How does the service work?

Thr project starts with a detailed measurement of processes – this will enable the most costly and repetitive activities to be selected for robotics.

In the second step, for processes selected for automation, process analysis is performed being the basis for the robot specification. As a result, it is performed and implemented office robots in the organization. In the process of implementing of the robot, it is defined changes in the process (including standardization) enabling its automation, it is introducde the processes of robot supervision and control, as well as it is define process variants for manual handling of cases that the robot cannot cope with and tasks to be performed before starting the robot (proper data preparation).

Detailed scope of the service

Step 1

The effectiveness analysis

Robotisation of processes is not a simple task and requires certain maintenance expenditure. Therefore, it cannot and should not be performed in all areas of the company at once. The method for selecting the places to be optimized is the Measurement of Processes. All the employees of the testing area of the company are engaged for the measurement. As a result of Measurement of Processes, we obtain information about the costs of individual tasks (not only those that are to be subject to automation). The structure of the tasks being measured is identified at the beginning of the stage together with the client (tasks are called by the language of employees) and is directed at repetitive tasks, potentially susceptible to automation.

The measurement usually lasts one month. Our methodology and tool ergonomics to ensure reliability. We have several independent measuring tools (mobile applications, report platforms for employees without a computer, web applications), which we rent for the measurement period.

Step 2

Selection of places for optimization

The key elements, taken into account in the selection of places for automation, are the results of the measurement of processes – hard facts about the cost of activities in the process. Having data from the measurement of processes, it is quite easy to assess how many hours (= EUR / USD / …) we will save by implementing the robot in a given place. Measurement is usually carried out for a wider group of processes, so the company gains a base to decide on the priorities of robotisation for a long time, and the company gains information about places to optimize that cannot be automated and which still need improvement.

For a pre-selected list of processes for automation (selected for the largest savings, based on the measurement results), we conduct an analysis of the process readiness for automation. We develop barriers to the robotisation of individual areas – e.g. high variability of the process depending on the client, who we have no influence on, a large number of exceptions. Thus, some even very expensive operations may not be susceptible to automation.

By comparing both of the information, we recommend the final list of activities within automation processes and we estimate the benefits. In addition, we obtain numerical data regarding the process – number of documents, number of errors, etc.

Step 3

Detailed analysis of selected processes

For each of the selected as priority process, all variants of the process, reasons for the occurrence of unusual situations, and occurring errors are analyzed in great detail. We analyze where the change of process may arise that would disturb the operation of the automation. We record a wide range of processed documents and reports. We collect available documentation of IT systems / we create it for important places.

As part of the step, the TOBE Process is modeled, which takes into account the role of automation and, more importantly, the activities that ensure the standardization of input data for the automation. In the process, we also map alternate / emergency paths (‘when the robot will not be able to do the job’), which will require manual handling. In this context, a recommendation may be made to set up a dedicated cell for handling such situations. We also define the changes in the control processes of the automated process, which now must respond faster to problems, ‘before the robot erroneously processes another 1000 orders …’

In this step, a specification of the robot itself is created, with emphasis on the elements of self-diagnosis, allowing the robot to verify if its operation is correct and the input data meet the criteria for automation.

Step 4

Implementation and deployment of RPA robots

As part of the stage, we create robots based on a previously prepared specification. Steps 3 and 4 can be implemented in parallel – while the robot implementation for process 1 is in progress, process 2 analysis can be carried out.

We create our robots in one of the best tools – UIPath or – in simpler cases – in the free solution-WorkFusion. At the same time, we have a proprietary Office Nano Robots solution that allows to automate work as part of MS Excel. They have the advantage over advanced RPA platforms that can be easily ‘incorporated into the process’ by automating atomic simple user operations, without requiring additional hardware infrastructure and purchase of additional software, as MS Excel is used by most companies in their offices. In this case, the end-user initiates the execution of the action by ‘nano robot’ and can immediately evaluate the results of its work (it is easier to diagnose the error) and take further action on the processed data.

The project products

Our customers always receive a clearly defined set of service products

Results of measurement of processes (costly operations)

Recommendations (estimation of savings from the robot, assessment of risks and barriers, and as a result, the proposed list of priorities for robotisation + selection of tools divided into UIPath / WorkFusion / Office Nano Robots)

Documentation of TOBE processes (main process, controls, handling problematic situations)

Completed Robot and / or Nano Robot software

Implementation plan / Instructions for employees

The shape of the products and the scope of the services described may vary in individual projects – the exact scope of the project is always selected individually to the needs of a specific client and is precisely described in the offer / contract before the start of the project.

The benefits obtained

The benefits of implementing robots in the office
  • Higher effectiveness of the robot (more operations at the same time as the employee)
  • The robot does not lose its effectiveness when it is tired
  • Work 24 * 7, without holidays, without sick leave
  • The robot does not need an office, trainings, a company car, HR care
  • Speed of access to information – if the data processing ‘does not require human work’, it can be carried out much more often by the robot, e.g. instead of 1x at the end of the month – every week
  • Improved data consistency between systems (no errors when rewriting data)
  • Increased process control (automatic supervision performed by the robot can be much more frequent)
The benefits of the service with our company
  • Actual assessment of the scale of the costs return on the robot’s implementation – due to accurate measurement of the number of hours in automated activities
  • Reduction of error handling costs in robots operation through early identification of barriers and implementation of process supervision mechanisms
  • Improving operations outside the domain of robots – the results from the measurement of processes allow improvements to be made not only in processes intended for automation
  • A wide view – the possibility of a total change of the process, eliminating the need to perform a given operation at the project start as a candidate for robotics (e.g. instead of reading invoices from a PDF, implementing the EDI standard between permanent contractors)