Business Process Standardization With RPA

Introduction — Business Processes

What is Business Process Standardization

Process Standardization
  • Setting the standards
  • Reporting on the standards for the management
  • Adherence to the established standards
  • Continuous improvement

What RPA has to do with Process Standardization

  • Robotic Process Automation (RPA) aims to replace highly manual, repetitive, rule-based processes that handle huge volumes of data.
  • RPA is not a nail that we can use to fix a broken process that humans perform manually on a specific routine.
  • Every RPA project should focus on some level of process standardization before any automation efforts.
Robotic Process Automation

Why RPA Require Process Standardization

  • Increased error rate
  • Decreased quality of routine tasks
  • Inefficient tasks
  • Excess repetitive tasks
  • Reduced functionality
  • High maintenance costs
  • Less reliable end results
  • High variability in output
  • No clearly defined inputs and outputs
  • D — Defects
  • O — Overproduction
  • W — Waiting
  • N — Not utilizing talent
  • T — Transportation
  • I — Inventory excess
  • M — Motion waste
  • E — Excess processing
Data Structures

Process Standardization Benefits as Part of RPA

  • Improve the quality of routine tasks
  • Increase overall process efficiency
  • Decrease error rates
  • Reduce redundant and unnecessary tasks
  • Reduce dependencies on multiple systems and screens
  • perfecting customer service
  • productivity & process improvement
  • increased quality and clarity
  • Easier onboarding of new technology

Process Standardization & Approach

Process Standardization & Approach
Organization levels that RPA can be applied

Approach to Standardize a Business Process as Part of RPA

Process Standardization Framework

Standardization Framework — Analysis

  • Detailed discussions with the stakeholders of the existing manual process & expected automated process
  • Detailed documentation of the existing manual process to identify manual, semi-automated & automated activities within the process
  • Identify standard operational procedures which can be introduced and mapped it to the process map
  • Plan for a standard business rule library that can be used by the automation process.
  • Come up with standard procedures for the maintenance of the business rule library
  • Identify the complexity of the existing process and investigate ways of reducing the complexity by applying standardization.

Standardization Framework — Standardization & Technical Feasibility

Where the Standardization Framework is Applied in Process Life Cycle

Process Life Cycle

Six Sigma for Process Standardization

Six Sigma for Process Standardization With Example

  • RPA can automate the majority of account payable processes listed below:
  • Invoice Data Entry
  • Check preparation
  • Disbursement of checks

Six Sigma for Process Standardization

Six Sigma for Process Standardization

Six Sigma for Process Standardization — Define

Steps Carried out in Define Phase
Reduction of Finance Department’s Accounts Payable Procedure Cycle Time
To Be Process Performance Standard

Six Sigma for Process Standardization — Measure

Steps Carried out in Measure Phase
Value Stream Map (Process Map) of the Current Process

Six Sigma for Process Standardization — Analyze

Steps Carried out in Analysis Phase
The Why’s of Analysis
Impact Vs. Control Matrix
5 M’s of Six Sigma Process Standardization

Six Sigma for Process Standardization — Improve

Steps Carried out in Improve Phase
Improved Vs. Legacy State of Account Payable Process

Six Sigma for Process Standardization — Control & Sustain

Steps Carried out in Control & Sustain Phase

Special Thanks

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UiPath MVP/ Executive Lead — Robotic Process Automation/ UiPath Community Leader for SAARC Region/ UiPath Community Moderator

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Lahiru Fernando

Lahiru Fernando

UiPath MVP/ Executive Lead — Robotic Process Automation/ UiPath Community Leader for SAARC Region/ UiPath Community Moderator

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