10 Key Factors for Smooth RPA Deployment: A Checklist for Success

Robotic Process Automation (RPA) empowers you to build software robots that automate repetitive and rule-based tasks, boosting efficiency, accuracy, and freeing up your time for more strategic work.

These software robots (a.k.a. “bots”) can interact with any application or system the same way people do, that is, via the application’s user interface — except that RPA bots can operate round the clock, and don’t need vacation.

Benefits of RPA Solutions for Businesses:

1. Reduced Manual Effort and Costs: RPA automates repetitive tasks, significantly reducing the need for manual labor and associated resource costs. This frees up employees for higher-value activities and leads to overall operational cost savings.
2. Improved Accuracy and Compliance: RPA eliminates human errors in repetitive tasks, leading to increased accuracy and compliance with regulations. This reduces rework and improves process consistency.

Example: Processing employee tax forms

• Manual Process:?Downloading XML form, converting to PDF, renaming, uploading, and archiving takes?160 hours?with high error risk.
• RPA Automation:?Reduces the process to?4 hours?with minimal manual intervention and eliminates human errors.

RPA's Growing Importance:

While RPA has been around for 20 years, recent advancements and resource constraints have driven its adoption. Businesses are increasingly using RPA to:

• Boost productivity and efficiency
• Reduce operational costs
• Improve data accuracy and compliance
• Enhance employee experience

Success Tips for RPA Deployment:

• Identify suitable processes:?Focus on repetitive, rules-based tasks with high volume.
• Prioritize value:?Choose processes that deliver significant cost savings or efficiency gains.
• Develop a clear implementation strategy:?Define goals, roles, and responsibilities.
• Invest in training and change management:?Prepare employees for the transition.

1. Navigating the Noise:

As you embark on your RPA learning journey, it's natural to encounter a whirlwind of information. While exciting, this can become overwhelming. Two common forms of "noise" I've observed are:

Conflating RPA with artificial intelligence (AI) and machine learning (ML):

• Misunderstanding RPA's role: While AI and ML focus on learning from data to make predictions or decisions, RPA excels at automating predefined, rule-based tasks. Think of it as "mimicking, but smarter," not just monkey see, monkey do.
• Powerful Collaboration: Combining RPA and AI/ML unlocks exciting possibilities. For example, an AI-powered chatbot can understand user requests and trigger an RPA bot to handle the corresponding task. However, it's important to remember that most RPA solutions operate effectively on their own.

RPA: Partnering with People to Streamline Workflows

Robotic Process Automation (RPA) automates repetitive tasks, enhancing efficiency ??and accuracy. Two types of bots exist:

• Attended BOTS:?These work alongside users,?invoked as needed to assist with specific tasks.?While they require human initiation,?they significantly boost user productivity by handling routine burdens.
• Unattended BOTS:?These run independently,?handling pre-defined processes without human intervention.?They excel in high-volume,?rule-based tasks.

Both types of bots play valuable roles in modern workflows. Attended bots, especially, act as powerful collaborators, freeing human workers for higher-order thinking and creative tasks. By partnering with technology, people can achieve greater efficiency, accuracy, and job satisfaction.

2. Refine Use Case Selection for RPA: Prioritize Alternatives, Embrace Stability

Main Message: While RPA can be valuable, prioritize alternative solutions whenever possible. Use RPA in scenarios where it excels: stable UIs, predictable workflows, and lack of APIs.

Improvements:

• Positive Framing:?Replace "last resort" with "refined selection" for a more proactive approach.
• Highlight Strengths:?Emphasize RPA's advantages in specific scenarios instead of solely focusing on limitations.
• Alternative Solutions:?Explicitly discuss prioritizing API integrations,?conventional programs,?and other options before deploying RPA.
• Coolness Factor:?Replace "sledgehammer" with a more nuanced analogy to discourage casual RPA adoption.
• Specificity:?Add examples of suitable and unsuitable use cases for better clarity.

Examples:

• Good Use Case:?Automating repetitive data entry from a stable web portal with no API available.
• Unsuitable Use Case:?Processing dynamic documents with frequent UI changes,?where an API or custom program offer better adaptability.

3. Understanding RPA Project Costs:

Understanding the various costs involved is crucial for a successful RPA implementation.

Here's a breakdown:

1. Development Costs:

• Resource Costs:?This includes salaries and benefits for?RPA developers, business analysts, testers, and other supporting roles?involved in designing,?building,?and testing the bots.
• Training Costs:?Consider any potential training expenses for both developers and users who will interact with the bots.

2. License Costs:

• Platform Licenses:?If using a third-party RPA platform,?licenses are required for developers and users.?Typically,?one license can run multiple bots.
• BOT Licenses:?Different licenses may exist for unattended and attended bots,?with?attended bot licenses usually costing more due to their interactive nature.?Understand the number and type of licenses needed for your project.

3. Recurring Costs:

• Support Costs:?Resources are needed to maintain bots in production,?addressing issues and implementing enhancements.?Costs vary based on bot complexity and potential downtime impact.
• Infrastructure Costs:?Cloud infrastructure used by the bot (e.g.,?cloud storage) incurs ongoing charges.
• Maintenance Costs:?Consider expenses for platform updates,?security patches,?and potential license renewals.

Building the Business Case:

When calculating ROI, factor in all costs over the bot's anticipated lifespan (3-5 years is typical).

Consider whether the bot is likely to become obsolete within this timeframe. A robust cost analysis is key for justifying the RPA investment.

4. Understanding ROI in RPA:

Effective RPA implementation hinges on a well-defined return on investment (ROI).

Let's explore two key components of RPA ROI:

1. Financial Return:

• Focus on effort saved:?This is typically measured in hours and multiplied by the hourly cost of the resources freed up by automation.
• Cost variation based on resource:?Recognize that saving hours from a US-based resource with a higher hourly rate ($100) will yield a larger financial return than saving hours from an India-based resource with a lower rate ($20).
• Quantify potential savings:?Clearly demonstrate the financial benefits by multiplying the estimated hours saved by the relevant hourly cost.

2. Risk Reduction:

• Beyond cost savings:?While reducing operational or compliance risks can be challenging to quantify directly in dollar terms, it still contributes to the overall value of RPA.
• Project risk severity:?Accurately assess the potential impact of the mitigated risk to help understand its potential benefit.

5. Streamline before Automating:

Before automating any process, always look for opportunities to streamline it.

Examine the process critically, identifying and eliminating steps that don't add value.

This could eliminate the need for automation altogether or, at least, enable you to automate a streamlined process, resulting in genuine efficiencies.

6. Define Future State Processes:

The business process before and after automation will be very different. Clearly define the steps in the future state process, and ensure that all stakeholders are aligned.

For example, with unattended bots, you will still need a human user to invoke the bot. In some cases, the automation could only be partial. That is, some steps will be executed by the bot, and some by the human user.

It is important that the users and other stakeholders understand how the process will work in future state, have the necessary training to operate and troubleshoot in production.

7. Align with Tech Architecture and Security:

While the business and application teams are eager to deploy RPA for its immense value, the enterprise technology architecture and security teams can inadvertently act as gatekeepers, due to concerns about unattended bots potentially violating established security standards and policies.

To avoid delays and rework later on, early engagement and alignment with these stakeholders is crucial.

Engaging them upfront helps anticipate and address potential hurdles, such as policy non-compliance and security vulnerabilities, ensuring a smooth and successful RPA implementation.

8. Define the Post-Deployment Support Model:

Before launching a bot, it's crucial to establish a clear and effective post-deployment support model.

This involves specifying who will be responsible for addressing maintenance needs, bug fixes, and potential enhancements.

Defining this model, whether centralized, decentralized, or outsourced, helps ensure smooth operation and efficient troubleshooting when the need for maintenance arises.

This proactive approach avoids operational disruptions and fosters a proactive environment for ongoing success.

9. Manage like a Project:

While RPA development within platforms often feels quicker than traditional coding due to its visual nature, expecting lightning-fast deployments can be a trap.

Dependencies like process design, testing, and integration can significantly extend timelines.

It's crucial, therefore, to manage RPA deployments with the same rigor as any other project.

Specifically, even though these projects are typically shorter and less complex, a clear plan with defined tasks, timelines, and allocated resources is essential.

This not only promotes accountability within the deployment team but also ensures transparency and visibility for stakeholders.

10. Beyond RPA Developers: Securing Critical Commitments for Successful Automation

While the excitement of RPA implementation is understandable, it's crucial to remember that it's not a one-person show.

Beyond the skilled developers, a committed team is essential for success. This includes:

• Business owners and analysts: They provide process expertise and ensure the automation aligns with business goals.
• Security & infrastructure teams: They ensure the bot operates securely within your IT environment.
• Relevant third parties: If external systems or data are involved, their commitment is crucial.
• Testers: They validate the bot's functionality and identify potential issues before deployment.

Proactively identify these stakeholders, clearly communicate project timelines and expectations, and secure their firm commitment.

Remember, a successful #RPA initiative is a collaborative effort – it truly takes a village to raise (and support) a bot!

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