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August 28th, 2020

4-Phase RPA Deployment that helps your Enterprise save Money


Automation of business process! Isn’t it wonderful that as soon as you enter your office, your work device automatically starts preparing itself to get started for the day until you reach your desk? You are logged in to your daily charts with recent emails opened on your screen for you to just get to your place and have everything served for you by your machine. Well, this is how the RPA operates for the businesses, automating the repetitive tasks to save human efforts and help them focus on more important and productive work areas to improve the efficiency of business operations via RPA Deployment.

But, the implementation of this powerful tech solution needs a well-plotted and researched adaption into the business. A thoughtful and strategic mapping of RPA technology will ensure the optimal use of its power. This process is bifurcated into 4 phases as below;

Discovery Phase

In this initial phase of RPA implementation, the enterprises and its team have to research and ponder upon their regular work processes and list down the activities that they think needs critical thinking, emotional intelligence, while also listing the activities that are repetitive, time-consuming and mundane that can be performed by robots.

There are several questions like how many times a task is to be performed in a day, does this task has structured input, and what could be its expected outcome. The other factor that can be considered along with it is how efficient will it make the other work processes attached to it.

Like the employees can divert their more time dictating customers while the supporting data required can be pulled automatically by the bots.

Create a plan for RPA implementation and adoption

Once you are clear with which processes are to be automated, the next thing in the list is devising an implementation strategy and creating a workflow with a timeline. This will pace the implementation process and would help the employees adjust to the new changes by getting involved with how they need to operate with these automated machines.

The second stage also involves the documentation processes which include the details about, what operations are to be automated and how it will be automated to make it easy to design during the future process.
These process documents and strategies are made to be flexible enough to gradually grow and improve based on the changing business needs.

Design and Develop Phase

During this phase, automated robots are designed based on the requirements and strategy listed in the previous step. It’s time to look for the software vendors that fulfill all the needs and criteria that are needed for implementing the automation process.

The robots are sketched out exactly as per the design and workflow process created during the research. Once this robot is designed and bots are developed to automate the process, they undergo vigorous testing. There are various stages of testing that the robots have to pass before it is released or deployed for everyday use.

In the first iteration, robots are tested if they could reduce the manual time, the second iteration works on automating small tasks and the final testing checks whether the complete automation can be implemented or not to launch it for use

Deployment Phase

After the bots are designed and pass all the iteration of testing, the final and polished version of the system is deployed with the existing devices to automate the business processes. The bots can be deployed in different devices and can be monitored and controlled using one web controller which ensures its proper working and other security concerns.

The robots, when released to work in the real enterprise environment and automate the process, might give actual insight into its capacity to improve business efficiency and employee productivity. The RPA system works on the fixed formulas, in case of any change in the automated business process, this formula of the robot has to be reprogramed manually to keep it up with the changing needs of the business.

Successful implementation of these steps reduces the chances of error and even in the smallest processes and gives the staff some free time to learn new things and use it to improve their working experience and work quality.

To understand it better let’s quickly go through some RPA use cases that can help gain more clarity in its implementation processes.

Where is this RPA software used in real life – RPA examples

  • Appointment scheduling software: Irrespective of the business, whether its a hospital or a salon, everyone has a common process of booking the appointments by taking certain inputs from the user. RPA technology can help these businesses to automate this small, repetitive but still important process of appointment booking and save the cost of keeping a human employee or to specially manage the process.
  • Data migration or from filling or processing: Employees need to fill certain forms every time they need to access data. The RPA system helps to automate this repetitive manual task to ensure there is no human error and it becomes easy for the employees to complete their tasks. RPA systems can also help transfer data from paper to digital format, the systems are designed to read the forms and get the data stored in the system, thus freeing up humans from the mundane data entry task.
  • Expense management: Curating data about the expenses made by an employee or a company can be made easy with an RPA system, where the bots can automatically extract the information like a person’s name, payment amount, payment date by scanning the submitted receipts. This makes it easy for the business owner to get the data about the total expenses made in a month and reduces staff effort to enter these repetitive data manually in the system.

Got an idea about the capability of an RPA system? How a simple programmed logic could perform many undervalued tasks and boost business outputs.

Final words

Saves time saves money, increases revenue, improves employee satisfaction, enhances business efficiency, RPA system has an abundance of benefits for the business world, the only thing that needs to be taken care of its successful implementation.

The deployment process mentioned above is the best way to ensure an RPA system is developed to give out maximized outcomes and help position the company in a better place by taking off the burdens of some mundane tasks.

About the Author:

Parth Patel is a serial entrepreneur and CEO of SyS Creations. He has earned ultimate expertise in RPA in healthcare. Operating the IT Infrastructure of healthcare SMEs and startups keeps him on his toes and his passion for helping others keeps him motivated.

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