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How to choose the right processes to automate. 

  • Ciara MacCooey
  • Jul 8, 2019

We believe any use of Robotic Process Automation is by starting small and implementing a Proof of Value (PoV). It’s an opportunity for organisations to get to grips with the technology, figure out the types of processes which will bring the most benefits from being automated while planning for the future. 

So we kick off with a Process Discovery workshop with Subject Matter Experts; those who know the department, how things are done, the systems in place and any current sticking points. This is critical as it’s those who are involved in the actual process who will bring the biggest insight.

The aim of the workshop is to find processes within the organisation that are most suitable for the PoV. Our aim is to select processes that have the benefit of releasing some immediate value back to the business but also helps in building staff engagement in the technology.

 When you are thinking about conducting a PoV, it can be overwhelming and difficult to determine where to start. Which is why we’ve created this blog to help you capture basic information around your processes. And help you to prioritise the process backlog and get you up and running as quickly as possible.  

Firstly list out your current processes which you believe would be ideal for automation. Then answer the following questions to the best of your ability (estimates or approximations are fine at this stage)

  1. How long it takes, on average, for 1 person to complete the process (minutes, hours or days)?

  2. How many successfully completed transactions can 1 person do, on average, in a day?

  3. How many days a year a person is resourced to complete the process?

  4. How much the average cost is for 1 person (Full Time Equivalent) allocated to complete all process tasks?

  5. Does the process include any non-digital activity time that cannot be automated? (e.g. paper based) 

It will also be useful to start to gather:

  1. The general complexity of the process:

    1. How many systems or applications are used in the execution of the process?

    2. How many different screens are used in the process? (e.g. Log-in, Accounts, Account, Log-out = 4 screens)

    3. The total number of steps in the process from start to finish

    4. How much of the process is in a digital format? (e.g. spreadsheets with information a structured format)

  2. Whether there are clear measurements of current performance (KPIs and SLAs)?

  3. The level of any special security access required by staff to utilise the systems (or applications) to execute the process?

  4. Average annual and/or monthly volume.

Capturing all of this information upfront will undoubtedly help you get up and running with a

Proof of Value as quickly as possible. Which will see us take one of the selected processes and design, build, test and implement this into an environment within your organisation. From which you can start to measure the benefits and extend your use of automation. 

If you want to know more about what makes a good process for Automation or about how RPA can benefit your organisation please get in touch 

Ciara MacCooey

Ciara is our COO and has a natural ability to engage with stakeholders at all levels bringing transformational results.