Robotic process automation overview
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This document discusses robotic process automation (RPA) and its role in digital operations. It defines RPA as software that mimics human actions for repetitive tasks. RPA is described as the first step in digital transformation, laying the foundation for more advanced technologies like artificial intelligence. The document outlines the benefits of RPA, such as increased productivity, accuracy, and cost savings. It provides examples of finance, IT, and supply chain processes that are well-suited for RPA. Finally, it shares a case study where RPA helped a client automate labor-intensive back office functions and realize substantial cost reductions.
Robotic process automation overview
- 1. The better the question. The better the answer. The better the world works. 2017 Robotic Process Automation (RPA) The future of Admin Functions
- 2. Confidential — All Rights Reserved — EY 2017 Typical journey to digital operations A step by step approach Artificial Intelligence E.G. Watson, AlphaGo Chatbots E.G. Kore, ConversableCognitive RPA E.G. Automation Anywhere, UiPath Robotic Process Automation E.G. Blue Prism Ø Missing a step would result in full benefits not achieved Ø Chatbots and Artificial Intelligence to utilize the outputs produced by Robotic Process automation 60% of the enterprise's process activities 15% of process activities 15% of process activities 10% of process activities
- 3. Confidential — All Rights Reserved — EY 2017 What is Robotic Process Automation (RPA) and what role does it play in our future workplace? Robotic Process Automation is… A software which mimics human execution of desktop applications, usually for repetitive processes. It is controlled by business users (user friendly configuration), and governed by IT. It is a new alternative to improve productivity, unlocking higher ROI than ERP implementations and shared services centers (offshoring) implementation It is the fist step, and necessary foundation in the enterprise digital operation journey, before implementing cognitive, chatbots and artificial intelligence Robotic Process Automation is not… A physical robot sitting at a desk performing tasks Popular misconception of RPA Key objectives of implementing RPA are usually: Cost saving Improve customer experience Improve accuracy / control 1 32
- 4. Confidential — All Rights Reserved — EY 2017 Qualitative benefits expected from RPA include increased control, accuracy and productivity Accuracy The right result, decision or calculation the first time) Consistency Identical process and tasks reducing the output variation Audit trail Fully maintained logs essential for compliance Productivity Freeing up manual resources for more value-added tasks Elasticity / Flexibility Instant ramp up/down to deal with spikes and troughs in demand Staff retention Allows focus shift towards more stimulating tasks Reliability 24/7, all year around, full availability “Right shoring” Geographical independence allows “right shoring” – a viable alternative to offshoring Low risk - non-invasive technology Can be overlaid on existing systems allowing creation of a platform to introduce more sophisticated algorithms and machine-learning tools
- 5. Confidential — All Rights Reserved — EY 2017 RPA delivers substantial financial benefits, with organizations seeing up to 90% reduction in cost Cost High Low $ x On-Shore $ 1/2x Near-Shore $ 1/3x Off-Shore $ 1/9x RPA Cost Savings ► 1 Robot FTE costs approximately USD 3,000 per year in licensing costs 1 ► Most Robots see a Return of Investment of a few months 1. Depending on the application selected and the license package offered by the vendor
- 6. Confidential — All Rights Reserved — EY 2017 RPA will revolutionize every aspect of your business. Importantly, it frees your human resources from low value activities to focus on building the business Employee Customer
- 7. Confidential — All Rights Reserved — EY 2017 Identifying the most suitable scope of implementation is key to unlocking the full value of RPA The application scope for RPA is broad - penetrating F&A, IT, SC, HR, Supply Chain, Legal and Sales. Today, RPA automates end-to-end manual processes, with focus on high-volume, highly repetitive, multistep tasks with many validation rules. Today and ongoing, this revolutionary technology will continue to leverage elements of artificial intelligence for sophisticated decision making. For instance, in a few years, RPA would operate like human brain that has the ability to adapt and assess, and perform cognitive tasks from sensing, predicting, inferring and even having a factor of emotional intelligence. There are a set of “key tells” that provide guidance on where RPA will be a solution with strong capability to unlock value. (All points do not have to be fulfilled) • Data intensive • Repetitive in nature • Rule-driven • Electronic trigger to the process • Have electronic start- points and endpoints • Involve manual calculation • High error rates • Sensitive content • Can be performed out of office hours • Complex IT landscape Examples of support functions that involve processes with proven potential for RPA ü ü ü ü ü ü ü ü ü ü IT services ► Installation ► FTP download, upload and backup ► Server application and monitoring ► Synchronizing, deleting and emptying folders ► File management ► Email processing ► Batch processing ► … HR services ► Payroll ► Benefits admin ► Payslip management ► Time and attendance management ► Recruiting process ► Onboarding ► Education and training ► Compliance reporting ► … Supply chain ► Work order management ► Demand and supply planning ► Quote, invoice and contract management ► Returns processing ► Freight management ► … F&A ► Sales order ► Order to cash ► Collection ► Procure to pay ► Incentive claim ► Record to report ► Supply chain vendor setup ► Trend tracking ► .. See next slide for more detailed examples of F&A
- 8. Confidential — All Rights Reserved — EY 2017 Example of Finance and Accounting processes candidate to RPA Process vendor invoices/ credit memos Handle incoming invoice with reference to PO Accounts payables – Examples Handle incoming invoice with no reference to PO Perform payments Handle Debit Note To Vendor § Reads vendor information in various formats and validates content § Sorts and categorizes electronic Invoices/ memos for proper archiving § Sort and identify requestor information § Checks invoice with PO, goods and services information for accuracy § Identify incoming requestor information § Send invoices to document approvers § Send confirmation to accounting and/or send out refusal § Plan and parameterize payment specifications to right account § Create, edit and check payment proposals § Reject and refuse payments if requisite checks are not met § Processes payments § Reads supplier info to create debit notes after validating the information from ERP application § Email the supplier the debit notes and make entries in ERP application § Automatically send out requests to suppliers for new invoices (in case of discrepancies) Handle outgoing invoice/credit memo Execute outgoing sales invoice/ credit memo Accounts receivables – Examples Process incoming payments Handle Incoming Cheques and perform dunning Accounts Receivable Reporting § Send documents to various departments such as accounting & sales § Posts invoices to ERP finance systems § Log exceptions wherein conditions & scenario's are not defined § Notifies concerned authorities via email if needed § Post invoices and process open items § Generate invoices for cleared items § Integrate posting of invoices and process invoice settlement § Identify incoming payments against a list of open items § Reference incoming bank ACH, wire transfers and mark them within the ERP system § Match open items against incoming payments § Identify and isolate banking information § Print list of cheques received § Generate reports from ERP application for dunning process § Identify aging tasks and send out emails (based templates) to customers and/or internal receivers § Automatically log into accounting system to generate necessary pre defined system reports (e.g. aging report, reconciliation/ collection reports) § Generate customs reports § Check SAP System for payment status
- 9. Confidential — All Rights Reserved — EY 2017 Case study: substantial enhancement of back office functions that made client embark on ambitious journey for further automation How EY helped Accelerated delivery of a PoV (proof of value) in 6 weeks (4 weeks build), performed the following activities: ► Help select candidate product / process for the proof of concept / production deployment ► Review, assess and prioritize processes for automation, including recommendations for simplification enabled by automation ► Define solution architecture for both proof-of-concept and production deployments (including technical components such as environments which required to be stood up) ► Deliver accelerated proof-of-concept which demonstrated all of the key solution components, addressed technical risks, and provided a robust business case which articulated the benefits of deploying software robotics ► Develop software robotics solution, including overall process design, interfaces / interactions with legacy systems and exception handling procedures ► Define target operating model for production deployment, including key considerations around organizational change (including Centre of Excellence) and automation candidates Results Accelerated delivery of a PoV to demonstrate all key solution components and address technical risks. PoV determined benefits include: ► Release 27 FTE (25% of team) otherwise needed for a 51% cost reduction for delivery of high-frequency tasks ► Improve quality, control, audit and timeliness ► Dramatically accelerate handling time ► Reduce pressure on a major platform releases Following a successful PoV, EY began automating processes identified in business case, and supporting assessment of additional benefit across additional processes of substantial scope. Client challenge Global financial company sought cost savings and efficiencies in an overly manual operations and looked to EY for a solution help them: ► Assess viability of using robotics to automate labor intensive back office processes ► Measure business impact to make informed decision based on tangible outputs ► Help scale a proven solution in their environment
- 10. Confidential — All Rights Reserved — EY 2017 Pascal Bornet, EY Director, Asia RPA Lead ► Director, Advisory Services ► Mobile: +65 8716 2050 ► Email: [email protected] EY | Assurance | Tax | Transactions | Advisory About the global EY organization The global EY organization is a leader in assurance, tax, transaction and advisory services. We leverage our experience, knowledge and services to help build trust and confidence in the capital markets and in economies all over the world. We are ideally equipped for this task – with well trained employees, strong teams, excellent services and outstanding client relations. Our global purpose is to drive progress and make a difference by building a better working world — for our people, for our clients and for our communities. The global EY organization refers to all member firms of Ernst & Young Global Limited (EYG). Each EYG member firm is a separate legal entity and has no liability for another such entity’s acts or omissions. Ernst & Young Global Limited, a UK company limited by guarantee, does not provide services to clients. For more information, please visit www.ey.com. EY’s organization is represented in Switzerland by Ernst & Young Ltd, Basel, with ten offices across Switzerland, and in Liechtenstein by Ernst & Young AG, Vaduz. “EY” and “we” refer to Ernst & Young Ltd, Basel, a member firm of Ernst & Young Global Limited. © 2017 Ernst & Young AG All Rights Reserved. www.ey.com/ch