it be?
This allows you to create a list of processes to be automated. This list is then sorted according to the greatest benefit and an action plan is created. Please note that it can sometimes be useful to consider the effort involved or quick wins when prioritizing this sorting.
Step 2: Defining and selecting RPA tools
Choosing an RPA provider is no easy task. You should consider the following aspects, among others:
- Licensing costs
- Costs for installation, maintenance, and support
- Type of infrastructure offered
- Capabilities of the tool
- Know-how within the company
In addition, when selecting an RPA provider, comparative studies by large companies such as Gartner (https://www.gartner.com/doc/reprints?id=1-2AOPUPBE&ct=220727&st=sb, accessed on July 13, 2023) or IDC (https://www.idc.com/research/new, accessed on July 13, 2023) can be used as a helpful resource.
An excerpt of various providers is listed in the chart below. It is interesting to see which providers were considered. In addition, it may be helpful to take trends over the years into account. However, it cannot necessarily be assumed that the categorization adequately reflects one’s own needs without interpretation.
Step 3: Selecting the architecture
Selecting the architecture is an essential step in which the needs and requirements of the IT team must be taken into account. If, for example, you opt for an on-premise model, you will need an IT team that can provide support, monitoring, maintenance, and upgrades as required. With this model, training costs, time, and various other costs must be taken into account.
A cloud platform offers the possibility of immediate commissioning, support from the provider, and easy access (usually via the Internet). The cloud can be a valuable tool for digital transformation. Nevertheless, it is important for companies to carefully consider whether the cloud is suitable for their specific needs and goals. Issues to consider include security, data protection, and costs.
Step 4: Operating model or work plan
When introducing a new technology such as RPA, you need a work plan that outlines how you will achieve a return on investment. You should be familiar with the individual steps and their sequence—from selecting a process to implementing it in production. This usually varies from company to company, as each company has its own delivery model and therefore requires a customized work plan.
Step 5: Governance model with balanced responsibility between business and IT
A governance model defines which person or group is responsible for what and who to contact with feedback. The following people should be involved in this model:
- Business personnel
- IT staff
- Personnel for business analysis
This governance model assists in the distribution of tasks—from prioritizing processes, security schemes, development schemes, testing, production release, bot tracking and monitoring, to tracking robot benefits.
RPA is not an isolated strategy, but rather drives the achievement of the organization’s strategic goals within the framework of the defined governance model and work plan.
For more information and tips on introducing RPA into your company, please refer to our white paper:
The most important points summarised:
- It is important to understand the needs of the business area in which process automation is to be used.
- When selecting a provider, various aspects must be taken into account, such as licensing costs, support, and the scope of services offered by the tool.
- In terms of architecture, you can choose between an on-premise model and a cloud platform. The most suitable architecture depends on the specific needs and goals of the company.
- An action plan is necessary that includes how a return on investment can be achieved.
- The creation of a governance model is crucial to the success of RPA implementation.
Outlook
In our next article, we will look at which use cases are suitable for automation and what needs to be considered when selecting a process.
RPA – the specter at the workplace? (Blog series part 3)