Understanding the Process Design Document (PDD) in Robotic Process Automation (RPA)

In the realm of Robotic Process Automation (RPA), the Process Design Document (PDD) serves as a foundational blueprint for automating business processes. It plays a pivotal role in the RPA lifecycle, which encompasses several stages from ideation to deployment and continuous monitoring of bots in production. The PDD is crucial during the design phase, where it acts as a detailed instruction manual, guiding both developers and stakeholders through the automation process.

Essence of the PDD

The PDD is the initial document created after a thorough process walkthrough with Subject Matter Experts (SMEs) or process experts. It documents everything learned during the discovery phase in a format understandable by both the end-users and developers. This document outlines the processes requiring automation and highlights how efficiencies can be achieved through automation.

Key Components of a PDD

A comprehensive PDD typically includes:

• Objective and Introduction: Outlines the purpose of the document and introduces the process slated for automation.
• Applications in Scope: Lists the applications involved in the process automation.
• High-Level Process Steps: Describes the process steps at a high level.
• Detailed Process Steps: Provides keystroke-level details of the process steps, often accompanied by screenshots.
• As-Is and To-Be Process Flow: Maps out the current process flow and the envisioned automated process flow.
• Exceptions and Business Rules: Details any business or technical exceptions along with the rules that govern the process.
• Reporting and Monitoring: Specifies reporting requirements and how the automated process will be monitored.

Moreover, the PDD elaborates on the prerequisites for automation, including necessary server specifications, tool licenses, and any client environment restrictions. It also details the ‘As-Is Process’, capturing the current state of the process before automation, and the ‘To-Be Process’, which illustrates the future state post-automation. This future state includes any modifications made to improve efficiency and flexibility for automation.

Importance of PDD in RPA Projects

The PDD is instrumental in ensuring that all stakeholders have a clear understanding of the process to be automated. It provides a detailed roadmap for developers, enabling them to design and implement bots effectively. Furthermore, the PDD is a living document that may undergo changes as the project evolves, necessitating a structured change management process to accommodate these modifications.

In essence, the PDD is more than just a document; it's a strategic tool in the RPA implementation process. It ensures that automation projects are carried out with a clear vision and direction, minimizing risks and maximizing efficiency. As RPA continues to evolve, the importance of a well-constructed PDD cannot be overstated, acting as a critical step towards successful automation and digital transformation.

Mahmoud Dawod - Act Automate - 2024