Automation Hub Best practices - Communicating the potential of the automation program
- 1. Automation Hub Best Practices Session 4: Communicating the potential of the automation program Iulia Istrate Senior Director, Product Management Automation Hub
- 2. 2 This presentation may include forward-looking statements. Forward looking statements include all statements that are not historical facts, and in some cases, can be identified by terms such as “anticipate,” “believe,” “estimate,” “expect,” “intend,” “may,” “might,” “plan,” “project,” “will,” “would,” “should,” “could,” “can,” “predict,” “potential,” “continue,” or the negative of these terms, and similar expressions that concern our expectations, strategy, plans or intentions. By their nature, these statements are subject to numerous risks and uncertainties, including factors beyond our control, that could cause actual results, performance or achievement to differ materially and adversely from those anticipated or implied in the statements. Although our management believes that the expectations reflected in our statements are reasonable, we cannot guarantee that the future results, levels of activity, performance or events and circumstances described in the forward-looking statements will be achieved or occur. Recipients are cautioned not to place undue reliance on these forward-looking statements, which speak only as of the date such statements are made and should not be construed as statements of fact. This meeting is strictly confidential. By participating in this meeting, you agree to keep any information we provide confidential and not to disclose any of the information to any other parties without our prior express written permission. Neither the information contained in this presentation, nor any further information made available by us or any of our affiliates or employees, directors, representatives, officers, agents or advisers in connection with this presentation will form the basis of or be construed as a contract or any other legal obligation. Safe Harbor
- 3. 3 1. Why do we need reporting 2. Ways to report on Automation Hub data 3. Automation Hub – Insights Cloud integration • Benefits • OOTB dashboards • Pre-requisites 4. Use Cases 5. Next Webinar Sessions 6. Open Q&A Agenda Slide
- 4. Reporting Your Automation Program Performance
- 5. 5 Manage automation opportunities in one place Increase your program’s ROI with easier prioritization Extend the impact of internally developed automations Leverage Automation Hub to: Discover and collaborate on automation ideas
- 6. 6 Enterprise Community Workspace Automation Store Automation Opportunities Pipeline Management • Track automation opportunities in a single location • Customize idea assessment to prioritize ideas based on KPIs that matter to your company • Centralized location to publish, discover, and download your organization’s ready-to-go automations Turn great ideas from anyone into great automations for everyone • Connect to submit automation ideas, share process documentation • Collaboration between SMEs, developers, and the COE to accelerate the automation projects development
- 7. 7 Built-in capabilities Insights Cloud integration Use the Open API layer How to report on Automation Hub data
- 8. 8 Measure the performance and impact of your automation program Manage the entire automation opportunities pipeline in one place Enterprise Community Workspace Automation Opportunities Pipeline Management Automation Store Dynamic* Dashboards Performance Reporting Alerts and Notifications
- 9. 9 How to maximize the ROI of your automation program? Increased engagement Improved performance and speed Holistic reporting + Keep stakeholders and sponsors informed on the automation program performance from idea through automation. Take action when the KPIs are showing delays or broken thresholds. Track an idea from the initial business case through what is the actual benefit, to improve and iterate. Show the end-to-end benefits that the automation can bring, encouraging growth of the automation program. ROI Tracking Customization / Create Your Own Pre-built Dashboards for Instant Awareness
- 11. 11 Automation Hub Ageing Report
- 12. 12 Automation Hub Reusable Components
- 13. 13 ENABLE 01 USE 02 CREATE DASHBOARD 03 ITERATE 04 Enable the integration Deep Dive in the OOTB dashboards Copy dashboard or create new Customize by adding own visualizations Using the integration
- 14. 14 Prerequisites • Automation Cloud account • Automation Hub and Insights services enabled on the same tenant (Singapore and Canada regions are not yet supported) • Access rights: • System Admin in Automation Hub to enable the integration • Viewer and/or Designer & ROI Editor in Insights • Enough data in Automation Hub to obtain meaningful dashboards • Nice to Have: previous experience in using Insights Cloud is an advantage
- 16. Use Cases
- 17. 17 Area of Interest What? Why? Pipeline evolution Drill-down into your automation pipeline using various dimensions: phase, status, categories, tags, custom questions, applications More granular perspective Identify bottlenecks in your automation pipeline (idea awaiting approval, pending assessment details, pending implementation): Drive actionability Average time spent by ideas in phases & statuses Optimize the idea life-cycle Grouping the idea ageing time into several ranges Higher level perspective Employee engagement in the automation program Identify the top contributors (BU/individually) in the automation program Reward contributors Identify success stories Top 10 ideas by votes or followers Discoverability Reusable components Most impactful reusable components Reusability of code Applications for which reusable components were built Application coverage Who are the top contributors with reusable components? Reward contributors Use Cases
- 18. 18 How to create a custom dashboard
- 20. 20 Customer Facing Materials How to enable the integration: https://docs.uipath.com/automation-hub/docs/enable- insights-connection How to use the integration in Insights: https://docs.uipath.com/insights/v0/docs/automation-hub-integration-overview
- 21. Next Webinars
- 22. 22 July August September October November December Automation Hub Best Practices: Webinar Series 1 2 Getting Started Jul 12 Large-Scale Rollouts Jul 26 3 4 Communicating the potential of the automation program Aug 23 Using right KPIs to build a strong business case Aug 9 FORWARD 5 Sep 27-29 2022.10 release Oct Engaging with users Nov 22 Reconfiguring Automation Hub Oct 18 7 6 Integrating with 3rd party applications Oct 4 5
- 23. Open Q&A
- 24. 24 Question Answer We have Insights on Prem so would be good to understand how much of this applies to our solution and if not when that would be possible. The current version of the integration is between Automation Hub and Insights Cloud. We do have plans to include the integration for our On Premise offering, via Automation Suite, where both Automation Hub and Insights are present as services. This is currently in the backlog and we estimate that somewhere next year we will be able to have it available in Automation Suite as well. Are people able to do this stuff in Community... or would they need to do an enterprise trial to try it? This is available only in Enterprise and Trial. Neither Automation Hub or Insights are available as part of our Community offering. We recommend upgrading to trial to experiment with these capabilities. Is there a built in function on the platform that links ideas from Automation Hub to the actual processes that are running? Maybe even further if the idea is involving UiPath Apps i would like to see usage data in insights together with information about the original idea. The same goes for the other UiPath products (Action Center, Document Understanding, Data Service). We are actually working on a new feature right now, that might solve part of the use case you presented. We have a feature in the works called "ROI Comparison", where we aim to compare the estimates from Automation Hub to the Actuals from Insights (via the processes/jobs ran). In order to achieve this dashboard, we will have a menu in the Automation Profile where you will be able to link the Automation Hub idea to the Orchestrator Package. Based on this link, we will be able to perform the ROI Comparison in this new dashboard. In this first phase, this will be limited to the relationship between ideas and packages, but we can definitely think of extending this to other entities/objects from other UiPath products in the future.
- 25. 25 Question Answer But does this not set some assumptions on how a process is to be developed. We usually build new processes based on REF with a dispatcher and performer setup and a timed trigger. Using number of jobs to calculate actual benefit might not give a real view of things as the process can run without actually doing anything. In this case we measure this based on handled transaction items (based on relevant statuses) in the queue. Yes I would fully expect "Actual value" to be derived from queue activity. It can get challenging though if a particular automation maybe uses a couple different queues for different phases of a process, etc. The mapping table we will provide will enable you to define whether a certain process is part of a queue or not, such that the formula for computing the actual value takes into account either the Queue item count or the successful jobs run. Moreover, it is under your control to point to the relevant process whose successful transactions should be taken into account for the actual value calculation. If a cert process execution is not relevant, then leave it out. While we cannot build the one-size-fits-all scenarios formula for ROI calculation from the start, being able to combine Automation Hub data with Orchestrator data and being in control of defining the relationship between the initial idea and the package (used to join the data from the 2 services )+ the Insights capability for defining table calculations on top of this data -> this should already be a good starting point for computing the ROI easier. We will learn during the preview phase we will launch in September how we can iterate on this MVP. What elements can be used to create a dashboard for resource capacity. All the elements that can be used to create dashboards and visualizations are in the Automation Hub Data Model here https://docs.uipath.com/insights/v0/docs/automation-hub-data-model - If you use the Cost-Benefit Analysis section, where you put the assumptions around the profiles involved in building the implementation, you can find this information in the data model exposed in Insights, under the Automation Idea explore, the view called IDEA Q&As All Types. - If you find the Cost-Benefit Analysis limitative, you can always simply things by defining a section in one of the assessments, where you will collect the needed information for effort needed to implement the automation. This will be available for usage in dashboards in Insights, under the Automation Idea explore, the view called IDEA Q&As All Types.
- 26. 26 Question Answer Will i be able to embed these finished dashboards to a external source? Like company website or do i have to use the open layer api to get the data out to our own BI tools which can publish to the company website? Currently Inisghts does not support embedding, nor does it have APIs available to make the data available to a 3rd party. However, I know that both of these features are something that we are looking at in the future. How about estimated one time costs vs. actual one- time costs... like if it took longer to build It depends on where do you keep track of the data: - If you use the Cost-Benefit Analysis section, where you put the assumptions around costs involved, you can find this information in the data model exposed in Insights, under the Automation Idea explore, the view called IDEA Q&As All Types. However, the Cost-Benefit Analysis does not support defining the Actual costs yet. - We recommend to rather use the customization of the assessments, and define a section in one of the assessments, where you will collect the needed information around estimated costs, as well as the actual costs, later when you know them. It can go very granular or less granular, depending on how thorough you want to be. After collecting the information, it will be available for usage in dashboards in Insights, under the Automation Idea explore, the view called IDEA Q&As All Types.