RPA is a possible technology for the digitalisation of processes in the company, but before introducing it, it should be clarified which areas of operational process management are to be covered. Workflow engines, for example, offer a wider range of possible applications and, with one exception, fully incorporate the functionalities of RPA.
RPA is a method of digitalisation and automation and covers three components of operational process management.
Accordingly, RPA software can be used to plan process execution, execute processes and measure processes. RPA does not cover the other components of operational process management.
Explanation of terms and how it works
RPA stands for Robotic Process Automation, which does not refer to a physical robot, but to a software that imitates humans. It reads data displayed on the screen and processes it according to the actual process.
It must be precisely defined which data is to be read from or written to the user interface of the respective IT system. RPA can also react to certain events, e.g. incoming emails, and then carry out or trigger corresponding actions. For example, data can be read from an Excel spreadsheet and new data records can be created in an IT application.
Prerequisites
For a process to be suitable for RPA, it must fulfil certain criteria. It must be well-structured and have little variance or creative activities. The processing of standardised forms or the sending of automatic reply emails is particularly easy to implement. However, the problem with robots is that they are very inflexible and can have problems with minor deviations. For more complex processes, you should therefore consider carefully in advance whether RPA makes sense. The processes must also be well structured and visualised so that errors do not occur, otherwise the RPA software will cause more work than it is intended to save.
Characteristics of suitable processes:
- Optimised process in place
- Many repetitions
- Low exception rate
- Structured data available
- Precise instructions specified, as few contingencies as possible
- Execution of checks
- No system changes necessary
- Requires no human judgement
- Digital trigger available
An example: If the last digit in the order number is missing, this can very quickly lead to the process being cancelled and the order not being processed. Or the order is processed but not correctly and the invoice then shows the wrong amount. The subsequent customer complaint and accounting corrections are then very resource-intensive. When introducing RPA software, it is essential that correct data processing is taken into account.
As RPA is based on the simulation of a user, no new interface needs to be set up. The software reads data displayed on a screen in the same way as a human and processes it according to customer requirements.
Advantages
Repetitive processes should be left to the computer or robot in the future because the error rate is significantly reduced and it can work around the clock. Employees can devote themselves to more important tasks, their satisfaction increases and the customer can also benefit from faster processing.
Furthermore, there is no need to write new softwares or have an API interface. Work instructions are then defined in the RPA software.
Another advantage is that the RPA software logs the actions, which could be interesting for compliance.
Disadvantages
If the software is customised, the data used by the RPA software may change. For example, the ID changes when a website is relaunched. In such a case, the changes must of course also be taken into account and adapted, otherwise the RPA will no longer work.
Another disadvantage is that implausible data and unstructured processes are not suitable for RPA.
Outlook
If implemented correctly, this technology has almost limitless potential. Machine learning or artificial intelligence could possibly also be used to automate more creative and extremely complex processes that are currently laborious and time-consuming. Particularly calculable events or tasks with a high level of data analysis can sometimes be solved better by machines than humans ever could. Especially in times of big data, this is a very promising approach to solving problems.
We would be happy to advise you on the introduction of RPA in your company.
