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AUTOMATION HANDBOOK

Agenda

WHAT IS RPA? WHY RPA? WHERE TO START?

• Definition of RPA • What processes should I automate?


• Questions that companies have when wanting • RPA vs BPMS?
to adopt RPA
• The Six Transformation Levers
• RPA Benefits
• Common Myths about RPA/ Myth Busters

OUR APPROACH TO AUTOMATION UiPath OPERATING MODEL

• RPA Journey Roadmap • UiPath Operating Model


• High level view of RPA deployment • Our RPA Implementation Methodology
• Lessons Learned • Our Training and Certification Approach
• Key Features of a successful RPA • Build up the Robotic Operating Team
Implementation
• Key blockers for RPA
What is RPA? Why RPA?
Why RPA? And Why Now?
RPA Time is Now!

RPA time is now! RPA and industry impact


Manufacturing and production, IT, R&D customer service,
As companies seek to digitize their operations, mature their business processes sales and finance are the areas expected to face most rapid
changes due to automation during the next five years.
and meet changing metrics, RPA is gaining interest globally as the preferred
option over traditional avenues, such as business process remodeling,
application programming interfaces (API) and offshore, onshore manual
processing due to its relatively low cost and ease of implementation. It is obvious that the business benefits and the
workforce impact cannot be ignored by companies
looking to remain profitable in the long run.
Previously, automation was seen as the domain of administrative, Organizations need to adopt the technological
manufacturing, labor and service-based work. Current research and statistics innovation and consciously integrate RPA into
operational business processes.
indicate that RPA is increasingly transforming knowledge-based, professional
service jobs.
Current adoption
In five years

25%
of tasks across every job
RPA rate of job transformation
Forecasts indicate RPA will transform up to 60% of work tasks in the management, business and financial sectors, 48% in the
professional sector and up to 41% in sales by the year of 2020 (Forrester research 2015)

2015 2016 2017 2018 2019 2020


Manual business and financial 9% 19% 29% 40% 51% 64%

category will be automated Professional and related 8% 17% 27% 37% 48% 60%

by 2019 * Sales and related 7% 14% 3% 32% 41% 52%


Office and admin support 7% 15% 23% 32% 42% 52%
What is Robotic Process Automation RPA?

RPA aims to replace the repetitive


Robotic automation aims to use a
and no value added clerical tasks
computer (a.k.a. robot) to
Subset of Business Process Service performed by humans, with a virtual
manipulate existing application
Delivery Automation (BPSDA). It By configuring a software that will workforce of robotic FTEs,
software (CRMs, ERPs, help desk and
refers to automation that interacts automate the activities or tasks transforming the human workforce
claim applications) in the exact same
with a computer-centric process previously performed by human into “Uber Administrators”, whose
way that a person works with those
through the software’s User beings. role is to make judgement calls,
systems. This is why RPA is commonly
Interface supporting the process handle exceptions and provide value
referred to as non-invasive
oversight much more than it did
integration.
while administering the services.
RPA Benefits
How is RPA Helping Me?

COST REDUCTION BETTER CUSTOMER EXPERIENCE INCREASED COMPLIANCE


IMPROVED SERVICE DELIVERY

Reducing overall processing cost for manual


transactional business processes. An RPA robot costs
RPA boosts the quality of the delivered services by
a fraction of an FTE and can work 24/7/365, which Increasing service quality up to 100% accuracy rate Increased compliance through rule-based
minimizing manual intervention, errors and work
can translate in a cost reduction of 35-65% for due to high repeatability and zero fatigue automations, which can enforce compliance
duplication; and speed, while rapidly decreasing
onshore process operations and 10-30% in offshore Decreasing delivery time - a reduction of up to 90% requirements and keep audit trails 100% of the
processing times, thus increasing capacity.
delivery. in cycle times. time.

RAPID ROI NON INVASIVE TECHNOLOGY ENHANCED ABILITY TO MANAGE

RPA provides a better ability to manage business


Non-invasive by nature, RPA doesn’t require any operations through improved governance and
major IT architecture changes or deep integration compliance (requirements are embedded in the
Introducing very fast ROIs – within months with the underlying systems (unlike BPMS). RPA automation rules), through improved process and
(average 6-9 months), instead of years (case of offers a reliable, but fast- and cost-efficient way for a data security, and enhanced disaster recovery (with
BPMS projects) due rapid speed of automation. “lightweight” integration of processes and IT assets the aid of remote server control over robots).

ELIMINATE REPEAT WORK ENHANCED PROCESSES INSIGHTS AND ANALYTICS SCALABILITY AND FLEXIBILITY

RPA introduces a highly flexible and scalable virtual


Reducing headcount. The new army of virtual FTEs RPA provides in-depth logging and reporting workforce by reducing induction times needed to
takes over the repetitive, non-value added tasks capabilities. All activities performed by robots can be train new workforce. Once a robot is trained,
Enhances process quality, compliance, security and logged and interpreted through customized
performed by humans – while humans will act as additional robots can be deployed quickly for either
continuity. RPA expedites processes, leading to an reporting tools, usually by providing visual
virtual workforce managers - monitoring robots and no extra or minimal cost. Scaling the robots up or
increase in throughput and a boost in the overall dashboards that can be adapted for each
handling exceptions. down due to volume fluctuations takes place in a
productivity. operational requirement. matter of minutes.
RPA Adoption Across Processes and Industries
RPA IS HIGH PRIORITY FOR MOST GLOBAL IN-HOUSE CENTERS

BANKING CARDS ACTIVATION


FRAUDS CLAIM DISCOVERY

INSURANCE CLAIMS PROCESSING


NEW BUSINESS PREPARATION

HEALTHCARE REPORTS AUTOMATION


SYSTEM RECONCILIATION

MANUFACTURING BILLS OF MATERIAL GENERATION

SERVICE ORDER MANAGEMENT


HI TECH & TELECOM QUALITY REPORTING

ACCOUNT SETUP
ENERGY & UTILITIES METER READING VALIDATION

F&A PROCUREMENT HUMAN CONTACT CENTER INDUSTRY


RESOURCES SPECIFIC POTENTIAL FOR RPA
PROCESSES
HIGH
Accounts Receivable, Invoice processing, Payroll, Employee
Accounts Payable, from Requisition to Hiring, Data Customer Service MEDIUM - HIGH
General Ledger Purchase Order Issue Management MEDIUM - LOW
LOW
Busting the RPA Myths
4 Common Myths About RPA

RPA is mainly driven by cost savings RPA will deploy perfect robots, with
0% error rates

Truth is … that cost savings are only one of Truth is … while robots can replicate with 100%
the key drivers, amongst others such as accuracy the activities that they were trained to
strategical payoffs and operational benefits. deploy, changes in their “external” environment -
application or system upgrades (especially in
remote connection environments), may trigger
errors.

Robots will take people’s jobs ... Robots can think just like
humans do.
Truth is … all recent studies performed on
companies adopting RPA show that the vast Truth is …robots only mimic the human behavior, they
majority of these companies are focused on don’t replicate the human reasoning. Robots require
increasing the effectiveness and the efficiency of very detailed, step-by-step instructions to perform the
their human workforce. Instead of eliminating it, activities, and can make only simple judgmental calls,
companies most often choose to add virtual based on predefined situations embedded by the
teams of robotic FTEs meant to take over the trainer in their workflows.
repetitive tasks performed by humans, therefore
allowing people to focus on more value-adding
activities.

Virtual and human workforce will continue to coexist. Robotic workforce will become an extension of the human workforce, while
people will be transformed in “Uber administrators”. Their role will be to make decisions, deal with exceptions and provide valuable
oversight, much more than they did previously, while directly administering the services.
About us
UiPath Key Business Differentiators

INCREASED LATEST TECHNOOGY UNMATCHED CRITICAL FEATURES CLOUD READY SERVER UNBEATABLE PRICING
ACCURACY AND CITRIX, SAP, TERMINAL PLATFORM
PRODUCTIVITY AUTOMATION

Battle tested UI UiPath benefits of industry Excellent Citrix, SAP, Online component Scalable management Best license pricing on
Automation technology, standard technology Terminal and Mainframes Store Front Office platform built on the market, including
based on10 years of coming from a successful automation support due to (agent attended) and cloud-ready software free of charge licenses
development and testing of combination of the .NET the 10 years of developing Back office stack Enterprise grade for Testing,
UI SDKs platform, (offering stability, UI automation SDKs (unattended) robot security Fully Development and
Open, modular, extensible high flexibility and support Leverage configurable analytics Disaster Recovery.
and industry standard modularity) and Microsoft enterprise .Net through Elastic Search
Designer Studio allowing Workflow Foundation – expertise. and Kibana
ease of automation of enabling faster and more
complex processes and reliable automation.
faster robot “training” time

Extensive SAP automation experience, SAP is one of our preferred automation technology
SAP Excellent SAP automation support
UiPath can automate SAP with or without SAP scripting enabled
Product Roadmap

INCREMENTAL
UBIQUITY INDUSTRIALIZATION TRUE AI
IMPROVEMENTS

ONGOING 6-12 12-24


MONTHS
2K
2 YEARS +
MONTHS

• Analytics & Reporting • Community • Elastic Work Allocation • Process Learning


• API & Security • Cloud Hosted • Human-Robot Workflow • Automated Decisions
• Computer Vision Stack • Marketplace • Digitization
• Process Auto-Discovery
What One Partner Says About Us

Our partner has eliminated the following


tools from the RPA race for being to invasive
for remote applications

Depending on which license model is applied, UiPath can be up to 40% cheaper and more stable than the other technologies
How the Market Perceives Us
A December 2015 Everest Research on Service Delivery Automation

COMPANY ASSESSMENT
PERFORMANCE
COMPANY SIZE AND GROWTH
DIMENSION A B C D E F G
IMPACT

BUYER DEPTH AND BREADTH OF COVERAGE OF COMPANY


COVERAGE BUYERS PERFORMANCE
BUYER BUYER SATISFACTION WITH THE TECHNOLOGY AS BUYER
SATISFACTION WELL AS THE SUPPORT COVERAGE
BUYER
SATISFACTION
COMPANY VISION FOR THE CLIENT AND ITSELF, FUTURE
VISION
VISION ROADMAP
FLEXIBILITY AND TECHNICAL SOPHISTICATION
FEATURE SET OF THE FEATURES FEATURE SET
VISION AND CAPABILITY

DEPLOYMENT HOSTING AND TENANCY OPTIONS AVAILABLE DEPLOYMENT OPTIONS


OPTIONS FOR BUYERS

CREATION & FLEXIBILITY OF AUTOMATION CREATION AND CREATION &


MODIFICATION MANAGEMENT MODIFICATION EASE

TRAINING, CONSULTING, MAINTENANCE AND OTHER


SUPPORT SUPPORT AVAILABLE FOR BUYERS SUPPORT

SECURITY & FEATURES FOR ENSURING DATA SECURITY AND SECURITY &
COMPLIANCE PROCESS COMPLIANCE COMPLIANCE
FLEXIBILITY IN THE PRICING MODEL FOR PROCESSING
COMMERCIALS AND ANCILLARY SERVICES ( E.G. IMPLEMENTATION COMMERCIALS
AND MAINTENANCE )

BEST-IN-CLASS HIGH MEDIUM LOW


How the Market Perceives Us
A Comparative View on RPA Tools – Coming From One Partner

RPA Technology
The Provider Comparison A B
Speed to Deliver

Scalability RPA Technology


Built in Components (OCR, PDF, MS The Application of our Assessment
Office) • Rapid development of processes to achieve ROI.
Speed to Deliver • Ability to meet pent-up demand.
Control Centre/ Work Queues/
Scheduling
Scalability • Scale processes over multiple robots on demand.
Reusability
• Wide use of PDF documents, therefore a more advanced
Built in Components (OCR, PDF, MS
OCR engine is required
Auditing/ Security Office) • Multiple interactions with MS Office

• Schedule work in line with demand and run ad-hoc tasks as


Licensing required.
Control Centre/ Work Queues/ • Visibility of work cases, referrals, completed work and time
Scheduling taken.
Thick/ Thin Client Applications • Ability to monitor processes real time.
• Using work queues to priorities and defer work.
Integration/ Extensibility
• Process identified are similar across different regions
(Bratislava and Bangalore). Automation can be built with
Future Proofing Reusability reusable business logic and applications components.
• The same applications are used across many of the
processes identified.
Reporting
• Secure transfer of data and encryption of credentials.
Development Skillset Auditing/ Security • Audit trail of robots actions performed on an application.

Intermediate Strong
Capability Capability
UiPath Innovation
Where We Are Going …

Automates more processes with Robots use algorithms to “see” GUI as a Google car “sees”
exceptional flexibility & precision COMPUTER traffic & apply business rules. It brings even more ease of use
VISION and penetrates more processes.

RPA value extends from


Software robots autonomously “learn” & adapt business
clerical to professional, COGNITION
process automation rules to state anomalies, analyzing large
judgment-based activities
structured/ unstructured data sets.

Increases automation
scope & analytical DIGITIZATION Leverages various technologies (e.g. OCR) &
capabilities business rules to format unstructured data.

UiPath is now ubiquitous


RPA Technology with COMMUNITY EDITION Free UiPath Studio license & training for
widely available skillsets developers, individuals, education, etc.
UiPath Product Features
Fast, Scalable, Reliable

UiPath Orchestrator
High Availability High Performance

The UiPath Server platform – the Orchestrator is built to support The UiPath robot is able to perform a repetitive set of actions (to
fast scalability and deliver high availability. The Orchestrator comes automate a business process) up to10 times quicker than a human
prepackaged with several deployment scenarios that capture the user. This performance depends greatly on the responsiveness of
specifics of different RPA deployment stages : from RPA Initiation the applications, including the time it takes to load an automated
to Pilot RPA, Ramp up and Industrialization – taking into website (for web automation). It doesn’t get slower over time, as it
consideration the number of robots deployed and Disaster doesn't depend on the data stored in the database or any previous
recovery preferences. actions. No downtimes are expected.

High Flexibility for volumes fluctuations Failover and Disaster Recovery


UiPath can be configured for high availability on Windows Clusters.
The ease of scalability is one of the key strengths of the UiPath RPA The extent of segregation of the various services on different
tool. An automation workflow can be deployed from one robot to clusters is directly dependent on the customer’s needs for
dozens or even hundreds of robots in a matter of seconds – also availability. UiPath comes with several deployment options for high
applicable for down-scaling. This feature allows business users to availability support.
adjust the robot work effort instantly, based on the volume
variations received during the day. Deployment for Scalability and High-Availability Recommended for 24/7
operation. Includes high-availability for all the components.
Where to start?
What Process Should I Automate?
Guide to Choose the Best Candidate Processes for Automation

Highly manual and repetitive Processes with standard readable Changeable Processing Method or
processes electronic Input Type System Change
High transaction volume processes, highly Processes triggered by standard and consistent
Processes for which the processing method cannot
frequent processes running daily, weekly, instead inputs. These inputs should be in a readable be changed and don’t require a fundamental
of monthly or yearly, which involve lots of manual input type like Excel, Word, email, XML, PPT, change in the underlying technical architecture of
work or work prone to human error. readable PDFs etc. Processes triggered by input the current systems (e.g new interface
types which are not readable, like images development or changes in configuration for
existing systems to enable automation). We
scanned with no OCR, are not prone to
strongly recommend to avoid automating
automation. processes for which you expect changes in the
short/medium term.

Rule-Based Processes High Volumes Automation Savings – in FTEs


Activities with clear processing instructions We recommend to automate only those processes
Processes with high transaction volumes (and
(template-driven), with decision making based which can provide a saving in terms of human
high frequency).
on standardized and predictive rules. work-effort of minimum 2 FTEs

Low Exception rate Mature and stable processes

Activities with low number of variation Normally these tend to be well documented,
scenarios existing in the process leading to stable, predictable and their operational costs
different handling procedures are well known.
Processes Every Company Should Automate
HR Services Supply Chain
Data Entry
Inventory management
Payroll
Demand and supply planning
Joiners, Movers, Leavers HR Services Supply Chain
Time & attendance Management Due to the huge amount of repetitive, often manual, Invoice and contract management
Supply chain problems cost companies between 9-20% of
Benefits Administration administrative tasks, under the shape of form fillings, data their value over a period of 6 months. Below processes
Work order management
Recruitment (back office) capturing, updating and disseminating and large number are typically prone to automation and represent typical
of request processing, HR is a gold mine of opportunities Returns processing area of improvement in any supply chain operations.
Compliance and Reporting
for automation
Personnel Administration Freight management

Procure to Pay (AP)


Finance and Accounting Software deployment
Order to Cash
Server and app monitoring
AUTOMATION
F&A is another area where automation can have
Record to Report
significant positive impact on cost savings, Routine maintenance & monitoring
improved efficiency and streamline processes, Vendor Management
Email processing and distribution
Other Areas for Automation
when applied
Collections Automation opportunities are practically ubiquitous in any
Batch Processing
organization. Besides typical horizontal services, there are
Incentive Claims
Password reset/unlock other organizational activities that can fall easily under
Sales Order the scope of any automation strategy
Back up & restoration
IT Services
Finance and Accounting IT Services With an estimated 30% of time spent on low level tasks, IT
is compelled to embrace automation as a way to focus on
the initiatives that require innovative thinking, and be able
to tackle with the critical organizational tasks currently
consuming much of their time.
Our Approach to Automation
UiPath Operating Model

Enable RPA Capability Support Pilot & Ramp Up RPA

Assist in enabling our customers to build Assist our customers’ Core Robotic Teams in
in-house RPA capability, by training piloting and ramping up RPA process
members of the RPA Centre Of iterations within their organization.
Excellence within the organization

Enable RPA POC Support Institutionalized RPA

Provide pre-sales support in deploying a POC Provide continuous support to Core Robotic
during the Partner stage of Initiate RPA Teams.
phase.
RPA Journey Roadmap

RPA is Not a Project. RPA is a Journey

Considering RPA a project is never going achieve much ROI on long term. RPA is a journey, it is the institutionalization of a virtual workforce in the organization. RPA perception within
a company should move rapidly from a tactical tool meant to achieve short term benefits to a strategical tool embedded deeply in the company’s Enterprise capability.
Key Success Factors for an Effective RPA Deployment

• The RPA journey starts with Lean Process Optimization before application of Set the
Robot Automation Track RPA target and
success keep
direction
• Business Ownership of the solution – Business Criticality and CBA drive
prioritization of RPA candidates

• CoE guidelines for assessment, design, development, and deployment of Enable


Drive
business
robots Customer
and IT
people
RPA alignment
• Central RPA Command Centre proactively monitors Progress, Benefit Success
Factors
Realization, Capacity, and interdependencies

• Dedicated regional RPA project execution and maintenance team


Maximize re-
coordinated through the Command Centre Emphasize
the use of
organization existing
• Shared re-usable asset library build-up by regional / functional area technology

Delivery on
• Alignment of RPA deployment architecture across the regions and BUs time and
within
budget