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ROBOTICS PROCESS AUTOMATION (RPA)
Digital Process Automation Roadshow 2018
valantic Business Analytics GmbH
1. What is RPA and how does it add value for you?
2. What can RPA be used for?
3. How does RPA work?
4. How do you start your RPA project?
5. Recap
2
AGENDA
1. What is RPA and how does it add value for you?
2. What can RPA be used for?
3. How does RPA work?
4. How do you start your RPA project?
5. Recap
3
AGENDA
▪ ...and then I go into the system and copy all the data into my Excel.“
▪ "We fax the order to our suppliers, often leading to mistakes.“
▪ “If the customer wants to know where his order is,
I have to make a lot of calls first."
▪ “I can‘t even process
all the incoming emails“.“
▪ "Frankly, as far as
our own operations are
concerned, we fly blind."
Digitale work is today still often repetitive
Physical Robots
Perform repetitive physical tasks
Example:
• Pick eight chocolates from the
assembly line
• Assemble a finished box of
chocolates
Software Robots
Perform repetitive software tasks
Example:
• Log you in four different systems
• Mabigate legacy screens to retrieve data
• Use data to open new account in system
of record
Software-Robots are similarto physical robots
ROBOTIC PROCESS AUTOMATION (RPA)
Enables organizations to easily automate everyday, repetitive tasks
to relieve employees for higher value, more value-added work
• RPA -'bots' replicate the actions of people
interacting with application user interfaces
• Imitation of human activities via the regular
user interface
• No programming knowledge required.RPA is
low code application see Excel macros
• No changes to existing interfaces
• Reduction of manual data entry
• Work with high volumes is carried out
efficiently
HOW RPA WORKS:
7
Added value for your company through RPA
• Reduction of process costs
• Minimization of errors
• Improving efficiency
• Reduction of process throughput times
• Increase and free scalability of process throughput
• Increase of employee motivation
1. What is RPA and how does it add value for you?
2. What can RPA be used for?
3. How does RPA work?
4. How do you start your RPA project?
5. Recap
8
AGENDA
Extensions with DBA
• Open Account process
• Credit Processes
• Claim handling
• Dynamic pricing / upsell
• Accounts Receivable
• Accounts Payable
Point of Entry /Stand-Alone
• Data Validation
• HR Processes
• Report Generation
• Data migration between applications and customer management systems
Case StudiesCross Industry
The application possibilities of RPA are versatile and limited by the characteristics of the processes
10
Possibilities for the effective use of RPA in the front and back office - Part 1
Finance and Accounting
● Revenue recognition
● Expenditure verification
● Invoice processing
● Liabilities and receivables
management
Coral automated its
documentation process
Back- und Middle-Office
● Accompanying validations
● Data matching
● Data entry
● Filling out forms
● Verification
German Post Automated VAT
receivables management
Reporting
● Financial reporting
● External Reporting
● Internal reporting
● NPS / ES Reporting
Sefton Council Automated three
Concertation Processes
Customer Service
● Virtual counselling in general
● Bug fixing
● Updating customer data
● Payment Processes
Univ. Hosp. Birmingham
automatised their Check-In
The application possibilities of RPA are versatile and limited by the characteristics of the processes
11
Possibilities for the effective use of RPA in the front and back office - Part 2
Human Resources
● Salary Payment
● Retirement Plans
● New Employees Onboarding
● Employee Transfer
Ernst & Young automatised the
Onboarding Process
Sales and Marketing
● Account management
● Marketing campaigns
● Customer analysis and
segmentation
● Optimization of the media
budget
Co-Op Energy automatised the
Change of Occup. Process
IT and Infrastructure
● Execution of component
tests
● User approvals
● IT information centre
NHS Scotland used RPA to
automate their IT audit
Operational areas
● Recording and verification
● Benefits and settlement of
payments
● financial comparison
Co-Op Energy automated the
Change of Occup. process
RPA reference (banking client):prototype for automatization of (repeating) manual system configurations
RPA reference
12
Use Case information:
In the trading platform Calypso some counterparties require specific kick-offs to determine the point of
time, when to release a payment, depending on the currency.
Process description:
●The business user is receiving an email in MS Outlook, containing the counterparty name and an MS
Excel workbook as attachment, which contains the kick-offs.
●The attachment is saved in a target folder
●Both Kick-Offs are entered in the trading platform, based on the information provided in the Excel sheet
and the Email object
●An Email is sent to confirm the completion of the setup
Required applications: MS Office, MS Excel, trading platform Calypso, RPA software
Use Case: Kick-Off SetupProcess for BO Robot
Use Case and prototype
13
Use Case information:
Characteristics of RPA-compatible processes :Not every process is equally suitable
14
High Potential for potential Automation Low potential for automation
Repeatable and rule-based
Structured, standardized and
documented
Many workers involved
Susceptible to human error in
execution and compliance
Complexity and impaired
performance in target systems/DBs
Average time of execution can be
otherwise improved
Based on experience
High customer contact
Data processing
Stakeholder interaction
Applying expertise
Managing others
Unpredictable physical work
Predictable physical work
Data collection
18%
17%
16%
16%
14%
12%
7%
Times in all professions in the USA
33%
30%
Data collection &
processing
Expert Knowledge &
Stakeholder Interaction
63% of the work has the potential
for automation
12%
Data Collection
Predictable physical work
Data Processing
Stakeholder Interaction
Application of Expert Knowledge
Unpredictable physical work
Other Administration
1. What is RPA and how does it add value for you?
2. What can RPA be used for?
3. How does RPA work?
4. How do you start your RPA project?
5. Recap
16
AGENDA
Entry of
customer
details
Determine
credit limit
Update
Ledger
Create
documents
Validate
Documents
Activate
Account
Decide
additional
offer
Add
Additional
offer
Actualize
Account
BotBot EndBotSystem TaskDecision Task Decision Task
AF
TE
R
Decision System Decision
Business Process
+ RPA
BE
FO
RE
Decision Task
End
System TaskDecision System Decision
Business Process
Robotic Process Automation
Simplification of employee tasks
Choose an Option
Smart Recorder
Screen Recorder
Web Recorder
Smart Recorder: Record interactions in web and
desktop apps regardless of screen size or window
position
Screen Recorder: Record interactions in web and
desktop apps when screen size or window position
does not change
Web Recorder: Special Functions for
Recording Web Applications
Easily create bots with specially developed "recorders" Create
Use the "Recorder" to record
interactions between apps
Manage Run
Record
Editing Bots with the Task Editor
Test / Debug
If-then-else Controls
Local Variables
Variables for data exchange
between bot steps
Data acquisition form from input
files or other systems
Loops, to reliably loop bots
If-then-else to guarantee a smooth
process
Error Controls for exception
handling
Create Manage Run
Task Editor Palette
9. ROBOTICS
Keystrokes / Mouse
● Edit mouse moves and key strokes
Program / Files / Windows
● Interact with Windows OS elements (files, windows,
etc..)
Conditions / Loops
● Add programming construct
Pause / Delays / Wait
● Wait for window to show up before clicking on it
Internet
● Start Web browser window, upload a file, call REST
API…
Tasks / Scripts
● Interact with recorded tasks
Applications
● Interact with applications (DB/Excel) and files
(XML/CSV)
• Interactive
• Insert message box, get input
• Miscellaneous
• Variable or Clipboard, String
operations,
• System
• Printers, Services, LDAP
• Advanced
• Fault handlers, Image processing
• Integration Pack
• Work with PDF, receive emails,
• App Integration and Terminal
Emulator is NOT available in IBM
RPA
• Security
• Encrypt / decrypt files
• SAP
• Work with SAP GUI
Create Manage Run
• Bot Repository
• Bot Scheduler
• Version Control
• User Management
• Role-Based Access
• Audit Trail
IBM RPA with AutomationAnywhere provides tools to create, manage and run bots
Create Manage Run
Bot Creators Control Room Bot Runners
Web apps
Desktop apps
Record Playback
Manage & schedule bots from the Control Room
• Dashboard to view bot activities
• Repository Manger to manage uploaded bots
• Task Scheduler to deploy bots to Bot Runners
and manage bot dependencies
• Operation Room to view the control room
history and tasks in progress
• User Management to configure users
(developers, Bot Runners, administrators)
• Audit Trail to displays all Control Room events
Create Manage Run
Run bots automatically or launch from desktop
Bots can be launched manually
from desktop
Bots can be scheduled to start
automatically from Control Room
Create Manage Run
Playback
1. What is RPA and how does it add value for you?
2. What can RPA be used for?
3. How does RPA work?
4. How do you start your RPA project?
5. Recap
25
AGENDA
Entwicklung einer Automatisierungsroadmap
Automation Pipeline
Process acceleration
Customer satisfaction
Error reduction
Regulations
FeasibilityAnalysis
Obstacles
Technologies
Profitability
ComplexityAssesment
Departments
Information silos
Process steps
People
Logic
ROI Analysis
Effort savings
Productivity
Quality improvement
Implementation costs
Compliance
Automation Design
Processes
Software installation
Implementation
Employee Training
26
27
1. Selecting the right activities and processes
2. Interdisciplinary Teams and Business Analysis
3. Little variance and agility is possible during robot runtime
4. Business rules and plausibilities must not be very complex
5. Exceptions are defined
6. The right combination of robotics, BPM and Background processing
7. Agility and speed in robotics tooling (time-to-value)
8. Center of Competence for Robotics
9. Governance / Partnership
Introduction of RPA: Critical success factors
1. What is RPA and how does it add value for you?
2. What can RPA be used for?
3. How does RPA work?
4. How do you start your RPA project?
5. Recap
28
AGENDA
Mehrwerte durch Robotic Process Automation
Schnellere
Wertschöpfung
Erstellen, Testen
und Veröffentlichen
von
Automatisierung in
Stunden oder Tagen
Reduziert Fehler
Beseitigt Fehler beim
Kopieren/Einfügen,
die durch manuelle
Dateneingabe
entstehen
Erhöht den
Datendurchsatz
Erfüllung
automatisierter
Aufgaben in
Sekunden oder
Minuten rund um die
Uhr
Verringern der
Entwicklungskosten
Automatisierungen mit
einfachen Aufnahme- /
Wiedergabefunktionen
schnell entwickeln
Accelerate time
to value
Create, test and
deliver new
automations in days
or weeks
Reduce human
error
Eliminate copy/paste
mistakes introduced
by swivel chair
integration
Increase
throughput
Fulfill automated
tasks in seconds or
minutes, round the
clock
Decrease
development costs
Develop automations
quickly with simple
record/playback
functions
Key benefits of Robotic Process Automation
Feedback and opinions on the future impact of RPA in the business world
31
Comments at a glance
"...100 million jobs of knowledge workers worldwide could be affected by automation by 2025..." 4
„… Automation tools and systems could perform work and tasks equivalent to an output of 110 million to 140 million full-time
equivalents (FTE)...“1
"...could have an economic impact of 5.2 trillion to 6.7 trillion US dollars a year as early as 2025..." 1
"The number of RPA users will double in the next three to five years." 2
"RPA is both a market opportunity and a threat to service providers who do not include RPA as an integral part of their services. 3
"...Robotic automation market will reach $4.98 billion by 2020 and an average growth rate of 60.5% is expected from 2014 to 2020". 3
1 Quelle: McKinsey Global Institute: Disruptive technologies: Advances that will transform life, business and the global economy; Mai 20132 Quelle: Capgemini Consulting: Roboter erobern Geschäftsprozesse im Back-Office; Juni 20163 Quelle: Transparency Market Research: IT Robotic Automation Market (RPA Tools and RPA Servies) – Global Industry Analysis, Size, Share, Growth, Trends
and Forecast 2014 - 2020; März 20154 Quelle: KPMG - Employees: An endangered species?; Februar 2016
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Oliver Buntefuss
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valantic Business Analytics Swiss AG
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8057 Zürich
Schweiz
Tel.: +41 43 2551 602
E-Mail: oliver.buntefuss@ba.valantic.com
www.valantic.com
KONTAKT
Henning Schwaß
Head of Marketing
valantic Business Analytics GmbH
Beim Strohhause 17
20097 Hamburg
Deutschland
Tel.: +49 (0) 40 22 632 48 0
E-Mail: henning.schwass@ba.valantic.com
www.valantic.de
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