Robotic Process Automation: Guide for Successful RPA Implementation in 2020

Introduction

Robotic Process Automation or RPA is a technological trend that is getting immense prominence by organizations across the globe to invest in it. Why? To increase their operational throughput, and reduce their operational cost!  

Nevertheless, a report from the Deloitte survey has pointed to the fact that companies starting their journey with RPA implementation have got struck due to resurfacing of IT issues, unrealistic expectations, and complexity associated with the process.

So, there is a need of maximizing the impact of enterprise RPA by having a revolutionary shift in the mind-set by following transformation instead of experimentation approach. In the given article, the major focus will be on identifying readiness in RPA software with various planning stages to clearly understand the successful RPA implementation.

By getting aware of passage from each stage of RPA implementation, an organization can reap rich benefits from the initiative taken by the given automation system.

Do you want to kick-start your move by taking the first initiative? Then identify some point of contact for the management to drive it smoothly via implementation phases:

        I.            Proof of Concept (POC) Phase

In the given phase, a program manager works in collaboration with the functional and technical team to identify and find out factors before initiation the RPA software automation in an organization. It starts with some set of questions such as:

• Which RPA software tools must be used for effective automation?
• What should be the infrastructure? Whether it will be on-premise or cloud-based?
• Does the implementation of RPA will be either through an in-house team or through external vendors (outsourcing)?
• Does the deployment of the product will be compatible in supporting RPA automation tool?
• Does there is any governance model to check the proper implementation of the program?

The main objective of the POC stage is to find out the best RPA tools as well as vendors for effective implementation that must be as per the respective RPA implementation policies and procedures.

      II.            Preliminary Phase

It is advisable by experts to start with any project cautiously. Yes, because it will help the organizations to identify the opportunities and implement the given feedback early in the RPA life-cycle. Furthermore, its development life-cycle helps in maintaining the quality and sustainability of the given RPA solution. 

Furthermore, RPA implementation requires verification in one of its environment before sending it to the production phase. Besides, there is also a bot monitoring procedure that is utilized for performing quality checks on the bot before sending it to the production.

It is the responsibility of the program manager to closely monitor the progress and rectify any issue which is affecting its performance. It is so because the preliminary phase is a critical stage that offers great benefits to the RPA program.

    III.            BOT Monitoring Readiness Phase

It is one of the most crucial phases as it ensures that the design reviews are in place, and there is a building-up of enough mechanism for effecting monitoring of the given software bot. In the present time, organizations are in the ever-expanding mode, thanks to mergers and acquisitions.

So, the addition of software bots of RPA helps in the quick turn-around of the operational needs of any firm. It can happen only if there is high scalability of the bots and adhere to the non-negotiable design goals during RPA implementation.

Apart from it, RPA service providers must come with a dedicated team that has expertise in business processes and technology so to utilize them before the commencement of the given project. Thus, there should be a detailed plan and readiness to offer great comfort to business management before embarking on their journey towards RPA automation.

   IV.            Steady Phase

Business management always anticipates the fact that there is a generation of much enthusiasm and push from the preliminary stage to embrace the RPA journey well. By now, it becomes prudent that RPA governance is fully operational and should give more priority to cater to business urgency.

One such criterion should be the Cost-benefit-Analysis mechanism that will help the organization to be well-prepared for the projects currently in the pipeline. After the initial phases, there is great control over the delivery and implementation of the products by the organization.

What’s more, there is a significant reduction of the infrastructure challenges. Besides, services such as managing change management mechanisms successfully and monitoring bot in the production phase have been accomplished in the given phase most appropriately.

So, the above-given four phases are much-needed fill-up in embark on a journey towards a perfect RPA implementation. But before concluding it, it is necessary to understand some important facts to make a successful implementation of RPA software in your enterprise.

A.     Picking Up the Right Procedure during Project Preparation

It is a simple yet essential approach that requires a thorough assessment of working in various departments across numerous firms. It starts right from the preliminary phase of the RPA implementation. In this phase, management tries to figure out which process will undergo automation so to align business objectives with available technology adoption.

Furthermore, it also takes some key considerations such as:

• Setting-up of the project timeline
• The volume of transaction done with no human involvement
• The requirement of resources and labor for the given task
• Identification of the roles and responsibilities of workers involved in it
• Check the capability of the procedure for offering error-free outcomes
• Checking its cost-effectiveness with technical complexity

By keeping the above-given aspect in the mind, it will become easy for addressing the potential risks and barriers associated with the given task before the commencement of the project that is going to be automated.

B.      Proper Management of Employees

Not just changes in how to operate the machine, RPA also make momentous changes in the management of the people. Most of the employees are skeptical of the automation system as they believe it as a system to destroy their livelihood. 

Hence, it becomes important to convince the employees to adjust well with the new automation system. Otherwise, the communication gap between the management and employee will destroy the efficacy of the RPA automation system.

It is natural for the employees to be at unease while accompanying their working with the automation system. Nevertheless, it becomes important to have an open and honest discussion with them to address the issue diplomatically related to automation.

C.      Selection of the Knowledgeable Vendor

For achieving a better result, it becomes prudent to get access to the right vendor to stay abreast of the wide landscape of the given robotic process automation software. In the given section, some questions arise in the mind of the management. How much to engage with them to enhance the coverage of deployment? How to make the personal data of the customer’s safe with them?

So, selecting one of the best RPA service providers is a hectic task. But if you have been able to find one; then be ready to get customized solutions to meet your needs and expectations steadfastly. Nevertheless before selecting them, first ask them about cost and time require deploying the workforce. Besides, also evaluate that are they capable to meet few criteria such as:

• Expertise in error management
• Wide experience in the given domain
• Capable of adapting to the changing technologies
• Can also perform an audit if need rise

So, following all the given criteria, assure yourself to get access to the services of the best working person who has a great understanding and is proficient in dealing with the complexity associated with RPA.

D.     Implementation of the ‘Big’ Idea

Before proceeding to the actual execution of the bot, it becomes mandatory to follow a structured approach carefully that highlights your overall business strategy precisely. Initially, give the task to your team and provide the guiding principles to implement automation in a casual approach.

Moreover, you can have the liberty to choose the best of RPA service providers who have domain expertise and comes with technical competence to undertake the successful implementation of the given automation tool. 

Moving to the next level, it is essential to design a process map to highlight a specific area where automation is the needs. Furthermore, documenting the given map will help you to make your RPA bots play an important role.

E.      Leave Some Room for Performance Measurement

It is no use of the RPA implementation if you cannot see the benefits it offers to the company after its tremendous growth. To measure it effectively, identify some key performance indicators that include:

• Measuring the efficiency of the deployment of RPA for processes related to the back-office
• Assuming out the decrease and increase in the employees’ productivity
• Analyzing RPA compliance reports that prescribe how better way bots adhere to rules and regulations

So, these are all the facts that help an organization to get successful RPA consulting services through its seamless implementation.

Wrapping Up

RPA has great potential to enhance the efficiency rate of any given organization. However, if not taken proper planning, it can lead to failure. So, the crucial phase of RPA implementation is to follow the above-given stages with close monitoring to iron out flaws from it. Therefore, follow these steps and reap benefits to get quick results towards automation.