Automation Hub Best practices - Getting Started.pdf
- 1. Automation Hub Best Practices Session 1: Getting Started Iulia Istrate Senior Director, Product Management Automation Hub
- 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. Automation Hub Overview 2. Context of the webinars 3. How to get started with Automation Hub • Success Definition • Rollout Proposal • Understand the Basics of Automation Hub • High Level Enablement & Engagement 4. Next Webinar Sessions 5. Open Q&A Agenda Slide
- 5. 5 Measure and govern automation programs to align with business outcomes Discover Build Manage Run Engage Automation Suite Self-hosted UiPath Automation Cloud™ SaaS Measure & Govern Deliver Studio Family Integration Service Document Understanding Marketplace Orchestrator Test Manager AI Center Data Service Insights Automation Cloud Robots Attended Robots Unattended Robots Test Robots Apps Assistant Action Center Automation Hub Task Capture Process Mining Task Mining Deliver with integrated platform services—SaaS or self-hosted Expedite automation time-to-value and ongoing ROI across the entire lifecycle Platform
- 6. 6 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
- 7. 7 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
- 8. 8 Automation Community • Where employees connect to submit automation ideas, share process documentation, and drive high-impact opportunities • Engage and reward employees for contributing to the program Collaborative Workspace • Store all automation-related artifacts in one place with the Documentation Repository • Enable process SMEs, developers, and the COE to effectively collaborate to accelerate the automation lifecycle Task Capture • Accurate & Intelligent Business Process Documentation Enterprise Community Workspace Capture and collaborate on automation opportunities Discover new automation opportunities by enabling your employees to share their ideas and process pain points
- 9. 9 Pipeline Management • Centralize visibility and control of automation projects and their iterations • Review documentation from various sources including crowdsourced, citizen developers, Process Mining, and Task Mining • Leverage a centralized repository for all of your automation- related files Assessment and Prioritization • Customize idea assessment to prioritize ideas based on KPIs that matter to your company—maximizing for business impact • Leverage Insights integration to visualize the status and performance of your automation opportunities pipeline Automation Opportunities Pipeline Management Centralize management from idea-to-production Utilize the ROI calculator to estimate savings
- 10. 10 Automation Distribution • Govern the approval flow to ensure both business and technical stakeholders have reviewed and approved an automation. Automation Discoverability • Employees can browse by organization-defined categories to uncover ready-to-go automations. • Provide feedback, ask questions, tag users, and get notified of automation changes. • Once published, the automation can be installed on the business user’s personal workspace at a click of a button. Automation Store Discover and govern your ready-to-go automations 56 hrs 13 hrs User access can be configured by RBAC or with categories.
- 11. Why a webinar series? Context:
- 12. 12 How can I understand if Automation Hub fits my needs? How do I use the customization capabilities to adapt the tool? At the beginning I have a lot of activity, but then it slows down How do I integrate Automation Hub with other tools that I use? What we hear from the customers
- 13. 13 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 5 Integrating with 3rd party applications date TBD Engaging with users date TBD Reconfiguring Automation Hub date TBD 6 7
- 14. 14 Iulia Istrate Senior Director, Product Management Automation Hub Teodora Niculaescu (Hiritiu) Senior Product Manager Automation Hub Sorin Visan Principal Product Manager Automation Hub Automation Hub team Maria Andrukh Senior Product Marketing Specialist Automation Hub, Task Capture
- 15. How to get started with Automation Hub?
- 16. 16 How can UiPath Automation Hub help you achieve your goals? What are the short term bottlenecks that you’d need to resolve to achieve your goals? What are your main goals for the automation program in 2022? Success Definition
- 17. 17 Automation Hub Rollout Proposal Initial Users & Basic Platform Setup Initial Testing with CoE Advanced Platform Setup Additional Testing with CoE Roll-out to first wave of business users Organizational wide roll-out Actions: 1. Add a few users from the CoE; 2. Categories set-up; 3. Applications Inventory Set-up; 4. Submit an idea; 5. Fill in the detailed assessment for the idea; Actions: COE users walk through a shortened flow to add ideas and make them progress: • 1 idea that is LIVE; • 1 idea that is in implementation; • 2 ideas that are in discovery; Upload 1 component and publish it; Actions: • Customize the assessments; • Check the Service Settings; • Setup templates of documents; • Custom roles; • AD integration; • Submit a new idea to test the new setup; • Add a new version of a component Actions: 1. COE users submit 10- 20 additional ideas in various phases; 2. Import your pipeline; 3. Upload 10 existing components; 4. Leverage the Open API layer for ideas intake, integrations and reporting; 5. Test the existing integrations; Track the Success Metrics Actions: 1. Decide what department(s) to start with; 2. Iterate on platform set-up; 3. Define onboarding strategy (communication plan; workshops) 4. Determine success metrics for the pilot and track them; Actions: 1. Find Automation Champions per BU; 2. Adapt the assessments to specific BU needs; 3. Control the visibility of users to content via RBAC; 4. Decide on success metrics and how to report on them; Expected Result: • Basic platform setup performed; • Understand the idea lifecycle; Expected Result: • Get familiar with the tool; • Identify additional set-up needs; Expected Result: • Platform readiness for phase 1 roll-out; • Build a relevant business case structure; Expected Result: • CoE users become AH SMEs; • Clear flow on how to use Automation Hub; • Visibility on the automation program’s evolution; Expected Result: • Intake of new ideas; • Find an Automation Hub champion; • Learn from the pilot; • Share the success; Expected Result: • Better collaboration and visibility between Business and the CoE; • Faster time to delivery;
- 18. 18 Categories & Applications Inventory Idea Flow Component Flow User Roles & Access Management Working with the Assessments Infographics (see notes) Demo videos Detailed documentation Demo videos Detailed documentation Demo videos Detailed documentation Understand the Basics of Automation Hub Demo videos Detailed documentation Use cases • UiPath Academy Courses: Overview, Deep Dive and Citizen Developer • Attend the best practices webinars • Engage with the UiPath community via the Forum • Ask for an Automation Hub demo via the UiPath account team • Join the UiPath Insider Program to get early access to capabilities and regular demos UiPath Platform Integrations Process Mining, Task Mining & Task Capture Studio, Orchestrator, Insights, Assistant
- 19. 19 Raising Awareness Desire Knowledge Ability Reinforcement Engagement Zone Driven By Sponsor Head of Dept. / Manager COE + Team Lead COE + Team Lead COE + Team Lead Objective • Create awareness around why Automation Hub is needed in the organization and how it can help (Why do we need to automate?) • Avoid circulation of misinformation or rumors • Enabling peers, managers and direct reports to communicate the reasons for automation through multiple communication channels and throughout the organization • Create the desire to participate in automation and adopt Automation Hub by understanding what it is and how it will impact individual work. Phase I • Ensure that all parties involved know what to expect from Automation Hub in terms of time commitment, deployment and usage Phase II • Trainings & Workshops • Ensure that knowledge will be put into practice by creating the environment that would foster the ability to participate in Automation • Survey the users to know where they stand in terms of awareness, desire, knowledge and ability. • Monitor to ensure Automation Hub adoption is continuous • Support, encourage and celebrate success Duration 2 Weeks 2 Weeks 2 weeks Ongoing Ongoing High Level Enablement & Engagement Enablement Zone
- 20. Next Webinars
- 21. 21 Session 2 – Large-Scale Rollouts RSVP AMER RSVP EMEA & APAC Understand the various options for controlling the user’s access in Automation Hub: • Multi-tenancy for federated CoEs or partners managing various customer automation programs • Role-based access control (RBAC) and assigning roles by categories • User groups / AD groups for easier access Target audience: CoE leads, Heads of Delivery, Automation Champions, UiPath Partners
- 22. 22 Session 3 – Using the right KPIs to build a strong business case RSVP AMER RSVP EMEA & APAC Wondering how to prioritize the most impactful ideas to increase your program’s ROI? Learn how to customize the assessments to: • Collect the right information from your business users • Compute the right KPIs relevant for the decision-making process • Accurately prioritize the automation opportunities pipeline • Confidently report to your stakeholders based on transparent and relevant evaluation Target audience: CoE leads, Business Analysts, Business Owners
- 23. 23 Session 4 – Communicating the potential of the automation program RSVP AMER RSVP EMEA & APAC Learn how to leverage the Automation Hub and Insights Cloud integration to benefit from out-of-the-box dashboard templates indicating the evolution of your automation program. Or, how to customize them to answer specific questions relevant to your organization. Target audience: CoE leads, Business Analysts, Business Owners
- 24. Open Q&A
- 25. 25 Question Answer Will the use of Insights be covered in any session? Yes. We will talk about the integration between Automation Hub and Insights Cloud in the session from Aug 23rd "Communicating the potential of the automation program" Is (or will) language localization be available, either out-of-the-box or through our own customizations? Localization is available out of the box right now. See the full list of supported languages here https://docs.uipath.com/overview-guide/docs/localization-support#language-support-for-uipath-products . The ability to custom localize the platform is not supported. If a language is not in the list mentioned above, feel free to send it to us and we'll be sure to add it on our localization backlog. It is worth mentioning that when we support a new language, we introduce it for all services in Automation Cloud, not just Automation Hub. We have 65 RPA projects from 2018 is there any option of Mass Upload, with bare minimum details of such projects? Yes, mass upload is possible using our Import Pipeline feature (see the full details here https://docs.uipath.com/automation-hub/docs/import-your-pipeline ) or using our Open API endpoints for Submitting ideas (see full collection here: https://automation-hub.uipath.com/api/v1/api-doc/#/ ). I was trying to integrate with JIRA based on the July release update. But I see that we would require license for integration service. Will I have to buy the license in order to integrate with JIRA? Yes, the Automation Hub integration with Jira is relying on the UiPath Integration Service. The Integration Service needs to be enabled on the same Automation Cloud tenant as Automation Hub in order for the Jira Integration to work. What initial UiPath Academy course do you recommend for COE users? In general, the CoE needs to have an advanced knowledge of Automation Hub in order to gracefully manage the pipeline of automations across the company. We recommend first the Overview course, for the basic understanding of the product, and after that they should progress to the advanced Academy Course. The full list of courses (together with their relevant descriptions) can be found here: https://docs.uipath.com/automation-hub/docs/academy-courses Q&A (1)
- 26. 26 Question Answer Is this recording will be shared with everyone? Yes, ppt and recording will be available tomorrow on event link. Can we create cascading questions in the Assessment part? For example, if one question has a specific value then display the next question Yes, you can do that with the Branching Logic from the Assessment Customization menu. See more details here https://docs.uipath.com/automation-hub/docs/new-customize-assessments#branching-logic Can I call field value from high level assessment in detail level assessment? You can add default questions from the UiPath high-level assessment in the other assessment types, using the template questions. But only variables from the same type of assessment can be referenced in KPIs formulas within that assessment, when customizing it. See more details here. How many people/users/roles is required in order to get value out of automation hub? For some of our customers this might be overkill. It depends on what are the goals you want to achieve while using Automation Hub, on the size of your automation program, and the size of the CoE. We have customers who successfully use Automation Hub for years, with their CoE and SME from the business, having a constant pace for the idea intake, and solid business cases for the identified opportunities. We also have customers with large scale deployments, who on-boarded all their employees and they are handling thousands of ideas in their backlog. And we also have customers with 2 persons in their CoE, who are having a staggered approach into on-boarding new users. So there is no one size fits all – start with the problem you want to solve. Who can edit the documentations. Is it only Admin can do? We have specific permissions that allow your users to edit the documentation templates or the documentation associated with an idea. By default, users with the roles System Admin, Program Manager or any other custom role in which you assign the “Edit all details of any Idea” permission. See details here. As well as users added as collaborators in a specific idea, with the permission “Edit the Documentation of an idea or automation”. See details here. Q&A (2)
- 27. 27 Question Answer Can we follow CICD steps while building RPA solution? I'll need more details to answer your question. CI CD can definitely be used in the automation development process and governance. Can Automation hub connect with Power BI? Yes, you can connect the Automation Hub API with Power BI. We have a full demo here and some tips and tricks on how to parse the data here Some good automation ideas have very low cost savings/avoidance, but high qualitative benefits (employee satisfaction) and/or revenue opportunities (from putting resources on other work). How can that be brought into the ROI calculation? Via the customization of the assessments, you can capture soft savings (like fine avoidance, audit review avoidance, the impact of the increase in employee and customer satisfaction thanks to better SLAs and better customer experience) as numerical variables and include them in the calculation of overall benefits. But all these cost savings are subjective, and estimating them can be inaccurate, because they are not directly related to the successful executions performed by the robots. See here one example. Are there tutorials that can be used for client training? Yes. see our full list of Academy Courses here What´s the meaning RBAC? Role Based Access Control How do we know the BOT utilization for a process/ project? The bot utilization can be estimated using the Cost Benefit Analysis section in the platform. For accurate data around the actual utilization, you have access to Robot Logs in Orchestrator which can be used for computing the used capacity. Q&A (3)
- 28. 28 Question Answer How can we estimate the automated processing time, before implementation? The UiPath detailed assessment enables you to compute KPIs like Automation potential, which will indicate how much of the manual process time can be automated. Furthermore, the bot utilization can be estimated using the Cost Benefit Analysis section in the platform, based on some assumptions like the robot speed multiplier (manual input). Industry standards indicate that through automation you can achieve a robot speed multiplier between 3 to 7. Will there be a section in the future on reporting - what's available in standard feature, reports by category, reporting on canceled or archived items. etc/ Our out-of-the-box dashboards and reports were built in 2019-2020, and they are quite limitative. For this reason, we have invested in integrating Automation Hub with the UiPath analytics tool called Insights, which enables the customer to drive more value from the Automation Hub data via out-of-the-box templates or the possibility to build custom visualizations on top of the data model. Besides extending the data available in Insights, we also intend to support embedding back in Automation Hub the dashboards that a customers creates in Insights. How can an idea in Automation Hub be related to orchestrator processes. If you use the Automation Hub – Studio integration, then details of the Automation Hub idea (like URL, ID, Name, Description) get stored in the package that gets published in Orchestrator. We have several investments planned for medium term in order to support this scenario: - Orchestrator to parse the JSON containing the Automation Hub data and surface it where relevan - We will support the possibility to map the Automation Hub idea to one or several Orchestrator packages, directly in Automation Hub. - Ultimately, we will auto-generate the relationship between the idea, project, package and process directly in the Resource Catalog service, if the customers is using the integrations during the lifecycle of the opportunity. Today, you can create a custom field in one of the assessments or use the default field called Automation ID, to paste the title of the Orchestrator Package which represents the implementation of the Automation Hub idea. This can be used furthermore in various reporting scenarios. Q&A (4)
- 29. 29 Question Answer What are SMEs? Subject Matter Experts Is AH open enough to integrate products such as Process Mining or Task Mining from other vendors different from UiPath and incorporate KPIs generated from their Analytics module? We currently have integrations with both UiPath Task Mining and UiPath Process Mining. We do not support out-of-the-box integrations with other Process Mining and Task Mining vendors, but you can leverage the Open API layer to capture the intake of the opportunities surfaced by these technologies, if they allow communicating with 3rd party applications. What is the Link from where we can download the slides? The ppt and recording will be available tomorrow on event link. We have the same challenge, and the ability to categorize (and report) on different types of benefits would be nice. Today I don't think the tool allows for that. Rather than KPI's, can we have "custom" benefits (rather than OOTB productivity savings) roll into our cost benefit analysis? You can define different types of benefits directly via the customization of the assessments. If you want more granularity around the goal of the automation, and define custom KPIs to track those goals, you can achieve that. After that, you can use those benefits to expose them in the Automation Pipeline for prioritization, in the Insights Integration for reporting or extract them via Open API. If we have started using AH, and realize after these webinars that we need to change/optimize the setup, how easy is it to do that and have it update your existing pipeline? Depends on the changes that you need to perform: - If there are changes in the assessments, you have the possibility to mass update the existing ideas to newer versions of assessments, if this makes sense. - If there are changes in the categories, depends on how you perform them: if you just change the existing labels of the categories, this automatically propagates in the existing ideas. If you create new categories and you want to reassign ideas, then you can update them directly in the UI or via the Open API layer. We will talk about how to reconfigure Automation Hub in the session 7 in December. Q&A (5)
- 30. 30 Question Answer The Automation Hub would be used only for the Ideas phase and its assessment and ROI estimating or will this be available from Discovery Phase thru Insights from the RPA Proj Life Cycle angle? It can already be used end-to-end, thanks to the existing integrations with the Discovery tools (Process Mining, Task Mining, Task Capture), build tools (Studio), manage tools (Orchestrator), measure tool (Insights), consumption tool (Assistant). It also depends on how granular you want to go with managing the software project life cycle in Automation Hub. We do not position Automation Hub as a project management tool, aiming to replace Jira or Azure DevOps. But rather Automation Hub enables you to keep traceability on how the project evolves, thanks to the integrations. Also, keep in mind that Automation Ops is the service that goes granular into managing the operations on how you develop your automations. What screen shows the Feature Toggles again please? You can find them here. You need to be the Account Owner in Automation Hub or have a custom role with access to the “Manage the Tenant Settings” permission. In a large company, could you review the different roles to expect to have for building a pipeline and using Auto Hub? We will cover that in more detail in the next webinar, focused on Large-Scale Rollouts, during which we will make some recommendations of personas and what roles they should receive, depending on the size of the automation program. Have you considered that smaller clients might think that investing in both AH and also Insights might be a mouthful? Will it be possible to pull data though the OpenAPI and then build dashboards using other tools? You can already pull data through the Open API and create dashboards in other tools, if the Insights is not a viable option for smaller clients. We have a full demo here and some tips and tricks on how to parse the data here. Here is the Swagger documentation for the Open API layer. Q&A (6)