Robotic Process Automation (RPA)

In many organisations, digitalisation and efficiency are important strategic goals. Yet many business processes remain stuck in manual, time-consuming and error-prone tasks. Every organisation has at least one process in which people constantly carry out the same administrative tasks. This kind of error-prone manual work can be performed 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 will read what RPA is exactly, what it can mean for your organisation, and how you can get started in a sensible way.

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 with modern low-code development platforms that offer a visual development environment in which flows (workflows) are configured. In a flow you can set up all kinds of triggers, validations, analyses, decisions and actions. A flow can then run in the background as an independent bot 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 is no need to build APIs yourself or to modify existing systems. For that reason, RPA is accessible, quick to implement and also suitable for outdated (legacy) systems.

What are the benefits of RPA?

With Robotic Process Automation, software robots can be developed in a relatively short time. First of all, that is thanks to the way of developing in a low-code platform. RPA applications are configured and modelled there without having to write code, which is much faster than traditional software development. Secondly, a bot is limited to performing one specific task. A bot does not need a user interface (UI) or 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 therefore quickly made when you consider how much time a bot can save. That is usually not difficult to calculate, since it is manual actions that are being automated and it is easy to work out how much time people spend on them.

By successfully deploying software robots with RPA, valuable benefits and results can be achieved. The most important benefits are listed below:

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

When is RPA interesting?

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

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

RPA in practice: examples

Below are a number of practical examples of process automation that make optimal use of the benefits of Robotic Process Automation.

• 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 to automate various tasks here, such as checking customer details, creating a company account in a CRM system and sending email notifications.
• Scanning and recognising order forms received as PDF documents by email and processing orders in an ERP system. With modern ERP systems this could be done via an API integration, but with outdated systems this is usually not an option. In that case a desktop flow can offer a solution, because it can perform user actions such as logging in to the application, opening a screen, entering data and clicking a Save button.

The last example shows that RPA can be used to process documents automatically. Modern RPA platforms include standard functionality to scan documents using optical character recognition (OCR) and machine learning (ML). By using smart algorithms, RPA can automatically classify documents and digitise the information they contain.

RPA in practice: points of attention

With modern low-code development platforms, Robotic Process Automation can be implemented relatively quickly. But a successful implementation requires more than just technology. A well-thought-out and structured approach is crucial. A number of things are important here:

• Strategic direction. Formulate clear objectives for RPA. Provide training and knowledge sessions to create understanding and support.
• Create a governance model that sets out 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 organisation's security and architecture standards.
• Collaboration between IT and the business is essential. The business is best placed to identify which processes are suitable 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 clear gains. Start with a small process, learn from the results, and then scale up.
• Take management into account. Robots need to be monitored so that errors can be detected and fixed quickly. Robots also need to be maintained and adapted when processes change.
• Documentation. As with other IT solutions, transparency is important for control, audit and transferability.
• Risk identification. Consider risks such as unauthorised access and insufficient segregation of duties. Implement risk assessments and control measures.