Central Government Agency

Case Study

RPA is the application of technology which enables computer software configuration to partially or fully automate human activities which are manual, repetitive and rule-based. RPA has been maturing for the past and is now used for enterprise-scale deployments very quickly and at very low cost. Check out our case study below.

Challenge:

•Central Government Agency faced a challenge in preparing invoices. Invoices are processed manually despite having several large ERPs.

•Due to complexity of the process and policies it took a long time to produce invoices accurately.

•Employees had to re-key information into multiple ERP Systems.

•Agency produced 45 invoices per day using 2 employees.

•Accounting maintained a backlog of approximately 12,000 invoices resulting in poor customer and vendor SLAs.

Solution:

Agency decided to invest in Robotic Process Automation to automate this cumbersome process.

Result / ROI:

Exceptional time to value: Analysis, Solution Design and Implementation took 5 days

They now process 1576 invoices per day with same headcount or 180 invoices per hour.

Backlog of ~12K invoices cleared in 8 days.

35x more invoices are now being processed with the aid of 2 bots

Future State:

Based on the phenomenal success of RPA, additional more complex Accounting processes are being reviewed with expectation that Workflow, Forms, Rules and Capture will be incorporated which is expected to create a 70% efficiency gain and a corresponding reduction in costs.

Take the process transformation quiz

RPA and Digital Business Automation Maturity Model

Pulling it all together

  • Now that the groundwork has been laid, a Digital Automation program can measure its current organizational readiness as compared to the required level of competency for each capability component.
  • Capability planning should commence, along with clear owners and timelines, to address identified areas of risk or concern.

.

Where to get started: Rapid Assessment

Week 1 >

Current State Assessment (CSA)

  • Discovery, on-site workshop(s)
  • Review existing materials
  • Review Operational Model, Objectives, Culture and Drivers
  • Review existing technology footprints / landscape (processes, usage)
  • Elicitation or exploratory QnA
  • Request and run walkthroughs or any workshops to review Business Processes and where RPA can drive ROI
  • Identify areas of repetitive work, that can be automated
  • Identify areas of data extraction or retrieval (website, legacy screens)
  • Identify opportunities to automate full processes, or to co-mingle bots and users to expedite processes (Turn-Around Times – TATs)
  • Requires most documentation
  • Requires most time
  • High visibility or reach
Week 2 >

Future State Model (FSM)

  • Primarily driven by RPA SMEs or Strategy Consultants
  • Rely mostly on CSA now, with industry practices and RPA expertise to model out logical architecture of Future State
  • Identify gaps, risks or issues
  • Explore options with client to bridge gaps or mitigate risks and issues
  • Potential need to reach out to product teams for functionality verification and industry options
  • Utilize common or shared bots for enterprise-wide activities (optimize robot and license usage)
  • Utilize bots to focus user time and value on decision-making or other key steps, and not on data collection or look-up or referencing multiple systems
  • Enhance and enrich user experience by collecting and using more encompassing or meaningful metadata, which would normally be time consuming for business users to gather and provide
  •  
End >

Road Map

  • Primarily driven by RPA SMEs or Strategy Consultants
  • Potential need to reach out and work with product vendors or partners for costs and licensing
  • Work with program or project leads to deliver to stakeholders

Let’s Talk About Your Project

Scroll to Top