Getting started with Robotic Process Automation
Where should your organisation begin with implementing RPA?
Robotic Process Automation (RPA) has been a buzzword for some time, but with advancements in automation technologies, organisations are now exploring Intelligent Automation (IA). IA integrates with RPA, Artificial Intelligence (AI) and Business Process Management (BPM) to automate not just repetitive tasks but entire business processes end-to-end.
With all these automation terms and technologies at your disposal, it can be difficult to know where to start if your organisation is starting its automation transformation journey. That’s why we’re sharing our RPA ‘rule of three’ before explaining how we approach delivering RPA projects here at Ten10.
Our RPA ‘rule of three’
Drawing on our vast experience with our clients on their IA and RPA journeys, we’ve distilled the process into three phases: the Preparation phase, the Execution phase, and the Transformation phase.
Preparation
- Justify the investment:
- Create a Proof of Concept (PoC) or Business Case – Outline the investment, resources, training, and systems required for your RPA solution. Highlight the benefits and calculate potential ROI to convince management and stakeholders.
- Assemble Your Team – Define roles and responsibilities, including RPA developers, process controllers, and technical leads. Establish a Center of Excellence (CoE) for governance and consistency. Your CoE will also help select an RPA methodology or operating model.
- Choose the right tools: Select RPA tools that align with your business goals to maximise value across your enterprise.
- Develop a pipeline: Identify an initial automation candidate, ideally a high-volume, rule-based, and manual process such as data entry.
- Test and deploy: Test your bots thoroughly before deploying them into selected processes. Continuously monitor their performance and make necessary adjustments.
- Measure success: Track the performance of your RPA program to optimise and address issues, facilitating easier scaling of IA across your business.
Execution
Once you’ve automated your first few processes successfully, focus on scaling your automation efforts:
- Adopt a top-down approach: Identify opportunities to use automation to transform core enterprise processes.
- Expand capabilities: Involve people from various business areas to find more automation opportunities and innovative uses of intelligent automation.
- Tackle complex processes: As your capabilities grow, automate more complex processes and expand your digital workforce to handle multiple projects.
- Continuous improvement: Regularly test, monitor, and tweak your processes, always looking for new automation opportunities and innovations.
Transformation
The ultimate goal is digital transformation, leveraging automation for revolutionary changes in how your organisation operates:
- Empower everyone: Use accessible RPA tools with no-code, drag-and-drop features to involve non-tech personnel across your business.
- Blue-sky innovation: Encourage brainstorming from all parts of your enterprise to discover new automation applications.
- Stay forward-thinking: Keep an eye on emerging technologies like generative AI and predictive analytics. Continuously challenge old methods and adapt to new advancements.
Our RPA methodology
Drawing on our vast experience with our clients on their IA and RPA journeys, we’ve distilled the process of delivering RPA projects into Tenology®: Ten10’s delivery methodology.
Discovering: Ensuring a Common Understanding
The first step in the RPA life cycle involves identifying and understanding the processes that are suitable for automation. This phase includes gathering insights from various stakeholders to ensure a unified vision and comprehension of the project’s objectives and potential benefits. By aligning on the purpose and scope, organisations can set the stage for successful automation initiatives.
Defining: The Agreed Approach
Once there is a common understanding, the next phase is to define the approach for the RPA project. This involves setting clear goals, selecting the right processes for automation, and outlining the criteria for success. During this phase, roles and responsibilities are determined, and an RPA methodology or operating model is chosen. Establishing a Center of Excellence (CoE) can provide governance and consistency throughout the project.
Planning: A Clear Path to Success
In the planning phase, a detailed roadmap is created to guide the project from inception to completion. This includes creating a Proof of Concept (PoC) or Business Case to justify the investment, selecting the appropriate RPA tools, and developing a pipeline of automation candidates. The plan should outline the resources, timelines, and training required to achieve the desired outcomes.
Preparing: Ready to Deliver
Preparation involves getting everything in place to ensure a smooth execution of the RPA project. This includes assembling the team, which consists of RPA developers, process controllers, and technical leads. It also involves testing the bots thoroughly and deploying them into the selected processes. Continuous monitoring of their performance is crucial to make necessary adjustments and ensure readiness for delivery.
Delivering: Achieving Results
The delivering phase focuses on executing the automation plan and achieving the desired results. This involves adopting a top-down approach to identify opportunities for transforming core enterprise processes through automation. By expanding capabilities and involving people from various business areas, more automation opportunities and innovative uses of intelligent automation can be discovered. As the digital workforce grows, more complex processes can be automated.
Refining: Continuously Improving
Continuous improvement is key to the success of any RPA initiative. In this phase, the performance of automated processes is regularly tested, monitored, and tweaked to optimise results. Organisations should always look for new automation opportunities and innovations to enhance their RPA capabilities and achieve better outcomes.
Sustaining: Being a Trusted Partner
Sustaining the RPA initiative entails securing its long-term success and establishing a trusted partnership within the organisation. It’s essential to foster an automation culture and engage every stakeholder in the automation journey. Promoting brainstorming and innovation across the enterprise can uncover new automation opportunities.
Informing: Transparency and Clarity
Transparency and clarity are essential for the success of the RPA project. Keeping an eye on emerging technologies, such as generative AI and predictive analytics, and continuously challenging old methods can help organisations stay forward-thinking. Regular communication and reporting on the progress, challenges, and successes of the RPA initiative ensure that all stakeholders are informed and engaged throughout the lifecycle.