Lessons learned and business case for a rapid RPA
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This document outlines a webinar presented by experts on rapid Robotic Process Automation (RPA), highlighting its benefits like cost reduction and increased productivity. The speakers discussed their experiences, lessons learned, and practical steps in implementing RPA across various business processes. Key insights shared include the importance of education about RPA, addressing vendor-related challenges, and the iterative nature of implementation phases.
Lessons learned and business case for a rapid RPA
- 1. Lessons Learned and business case for a rapid RPA Lee Ward and Mohit Sharma GROW FOR TOMORROW 15th December 2016
- 2. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 2 Speakers Mohit has over 20 years of experience working in Strategy, Corporate Finance, and Risk Management Solutions for Deloitte, PwC, and EY. Mohit has authored and published one of the first and most comprehensive research on Robotics and Process Automation. Mohit provides advisory services to leading global financial and non-financial organization in US, Australia, UK, and India on their journey for Automation and Artificial Intelligence. Mohit loves cricket and food, in that order. Mindfields has done more than 9 RPA live projects in Aus, and 2 in USMohit Sharma Managing Director Mindfields Leanne (Lee) Ward is the EGM for Commercialization of Business Services for a leading global Infrastructure and Facilities Management company . She is an evangelist of RPA in the business as a way to reduce cost, increase productivity, eliminate rework and most importantly improve employee engagement through removing mundane activities. Her vision is not to just use this as an internal tool, but also as part of services delivered to external clients. Lee is a technologist at heart and sees this as the start of the journey through business process automation and artificial intelligence, much of which is yet to be developed. Her interests include fitness, reading anything on new technology, investing in start-ups and meeting people who are hopefully at least as interesting as the bots!Leanne Ward EGM Leading Infrastructure Management Company
- 3. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 3 Agenda People >>>> Process >>>> Technology
- 4. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 4 People >>>> Process >>>> Technology Particulars Time Webinar and Speakers Introduction 1 minutes Session 1 : Leanne (Lee) Ward’s presentation (What, Why and How of Rapid RPA) 15 minutes Session 2 : Business case 10 minutes Session 3 : Lessons learnt 10 minutes Session 4 : Questions 20 minutes Closing Statements 2 minutes Polls during the webinar 2 minutes
- 5. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 Mindfields Business Mode (Click here to watch video)((link to video) 5 Artificial IntelligenceRobotic Process AutomationMachine Learning Educate Execute Consult Research
- 6. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 Our Value Proposition Thought Leader in RPA Domain Independent and Vendor agnostic RPA software agnostic Advisory focussedSuccess based pricing 6
- 7. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 7 What is Rapid RPA ? People >>>> Process >>>> Technology
- 8. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 8 People >>>> Process >>>> Technology Quick wins Business case should stand up on its own Implementation time frame with less than 4 months No bureaucracy Talk and walk straight (with focus) Rapid RPA has following attributes? No frill consultancy Agile framework Simple to Moderate process Simple to use RPA tool
- 9. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 9 Why did you should choose Rapid RPA? People >>>> Process >>>> Technology
- 10. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 10 People >>>> Process >>>> Technology
- 11. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 Where it all began.. Firstly, our culture and my direct boss work the way. So we could…. • FFF – first fail fast • LAD – learn, adapt and deliver Business Services commercialisation – growth agenda, however: • Cost structure not competitive • Clients would not tolerate errors/rework • Time duration for some processes was too long RPA could be a differentiator for commercialisation – potentially eliminating expensive integrations/APIs Engaged with Mindfields for a high level study and business case constrained to Business Services and to complete a Proof of Concept.
- 12. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 12 People >>>> Process >>>> Technology
- 13. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 13 How did we execute Rapid RPA ? People >>>> Process >>>> Technology
- 14. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 How we do it ? Step 1: Spent Dec 15/Jan 16 doing extensive research (holiday time in Australia) • Read all the vendors websites/case studies/sale pitch (about 40) • Read vendors corporate material and googled for whatever I could find as part of a “due diligence” • Contacted vendors of interest • The sales pitch felt too good to be true - low risk, high speed, little investment. As the fairy dust settled all around, decided we needed independent advice. Step 2: Engaged with Mindfields for a high level study and business case constrained to Business Services and to complete a Proof of Concept.
- 15. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 15 People >>>> Process >>>> Technology
- 16. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 Step 3: Broken the program into phases – works better with our culture to deliver “something” sooner, a bit more 6 months later etc. Our processes were important, but not so critical that we would stop the company, affect the stock price etc. Settled on 5 processes for phase 1: • Employee On boarding • Vendor Reconciliation • Support Resource Allocations • External Debtors Aging • JAMIX (front office catering-SAP app) Break RPA project into small pieces
- 17. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 First 30 days: Business case and Proof of concept (PoC) Step 1: Mindfields did RPA Assessment and Roadmap Mindfields assessed 30 processes – all back office business services at this point – ranged from 20-250K savings pa Outcome We selected employee on boarding and vendor reconciliations for 2 proof of concept. Step 2: Selected 2 tools for PoC Mindfields advised on the selection of RPA tools meeting Our business and IT requirements Outcome Used UiPath and Automation Anywhere to do the pilots • Both were successful but in hindsight not that helpful • Issues were surfaced around the data input sources as test data was used • Some involved re-shoring of work from an existing vendor….more on that later
- 18. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 The Art and Science of the detailed Business Case Pre-project: Business case and POCs with Mindfields Phase 0: set-up costs. We came up with a concept of Minimal Viable Design (MVD) to get going. Mostly capitalised over 5 years. • MVD turned out not to be “viable” – a FFF. Phase 1: 5 processes, 4 Months from selection to UAT. • We came up with an iterative, collaborative approach which falls under FFF. • Breakeven to script/test. • Annualised savings> Annual run cost Phase 2: 12 processes (and growing by popular demand) – will be done in sets of “5”. • 80% time on BRD, testing data sources are what we think they are • 20% coding (T&M not gain sharing at this stage) Phase 3 (parking lot): latent demand
- 19. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 19 People >>>> Process >>>> Technology
- 20. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 20 Lessons learnt People >>>> Process >>>> Technology
- 21. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 Lessons learned • We are heavily outsourced – all IT infrastructure to one offshore vendor • Some processes to another offshore vendor • Little IT knowledge is retained – set standards and monitor compliance • Gaps – security and credential setup; architectural design; BCP considerations • RPA is a problem for offshore providers • If you can retain RPA capability in-house until the market matures • Most of our delays post UAT are vendor related. Skills are not there in enough quantity to support customers at an acceptable level of risk. This will change. Working with Outsourcing Vendors
- 22. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 Other scars (lessons) • Take all the hype and halve it • Spend time to inform and educate people on RPA – simplify it – remove the “Robo-Language”. • Process documentation will be lacking and knowledge lost as people move on • Business don’t necessarily understand data structure that well – test what they tell you • People will feel threatened – be open, honest and supportive • Environmental changes are difficult eg: moving to SAP in the cloud in 60 days
- 23. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 23 Questions People >>>> Process >>>> Technology
- 24. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 24 People >>>> Process >>>> Technology What processes are well suited for Rapid RPA and what are not? How ‘rapid’ should a Rapid RPA be? Please provide examples of processes you have ‘rapidly’ automated and Why? Questions? What is your governance model for Rapid RPA ? What did not you know when you started that you wish you would had? What are tips for managing Internal dynamics? What has been your vision for RPA in your organisation when you started the journey ? What role would you see a consulting firm would play in Rapid RPA? What has been your experience being ? Any tips for new starters and established players?
- 25. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 25 People >>>> Process >>>> Technology How do you get offshore providers to do RPA? How owns the benefits? Should business case be process or organisation specific ? What are your views on treatment of Setup and scripting costs for Rapid RPA in business case? Questions? What is your views on different pricing model proposed by incumbent and non incumbent vendors? What is your future vision of Rapid RPA in 6 months an 18 months?
- 26. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 26 People >>>> Process >>>> Technology
- 27. © 2016 Mindfields. All rights reserved. Webinar 15th December 2016 27 GROW FOR TOMORROW AUSTRALIA Level 7, 171 Clarence Street Sydney NSW 2000 Telephone: +61 (02) 8034 6304 Facsimile: +61 (02) 8677 8400 Level 3, 480 Collins Street Melbourne VIC 3000 Telephone: +61 (02) 8610 6327 Facsimile: +61 (02) 8610 6334 USA 276, 5th Avenue Suite 704, New York NY 10001 Telephone: +1 212 203 7209 Facsimile: +1 917 472 1489 INDIA 7, Barakhambha Road Connaught Place New Delhi 110006 703-706, 7th Floor, Arcadia Plot No. 195, Nariman Point Mumbai 400021 research@mindfields.net.au www.mindfields.net.au For more information please contact us at research@mindfields.net.au