Detailed Business Requirements in a PDD (Article 6 of 8)
In the context of Robotic Process Automation (RPA), capturing detailed business requirements within a Process Definition Document (PDD) is paramount. This article delves into the critical aspects that a Business Analyst must meticulously document to ensure a seamless transition from manual to automated processes. By thoroughly capturing every keystroke, click, and process nuance, the PDD serves as a foundational blueprint that guides developers, architects, and stakeholders in creating an accurate and efficient automation solution.
Let’s get into details:
?Capturing keystrokes for a manually performed process requires meticulous attention to detail, ensuring the automation is both accurate and comprehensive. Below are key considerations:
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1.??? Taking Screenshots
Capture detailed, high-resolution screenshots at each step of the process. Annotate these images with step numbers, descriptions, and relevant notes to provide clarity. This ensures that the documentation is easily understood by developers and stakeholders, facilitating accurate automation.
2.??? Capturing Keystrokes and Mouse Clicks
Document every keystroke and mouse click, including shortcuts, right-click actions, and drag-and-drop functions. Record the precise sequence and note any dependencies or conditions. This level of detail is crucial for replicating the process accurately during automation.
3.??? Documenting Field-Level Details
Capture information for every data entry field, including field name, data type, expected input format, and validation rules. Specify whether fields are mandatory or optional, ensuring the bot handles data input correctly and avoids processing errors.
4.??? Logical Breakdown of Requirements
Organize the process into logical steps or phases, grouping related actions by functional logic, such as application-wise or transaction-wise. Clearly describe each group's purpose and expected outcomes, aiding in understanding the process flow and identifying potential efficiency improvements.
5.??? System and Application Navigation
Detail the navigation steps through various screens, windows, or modules, including menu selections, toolbar buttons, and shortcuts. This ensures that the bot can seamlessly replicate the user's journey through the application.
6.??? Handling Exceptions and Error Messages
Document exceptions or error messages encountered during the process and the steps taken to resolve them. Include decision points where alternative paths are followed, ensuring the bot can handle unexpected scenarios effectively. More detailed discussion on this topic will appear in the next article.
7.??? Data in Tabular Format
Present requirements in a tabular format wherever possible, as this enhances readability and makes cross-checking easier for developers. For instance, in processes involving data transfer, provide field-level mappings in tables to avoid key details being overlooked in verbose text.
Example: Imagine a process step involving copying employee onboarding data from one portal and pasting it to another. In such a situation, it is a good idea to provide field level mapping in a tabular format as depicted below-
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8.??? Naming Conventions
Clearly define generic naming conventions for files, folders, and shared locations to prevent developers from inadvertently hardcoding constant values. Example, the name of a folder created every month should be mentioned as as a placeholder <Property Claims MMM YYYY> instead of using constant values such as <Property Claim Jan 2023>.? Same applies for shared path links. It should look like - Z:\IT Financials\Overall IT Budget\YYYY\.
9.??? Providing Examples
While writing certain rules, it adds value to cite an example along with the rule. It helps reader comprehend it without any ambiguity.
?Example -
A not-so-good way to write a rule: "Perform variance analysis by comparing current quarter figures with previous quarter figures."
A better way to write: "Perform variance analysis by comparing current quarter figures with previous quarter figures. For example, on first working day of last week of June, compare figures of previous quarter i.e. January to March quarter with that of the current quarter i.e. April to June."
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10. Verification and Validation Steps
Outline the steps taken to verify and validate the completion of the process. This could include checks for accuracy, confirmation messages, or cross-referencing data with other sources. Capturing these details ensures that the bot not only completes the process but also meets the quality standards expected by the business.
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Effectively documenting detailed business requirements in a PDD is essential for successful RPA implementation. By capturing granular details such as screenshots, keystrokes, and logical process breakdowns, along with clear naming conventions and examples, the PDD ensures that the automation aligns with business objectives and quality standards. This comprehensive approach not only facilitates a smooth development process but also mitigates potential risks, ensuring that the automated solution delivers the intended value to the organization.
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In the next article, we will explore how to capture business and system exception.
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Disclaimer:?The insights I am sharing are based on my experience with specific Centers of Excellence (CoEs). It's important to recognize that each CoE operates in its own unique way. Therefore, certain aspects of the Process Definition Document (PDD) discussed in this series may not align perfectly with your CoE’s practices, and some may even seem unconventional. Please use this information with that context in mind!
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