Robotic Process Automation Overview and RPA Case Study. November 2015

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1 Robotic Process Automation Overview and RPA Case Study November 2015

2 Big data?! Effective data management?! 2

3 What is Robotic Process Automation (RPA)? Software! Robots are Robots are not Computer coded software Walking, talking auto-bots Programs that replace humans performing repetitive rules-based tasks. Physically existing machines processing paper. Cross-functional and cross-application macros Artificial intelligence or voice recognition and reply software 3

4 What processes are suitable to deploy with RPA? Anything that is rules based and repetitive Key elements to consider: Process fragment vs process chunk Rules based vs judgement Repetitive vs ad hoc Continuous vs peaks or one off Sufficient volume (process repeats and FTE currently involved) Opportunity to process out of hours (note impact of batch processes and system downtime) Documented? Exceptions defined? 4

5 What processes are suitable to deploy with RPA? Anything that is rules based and repetitive Shared Services is a good place to start looking Sample processes suitable for robotics, illustrative Finance Processes Reporting, bank reconciliations, intercompany accounting, master data management (for example, vendor and customer account creation), fixed assets analysis, time and expenses auditing and credit assessment 5

6 Automated robotics How robots work KEYSTROKE INPUT Ability for the robot to type into any application. CURSOR CONTROL Ability to control the mouse curser and click using object reference, and object cloning. CONTROL INPUT DEVICES Ability to control printers and scanners. So letters and statements can be read directly from the hard copy. OPTICAL CHARACTER RECOGNITION. Ability to read data from statements and letters using optical character recognition OUTPUT Report output into many types of electric files including PDF, Excel INTERACTION BETWEEN MULTIPLE SYSTEMS Ability to transport data between different systems which typically cant interact with each other. 6

7 What are the benefits from RPA? Cost savings are significant and non-financial benefits are also attractive 7

8 Give me an example! Operational process for a leading Bank Business challenge Need to increase capacity within operations Require this capacity increase to be delivered rapidly with ongoing incremental improvements Increases in capacity must not compromise customer outcomes by reducing the quality of work This increase in capacity should be delivered in a cost effective way There is very limited office space available at the existing site Our approach We worked with client SMEs to analyse current processes and identify the first priority for automation manual data extraction from statements into Excel Within 4 weeks we designed, built and tested a proof of value of the automated process and ran this against the existing manual process to measure benefits We presented results to stakeholders We developed and agreed a delivery plan to automate the full process in 3 phases, delivering incremental benefits at the completion of each phase Manual process 3 hours per case to download statements and transpose data into Excel (c. 1,500 data points per case) Search and download each statement Print statements Identify and type each item into spreadsheet x 100 x 100 x 1,500 Benefits realised Capacity increase of 50% in the team Additional capacity provided at 30% of the cost of hiring additional staff Full automation deployed in 10 weeks No additional office space required Ability telimination of manual error from the manual entry of 1,500 data points, also increasing capacity previously spent on rework scale-up or down to deal with future demand 8

9 How it works Example of the process User submits request Request is validated before going to robot. Queue is checked every 15 min. Robot decides what search to do CC or customer details The robot will save the data in a shared drive. Outputs will include one log file and prints of the result screens. Summary log file Exceptions are flagged STOP Results files 9

10 Robotics management information Below is shown summary of robots usage in the Bank 13,670 robot request from Offices 1&2 in the last week, a new record. 37,781 robot request in the last four weeks 54,719 robot request in total since the first robotic initiative was implemented in July ,124 minutes saved during last month 15 FTE equivalent 10

11 Deloitte refers to one or more of Deloitte Touche Tohmatsu Limited ( DTTL ), a UK private company limited by guarantee, and its network of member firms, each of which is a legally separate and independent entity. Please see for a detailed description of the legal structure of DTTL and its member firms. Deloitte LLP is the United Kingdom member firm of DTTL. This publication has been written in general terms and therefore cannot be relied on to cover specific situations; application of the principles set out will depend upon the particular circumstances involved and we recommend that you obtain professional advice before acting or refraining from acting on any of the contents of this publication. Deloitte LLP would be pleased to advise readers on how to apply the principles set out in this publication to their specific circumstances. Deloitte LLP accepts no duty of care or liability for any loss occasioned to any person acting or refraining from action as a result of any material in this publication Deloitte LLP. All rights reserved. Deloitte LLP is a limited liability partnership registered in England and Wales with registered number OC and its registered office at 2 New Street Square, London EC4A 3BZ, United Kingdom. Tel: +44 (0) Fax: +44 (0)

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