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Intelligent process automation

My organization has experienced: productivity decline due to increased business information volume; increased amount of customer service tasks whereas new team could not be hired; employee burnout and loss of job satisfaction due to increased volume of routine data processing tasks; long lead-time or multi-year roadmaps for business system integrations and data consolidation projects; lack of budget for system and process integration solutions; penalties and customer complaints due to low quality of data used in everyday operations.

My organization needs to

  • Reduce the number of people involved in routine data processing tasks;
  • Be able to execute more processes and deliver higher service level with a limited number of employees;
  • Significantly increase process accuracy and completion time due to customer requirements and changing market conditions;
  • Reduce data entry errors and improve data quality to avoid operational risks;
  • Gather data from various external databases and services, consolidate and integrate it into decision-making processes;
  • Automatically publish data and documents to external systems and services to comply with external regulations;
  • Migrate information from legacy information systems to new applications.

Solution

Reduced manual work, lowered costs, increased business productivity, and strengthened compliance are the key benefits of digital process management using Robotic Process Automation (RPA) tools. Analysts estimate that somewhere between 30% - 50% of work tasks could be automated in most of the industries and jobs.

RPA is a type of process automation where software is trained to further perform activities in IT systems that were previously done by humans. Software robots can be trusted with repetitive tasks that do not require intuition, empathy, emotions, and other capabilities that only humans possess. RPA robots help humans by doing tasks on their behalf and for them, freeing up time for higher value-added activities.

The most common application areas can be very wide and differ among departments and organizations:

  • Data entry – RPA robot takes electronic data and feeds it into another system. Best used when integration is expensive or requires complex logic paths. A typical example includes invoice data entry, customer information entry, vehicle odometer data entry into accounting systems, etc. Professional RPA platforms provide optical character recognition (OCR) functionalities for data extraction from scanned documents, thus widening the spectrum of processes for digitalisation;
  • Data validation and verification – RPA robots make queries to 3rd party systems to verify the accuracy or authenticity of a dataset. This typically replaces a human “sanity check.” Examples include validation of customer and partner registration data and status controls in various databases;
  • Scheduled tasks – RPA robots perform tasks that, even if simple in nature, cannot be executed until a certain event takes place. For example, a certain date occurs, related processes have finalised, etc. Typical examples are tasks related to monthly closing in accounting and reporting;
  • Systems integration – in processes, where humans operate in several systems that for various reasons are not integrated. Typical reasons to consider RPA can be costs, time, and resource availability for systems integration.

Benefits

Organisations save costs, reduce data quality risks, increase the velocity of internal processes and free up employee time:

  • Reduction or complete substitution of manual work in data processing tasks;
  • Robots require ¼ of the time an employee spends on performing the task;
  • Robots can perform hundreds of parallel tasks and processes;
  • Process cost reduction by 40% - 90% depending on process type and complexity;
  • Process accuracy and data quality improvement – in most cases 100% elimination of data errors;
  • Robots work 24/7/365.

Overview

RPA technology for digital process automation can be used in any industry and organizational area. Everywhere, where there are routine data capture, information exchange, decision making, and task management operations, software robots can be used to automate those tasks.

Finance

  • Recognition, data processing, confirmation, and entry of the received invoices in the ERP system;
  • Obtaining data from several resources, which are necessary for preparing invoices, their linkage and preparing of invoices, sending them to the client, and payment control;
  • Automated control of different approvals and permissions (limits), based on business requirements;
  • Automated and regular obtaining of the data from external databases, which are necessary to perform the customer check functions;
  • Automated generation of reports and data visualization;
  • Credit control - automatic confirmation without the intervention of the credit controller for the fulfillment of the conditions of xyz;
  • Intercompany reconciliation & automatic posting of journal entries to close the books.

Sales and customer service

  • New client registration, verification, and check (KYC), creation of entries and creation of a profile in internal systems, automated creation of tasks for sales and customer service department, and creation of product offer suitable for the client;
  • Forecasting sales volume, generating reports of sales results, analysis of budget, and results;
  • Scheduling customer visits by mobile vendors and service personnel, optimizing routes, automating customer visiting reports by integrating with accounting function for invoicing;
  • Creation of customer self-service portal and publishing customer information for reception of services and historical data report.

Operations

  • Work shift planning corresponding to the changing forecasted load (for example, changing work volume in different periods of the day) and to availability of the employees (sickness, vacation, etc.), generating tasks for employees, dynamic assignment of employees to service rendering places (workplaces);
  • Processing and analysis of incident requests;
  • Joint planning of operations by integrating external service providers, for example, planning of transport service provision depending on the production volume, the product manufactured in the particular period, and the available transport;
  • Automating personnel processes (vacation, business trips, various requests) in the self-service portal and mobile application, by integrating ERP and other related system data.

Here at Digital Mind, we help large and mid-size organizations implement sustainable business practices by digitalizing their core business processes. Our process digitalization solutions support environment – social – governance strategies and let clients in various industries focus on sustainable financial growth, the well-being of their employees, and making a positive impact on society.

Customer stories

Digitalisation - a backbone for effective work organisation and RPA implementation

Selecting processes to automate, introducing robots to company personnel

Required digital conditions to implement RPA, process maintenance

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