Which processes are suitable for Robotic Process Automation?

Feb 2, 2021 | RPA Blog

At AmdoSoft, we are often faced with the challenge of working with our customers to identify exactly those processes that can be automated. AmdoSoft, we are often faced with the challenge of working with our customers to identify exactly those processes that can be automated using Robotic Process Automation (RPA). We often find processes that are ideal for this, that had not been previously considered. In this short article, we explain how you can find a process with automation potential in your company.

Which processes are suitable?

Rarely executed or very varied processes are not suitable for automation. The highest savings potential is achieved by RPA programmes such as our b4 Bot for processes that occur frequently and permanently, but run almost unchanged. One example is invoice processing. This usually takes place month after month and contains almost the same content or information.

It is also important that the process to be automated has previously taken place manually. Our b4 Bot simulates human input behavior in computer applications. This means it can only optimize processes that are normally carried out manually on a personal computer. The bot is much faster than any employee, both when “reading” documents and when making entries and clicks. Therefore, the optimization potential is highest when as many manual work steps as possible can be replaced.

The process sequence determines the potential

Some processes repeat regularly, but are subject to significant change. This makes the use of RPA more complex, as many contingencies have to be taken into account. Therefore, processes that take place almost unchanged are best suited for automation. If there are changes in the user interface of the software used, the RPA bot has to be adjusted to them directly. In the case of changes to the process flow, it can make sense to let the implementation of the b4 Bot flow directly into the planning of the new process.

Software robots are not creative like human employees. They need clear and unambiguous rules to be effective. Both the information and the instructions on what to do and when to do it must therefore be clearly defined. All other processes require at least the assistance of an employee. Some RPA bots interact with an employee and ask direct questions if the information is unclear. However, a bot always works best when it can act completely autonomously based on clear rules.

What kind of data is suitable?

RPA software works most efficiently with unique, organisable and easy-to-process data. This includes standard file forms such as Word documents, Excel databases, PDF files or emails. For special forms or industry-specific files, it makes sense to first look for a way to convert them into more general data types, if this is possible and economical.

Even with very regular processes, certain exceptions can occur from time to time. This can hardly be avoided in business practice. However, the b4 Bot still makes economic sense if about three quarters of all cases in a process can be developed. About a quarter may be special cases that the bot cannot process autonomously. If the quota for special cases is higher, it is more advisable not to automate the process via RPA. Of course, these are approximate values that can vary depending on the industry and process.

Many processes offer great savings potential

Robotic Process Automation has performance optimisation and cost reduction as its core objectives. The potential savings in time, labour and costs must therefore be given for RPA to make sense at all. The easiest way to calculate the profitability is by the amount of full-time equivalents saved. If you save at least 1.5 full-time employees by using the b4 Bot in your company, the investment usually pays for itself in a very short time. Of course, the savings potential can be calculated differently in individual cases – for example, if efficiency increases improve the market situation without saving large personnel costs.

Would you like us to take a closer look at the processes in question in your company? Then feel free to contact us and identify potential savings and optimization for your business.