In the first part of this blog post serie, we had a look at the first two phases of a Potential Analysis and how to perform them. Now we will have a closer look at phases three to five, which complete the analysis.
Phase 3 – Perform complexity/feasibility deep dives
To investigate further, you need to dive deeper into the processes to have a better understanding. At this stage, it’s mandatory to set up a validation phase to ensure the consistency of the results obtained in the earlier phases. The goal of the validation is mainly to eliminate unsuitable process candidates from the list and focus on the most promising processes.
The processes that are not standardized and have no clear rules that define their scope, quality, and methods to be followed, won’t be considered for RPA.
To make sure that you choose the right processes, the role of a business analyst is required. Their main task is to compare the data gathered for the processes and to make sure that this aligns with your business priorities. As a result, you will exclude some of the less relevant processes from your initial list.
Step by step you are getting closer to your main goal, which is creating a shortlist of “quick win processes” for RPA.
For companies that are initiating their RPA journey, it’s important they start automating the simplest processes, then gradually scale and increase the complexity.
Phase 4 – Explore process details and create individual business cases
Now, it’s time to select the first process to be automated. The first RPA process is extremely important. A good practice is to create a business case. So you really need to study your actual process and get some data regarding execution frequency, processing time (the time your colleagues spend on its execution and rework) etc.
The aim of this exercise is to gain insights into the process and to correctly understand its complexity. A process definition document (PDD) can also be drafted in this phase, which is necessary for the implementation of the automation later. This is extremely important for the RPA developer, as it will be the underlying requirements document for automating the process.
Phase 5 – Prioritize & Plan
In the fifth and final phase of the Potential Analysis, we need to create the RPA process pipeline. This basically means to organize which processes should be automated first and where to allocate the development resources. This requires the prioritization of the insights gathered previously.
The business analyst will define prioritization criteria for every department of the company. It is important that the criteria used are standard and applicable to all processes in the different departments.
The criteria are now applied to the process shortlist – Hurrah! The automation process pipeline is now a reality.
As a final step, you can transfer your processes into a development pipeline and use your development resources to automate these.
We highlighted the importance of the Business Analyst role. The person taking on this role needs to have a clear vision of the overall RPA goals of the company, and have the right information at hand to judge the process. By managing these two things they can select the best processes to start your RPA journey a turn it into a success story.
In case you feel that you need some extra help in selecting the right processes for your company, you can contact our Consulting team. They will be very pleased to help you initiate your RPA journey and showcase our custom services like our automated process assessment tool, Procify.