5 Stages of RPA Implementation: A Walkthrough

Midhun Menon P

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    In these tough times, more and more companies are taking harsh measures to reduce their operational costs through increasing their productivity and managing their employee’s time for better purposes. Among the various tools used, Robotic Process Automation (RPA) is the most sort after one, simply because it saves lot of work hours for the company. One issue that many companies face while implementing RPA are the various obstacles and challenges that awaits them as road blockers. These challenges may be mostly internal including “resistance to change”, adjusting to the new pace of work, the automation anxieties, and a lot more. The key for any RPA success is overcoming these challenges through proper planning and execution of the implementation processes. With an experienced RPA solution vendor in UAE like HLB HAMT, you can achieve this easily. In this blog, I am going to throw some tips and tricks on how to approach an RPA implementation in five different stages.

    Stage 1 – Assessing Opportunities

    The infancy stage of any RPA project is its most crucial time, the main action items of this stage include conducting a high-level assessment of the areas which will benefit the most by switching to RPA. Automating each and everything will be difficult, and it is important to pick the potentially viable processes. Mostly, repeated manual processes which is extremely human driven and time consuming will be given more weightage. It is also important to create a weightage matrix Developing an exact timeline of the project and who all are the stakeholders, along with their roles and responsibilities will be determined.  A rough implementation plan is created along with set project objectives. This plan will help in giving guidance and strategic direction to all concerned parties and addresses any potential risks and concerns associated with the project.

    Stage 2 – Finalizing Use Cases

    Next up, is to select the best use cases out of the probable ones. For most companies, this is the most important phase as it could make or break an initiative. There are lot of factors on selecting the final use cases, and there will be a lot of QA sessions between all concerned parties. One of the first procedures of selecting a use case is how much documented and predictable the procedure is, no company would like to have a complex procedure to automate first up. Most will prefer a stable and predictable procedure with low complexity. Most companies from our experience opt for processes that can be evaluated in monetary terms such as measurable savings, and ones that give generally a faster ROI. Once, it is finalized, all technology requirements, systems etc. are chalked out to support the whole initiative.

    Stage 3 – Create BOTs, Piloting & Implementation

    Okay, the use cases are decided, now one must prepare and execute the selected ones. BOTs are programmed for the selected use cases. All your workforce is trained adequately to execute the plan of implementation. The Quality Assurance time should be ready with their test cases. The complete process should be documented properly for future reference purposes. In the piloting phase, end-to end automation is full-fledgy tested. Based on the feedback from the QA team and other stakeholders, modifications are made to the Bot programming and a readiness assessment document is prepared if all is clear for the final implementation. The benefit model is finalized, and the RPA solution is all set to go live.

    Stage 4 – RPA Lifecycle Management

    In this phase, the launching of the RPA solution takes place. But things do not end just with the release of the production version. A series of training and feedback sessions should be conducted between the end users and administrators to make sure everything is on track. The organizational and operational impacts of this solution should be educated well across all stakeholders. Next up is the creation of a Centre of Excellence (COE) and A strategic model is designed for governing and proactive maintenance of the solution. COE helps in providing administrative support and also in maintaining and handling of RPA bots and other related activities. The change management, communication, and upgrade plans are also defined accordingly.

    Stage 5 – Performance Analysis

    Most people think that putting all the plans in place and executing it to perfection completes the job cycle of an RPA implementation. But, as the world is changing rapidly fast, you must have the hold and measure of the performance of your solution at regular intervals. The output accuracy and error reduction should be measured, along with the performance consistency. The workforce productivity also should be measured accordingly. The compliance to local regulations like NESA, ADHICS, etc. should be ensured along with international compliances such as GDPR. Above all, the satisfaction of your employees and clients should be something you shade probably take a note of, after all, these are the small things that can help make your business flourish.

    Conclusion

    RPA, as you might already notices can bring in great changes to your business processes, but it is extremely important to take a proper path and execute a smart implementation strategy to utilize its full potential. With proven expertise and approach in handling RPA solutions, HLB HAMT can perform smooth and smart RPA solution implementation that will simplify your complex organizational problems and make the life of all stakeholders much easier.

     

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