IT3686 Robotic Process Automation PDF

IT3686-Robotic Process Topic 9: Process Design Automation Document Business Analyst Training Prerequisites and Objectives Prerequisite Gather and understand process related documents – Standard Operating Procedures, process map...

IT3686-Robotic Process Topic 9: Process Design Automation Document Business Analyst Training Prerequisites and Objectives Prerequisite Gather and understand process related documents – Standard Operating Procedures, process maps, Organizational Chart, user manuals etc. Aim Gain a deep understanding of the process Document and validate with the Process Owner the As-Is process flow and all relevant data for RPA Design the To-Be process flow Handover a good documentation to the Developer to build the RPA solution for that process Business Analyst Training Recommended Approach Organize a discussion with the Process Owner & SMEs Obtain a high-level description of the process (walk through the process) Understand the complexity of the process & the challenges (from SME and RPA point of view) Capture process metrics (scope, applications involved, no of FTEs, volumes, AHTs, SLAs, time dependencies, challenges, complexity, stakeholders involved and their role) Prepare the Process Design Document with the help of Key Stroke Level documentation or process recordings Mark what is in scope and out of scope for RPA from the beginning and continuously validate this classification during the documentation process Log the reasons which determine whether an action can be automated or not Business Analyst Training Stages of Process Documentation Gather all the process information and data Prepare a high-level process map with process description Validate the high-level process map with the Process Owner Update the document by including more scenarios and business rules and validate it with the Process Owner Prepare the detailed Level 4 process map (including all scenarios) for the As-Is process Define the To-Be Level 4 process map together with the solution description and validate these with the Process Owner Prepare the PDD and include any support material that would detail the business rules, roles matrix, the input & output etc. Validate the PDD with the Process Owner and update the PDD with all the received feedback; if needed, organize sessions for clarifications Obtain Sign-Off High-Level Include More As-Is L4 Process To-Be L4 Process PDD, Feedback Requirements Process Maps & Review Scenarios and Review Map & Process Map and Solution Implementation & Gathering Documentation Business Rules Description Description Sign Off Business Analyst Training Requirements Gathering Process Metrics Applications Used Volume Capture all applications used in the process AHTs Understand and capture the underlying technology of each Total FTE effort involved in the process application Different instances of one application – if applicable Process Information (e.g. Mainframe) Open and close times, time dependencies & SLAs Expected increase in transaction volume “Thin” or “Thick” Client ? Stakeholders involved and their role VDI / Remote desktops – Thin Client Inputs & Input type (Structured/ Unstructured & Desktop applications – Thick Client Standard/ Non-Standard) Output & Output type Infrastructure Requirements Test environment availability UiPath hardware / software requirements Business Analyst Training High Level Process Maps As-Is Check Product Open ERP & Fill Data in ERP Generate & Reply to Email & Open Email & PO Code Select Transaction Screen Validate Attach SO SO Desktop Outlook Desktop ERP ERP Outlook ERP 2 mins 1 min 2 mins 10 mins 2 mins 4 mins To-Be Check Product Open ERP & Fill Data in ERP Generate & Reply to Email & Open Email & PO Code Select Transaction Screen Validate SO Attach SO Desktop Outlook Desktop ERP ERP Outlook ERP 1 min 1 min 1 min 2 mins 1 min 2 mins Process Step Name Manual Applications Used AHT Automated Business Analyst Training As-Is L4 Process Map Start OUTLOOK Open Email Send Email to Update File End Open the PO in the Reply to Email and Move Email To Email Attachment NO Attach SO Processed Folder Lookup Product Match Found? DESKTOP Description YES NO Product Code Open The Master Get Product Code Validate Sales Present? Data File Order YES Select the Appropriate Type in the Company Add Values for ERP ERP Transaction in Specific Values for Sold To, Ship To, Open ERP/ Login Generate Sales the New Sales Order the Order (Sales Org, PO Number, Order Page Division, Channel, Material Code, etc.) Quantity Manual Automated Business Analyst Training To-Be L4 Process Map NO Open the PO in the Input Start Open Email Structured? Process Manually OUTLOOK Email Attachment YES Send Email to End Update File Reply to Email and Move Email To NO Attach SO Processed Folder Apply OCR To Lookup Product Match Found? Extract Data DESKTOP Description YES NO Product Code Open The Master Get Product Code Validate Sales Present? Data File Order YES Type in the Company Add Values for Select the Appropriate Specific Values for Sold To, Ship To, ERP Open ERP/ Login ERP Transaction in the Order (Sales Org, Generate Sales PO Number, the New Sales Order Division, Channel, Order Material Code, Page etc.) Quantity Manual Automated Business Analyst Training Inputs & Outputs Inputs Aim: Identify what are the inputs needed at process level Aim: For the To-Be process documentation, analyze in detail and at granular level and the dependencies to other sub- every input and how it can be obtained and standardized processes where possible Input Source – from which inputs are accessed (e.g. file, a Already existing at activity level (e.g. a report that triggers screen, email, a scanned invoice etc.) some actions) Input Structure – templates from which identified inputs Specifically created for RPA (e.g. data to be used by the need to be captured robot) Fields containing the input – unique identifiers to capture the required fields Input Location – location from which the input file / application can be accessed Outputs Aim: Identify if the output already exists or if it needs to be generated by the robot Output type: a new record in an app, a report, a file etc. Destination Structure Content Trigger Business Analyst Training Process Documentation Methods and Tools Key Stroke Process Video Business Logic Document Recordings Translation Table Process activities detailed at key stroke Video recordings of process Either use the existing business rules level with respective screen shots activities table or document the business rules in a capturedCapture every action performed by Recommended for complex separate file the SME on the application layer business rules The robots can use business rules directly within a process from the table Short video recordings (activities as In case of future rule changes, the table Screenshot tools: Microsoft Screen modules) with appropriate voiceovers are will be updated directly, with low / zero recorder/ Epiplex recommended impact on the code Index the videos and use them as Index the business rules and use them as reference in the As-Is process description reference in the As-Is process description Business Analyst Training Out of Scope Activities Out of Scope Activities Compliance requests - must remain under the human control of team members Activities / source apps liable to change in the next 3- 6 months (e.g. a source app release is announced) Templates / inputs not standardized or involving free text / poor quality scanned images Activities that need human input, due to the complexity and human expertise involved Effort to automate a specific activity exceeds the gains Impact of Out of Scope Activities The impact of the activities that cannot be automated has to be analyzed according to certain criteria: Will it change the order of the steps performed? Will the robot need to be restarted? Will the robot need to wait for that activity to be processed first? Does the robot need to use the output of that manual activity? Business Analyst Training Exception Handling Things to remember: Exceptions appear in a business process when something unexpected happens during the process execution A process documentation that describes only “the happy path” is considered incomplete, so it is important to keep track of both business exceptions and technical exceptions Make sure you cover all possible scenarios when something might not go as planned Business Exceptions Known Exceptions Mandatory details are missing or are incomplete / Previously encountered unidentifiable A scenario is defined with clear actions / workarounds Email attachment is not available for each case App / System Exceptions Unknown Exceptions Application stops responding New situation never encountered before System login failure Can be caused by external factors and cannot be predicted with precision It must be communicated to an authorized person for evaluation Business Analyst Training PDD Creation, Sign-Off & Maintenance 01 02 03 Create PDD Sign-Off PDD Maintain PDD Gather all the necessary Validate the document with both Keep the document up to date information and put together a with the Business Owner and the during development. Unexpected document describing the process development team things regarding the process might come to the surface Business Analyst Training PDD – Document History and Approval Flow Document History Version number of the document Date when the version of the document was created Name, role, function and organization of the person doing the updates Comments that summarize the changes for a specific version Document Approval Flow Version number of the document submitted for approval Name, role, organization and signature of each person in the approval flow Business Analyst Training PDD – Table of Contents 1. Introduction 1. Purpose of the Document 2. Objectives 3. Key Contacts 4. Minimum Prerequisites for Automation 2. As-Is Process Description 1. Process Overview 2. Applications Used in the Process 3. As-Is Process Map 4. Detailed As-Is Process Steps 5. Input Data Description 3. To-Be Process Description 1. To-Be Detailed Process Map 2. Parallel Initiatives / Overlap (if applicable) 3. In Scope for RPA 4. Out of Scope for RPA 5. Business Exceptions Handling 6. Application Error and Exception Handling 7. Reporting 4. Other Observations 5. Additional Sources of Process Documentation Business Analyst Training Test Scenarios and Test Cases Test Scenario Test Case Necessary for: Required fields: ensuring better organization Test case ID – unique value for each test case a thorough testing of the end-to-end functionality of the workflow Best practice: use a naming convention to indicate what’s being tested Test Author – name of the BA / Tester Not required when: Test Executed By – name of the tester who executed the test applications are very complicated Execution Date – date when the test execution was performed the project is on a tight schedule Test Title – test case title using Agile methodology Test Steps – all the execution steps in the order they are to be performing regression testing executed Expected result – what the result of the test should be Guidelines: Actual result – the actual result of the test case A solid understanding of the RPA workflow and of the possible user actions during the process is required Status – Pass or Fail Defect ID – if the status is Fail, then the defect ID needs to be Avoid writing scenarios that cover multiple components added Update the Traceability Matrix to ensure there is a scenario for each component Comments