Robotic Process Automation (RPA)

In many organizations, digitalization and efficiency are important strategic goals. Yet many business processes remain stuck in manual, time-consuming, and error-prone tasks. Every organization has at least one process where people continuously perform the same administrative tasks. This kind of error-prone manual work can be handled by software using Robotic Process Automation (RPA). RPA is a relatively new automation technology for automating process steps and tackling bottlenecks caused by human actions. In this blog you'll read what RPA actually is, what it can mean for your organization, and how you can get started sensibly as an organization.

What is RPA?

Robotic Process Automation is a technology that lets you automate tasks normally performed by people. With RPA, human tasks can be carried out by software robots (bots). RPA solutions can be built using modern low-code development platforms that offer a visual development environment in which flows (workflows) are configured. A flow can be set up with all kinds of triggers, validations, analyses, decisions, and actions. A flow can then run as an independent bot in the background without human intervention. A bot can also be developed as a desktop flow and interact with the user interface of existing applications. This means a bot can automate manual tasks on a computer by mimicking a user's actions. As a result, there's no need to build your own APIs or modify existing systems. For this reason, RPA is low-threshold, quick to implement, and also suitable for legacy systems.

What are the benefits of RPA?

With Robotic Process Automation, software robots can be developed in a relatively short time. This is partly due to the way development works on a low-code platform. RPA applications are configured and modeled here without having to write code. This is much faster than traditional software development. Second, a bot is limited to performing one specific task. A bot doesn't need a user interface (UI) or a data model, which saves an enormous amount of development time. This means a working software robot can be developed in a short time (think days to a few weeks). The business case is also quick to make when you consider how much time a bot can save. This is usually not that hard to calculate, since manual actions are being automated and it's easy to work out how much time people spend on those actions.

By successfully deploying software robots with RPA, valuable benefits and results can be achieved. Below are the main benefits:

1. Efficiency and speed
   A robot works much faster than people, operates 24 hours a day, 7 days a week, and makes no mistakes.
2. More time for valuable activities
   By automating repetitive work, time is freed up for people to focus on more valuable activities.
3. Better data quality
   RPA reduces human error, leading to more reliable data.
4. Scalability and flexibility
   Robots are able to scale with peak periods, making it much easier for your organization to “scale up” during busy times
5. No major change to IT infrastructure needed
   Existing IT systems don't need to be modified.

When is RPA interesting?

The goal of Robotic Process Automation is to increase efficiency and accuracy in the execution of business processes. This should lead to increased organizational productivity and lower operational costs, while employees have more time for valuable, creative, and strategic activities. RPA is especially effective for processes that meet the criteria below.

• The process involves repetitive tasks that are performed regularly. Automating this kind of task can deliver a quick payback period.
• Tasks in the process are carried out according to fixed decision rules.
• The process has consistent input.
• The data serving as input for the process is digitally available. This could, for example, be Excel files on a SharePoint site or PDF documents received by email.

RPA in practice: examples

Below are a number of practical examples of process automation where the benefits of Robotic Process Automation are put to optimal use.

• Reading a database of outstanding invoices and sending reminders to customers when an invoice's payment term has expired.
• Scanning and classifying files uploaded via FTP or SharePoint and then forwarding the files to another location.
• Onboarding new customers who have registered via a website. RPA can be used here to automate various tasks, such as verifying customer data, creating a company account in a CRM system, and sending email notifications.
• Scanning and recognizing order forms received as PDF documents by email and processing orders in an ERP system. For modern ERP systems this could be done via an API connection, but for legacy systems this is usually not an option. In that case, a desktop flow can offer a solution, since it can carry out user actions such as logging into the application, opening a screen, entering data, and clicking a Save button.

The last example shows that RPA can be used for automated document processing. Modern RPA platforms include standard functionality for scanning documents using optical character recognition (OCR) and machine learning (ML). By using smart algorithms, documents can be automatically classified with RPA and the information in the documents can be digitized.

RPA in practice: points of attention

Robotic Process Automation is relatively quick to implement with modern low-code development platforms. But a successful implementation requires more than just technology. A well-thought-out, structured approach is crucial. A few things are important here:

• Strategic direction. Formulate clear objectives for RPA. Provide training and knowledge sessions to build understanding and support.
• Create a governance model that documents the tasks, responsibilities, and authorities of the parties involved in the implementation.
• Platform choice. Choose the RPA platform that fits within the existing IT landscape and meets the security and architecture standards used within the organization.
• Collaboration between IT and business is essential. The business is best placed to identify which processes qualify for RPA. IT must safeguard the stability and information security of the chosen solution.
• Start with a small-scale pilot. Choose a process with low complexity and a clear payoff. Start with a small process, learn from the results, and then scale up.
• Account for management. Robots need to be monitored so that errors can be detected and fixed quickly. In addition, robots need to be maintained and adjusted when processes change.
• Documentation. As with other IT solutions, transparency is important for control, audit, and transferability.
• Risk identification. Think about risks such as unauthorized access and insufficient segregation of duties. Implement risk assessments and control measures.

Getting started with RPA

Curious what Robotic Process Automation could mean for your organization? Do you recognize the RPA examples mentioned, or do you already have a manual process in mind that's been bothering you for a while? We use the power of Microsoft Power Platform and Mendix to automate business processes. We've developed an RPA scan that lets us create value for a number of potential processes within your organization. This also gives you immediate insight into the costs/hours you can save. This gives you a quick, concrete picture of valuable automation opportunities that can be realized in a short time. If you're interested, please get in touch with an account manager at E-mergo.

More information about the scan

Written by Steven Samuels Brusse,
Senior Consultant