Skip to content

Seven steps to a successful RPA project

Seven steps to a successful RPA project

In-depth expert knowledge and well-thought-out strategies help companies in their effort to implement RPA successfully.

Save costs, reduce workload, improve customer communications: These three points are at the top of the to-so list for the coming years for companies irrespective of their size or industry. RPA is the next step in the evolution of process optimisation. Anyone who deals with the topic of software robots and process automation for the first time typically has to deal with an enormous amount of information during their research. What is the best way to put an RPA idea into practice? What are the steps to follow? Important advice to start with is not to treat and approach RPA primarily as a new technology. Only those who follow RPA methodically and comprehensively, plan well at the outset and obtain information and expert advice can transfer the magic of robotic process automation to their own business processes.

Planning and starting RPA projects correctly - This is how an ideal RPA project is structured:

1. It starts with the identification of suitable processes
IT and management, as well as employees who should be brought on board as early as possible, identify processes in the company that could potentially be considered for automation. Process mining tools can provide useful support for a structured approach. Experienced providers and RPA experts can accompany this upstream step if required. In creative workshops, the search for processes that can be automated can be better channelled and managed. Especially at the beginning of automationprojects, it is important to reconcile different interests within the company. Examples are the not always compatible objectives of finance and IT. In an ideal case, the RPA provider can also act as an intermediary and support consensus-building through moderation.

2. Preliminary analysis and feasibility study
If the target is defined by mutual consensus, the preliminary analysis takes place. The feasibility will be checked during this step: Which processes are eligible? Which systems are available? In addition, reference times for the respective processes are collected.

3. In-depth process analysis
Based on the findings from step 1, the concrete processes are examined and defined in more detail in the analysis phase. Using detailed click-through instructions and process volumes, the automation potential is calculated and formulated as a business case.

4. Detailed process description
Once the business case has been given the green light, a detailed description of the process is provided. Next it is precisely defined which activities the robot performs at what time and at which points it is controlled. Transparent cooperation based on mutual trust is essential at this stage. This is the only way to describe the process as comprehensively as possible at this early stage.

5. Development of the individual software robot
In the following, the company-specific and process-specific software robot, the RPA heart, is developed and programmed. During this time, the vendor provides the user company with ongoing and user-friendly project updates and continues to be available for content-related questions and input. The development ends with extensive tests and detailed test protocols.

6. Robot acceptance
Using the test protocol or live monitoring, the robot is accepted or modified where necessary. If everything runs smoothly and the solution proves to be a perfect fit in the final test, it is ready for roll-out.

7. Go-live
The finished robot is assigned to one or more clients and goes into operation. The user company takes over the operation and monitoring of the automated process, using an intuitive and clear cockpit control. When selecting a vendor, care should be taken to ensure that the respective RPA partner continues to be available for advice, necessary adjustments and optimisation even after the robot has been handed over.

Back to top