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Robotic Process Automation – Prerequisites, Business Impact & Use Cases

Last Updated : 21 Sep, 2023
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Robotic Process Automation (RPA) is a technology that uses software robots (or “bots”) to automate repetitive, rule-based tasks in a variety of business processes. RPA can help organizations improve efficiency, accuracy, and speed while reducing costs and freeing up employees to focus on more value-adding tasks.


Standardized and well-defined processes: To implement RPA effectively, the processes need to be standardized and well-defined, so that the robots can follow the same set of instructions every time.
Digitalization: The process should be digitized, meaning the data is already in electronic form and can be accessed by the software bots.
Stabilized Processes: Processes that are frequently changing may not be suitable for RPA implementation as it would require retraining of the bots.

Business Impact:

Improved Efficiency: RPA bots can work 24/7 and complete tasks much faster than humans, leading to significant improvements in efficiency.
Increased Accuracy: Bots can perform tasks with a high level of accuracy, reducing errors and rework.
Cost Savings: RPA can reduce labor costs and improve productivity, leading to cost savings.
Better Customer Experience: RPA can improve response times and accuracy, leading to a better customer experience.

Use Cases:

Finance and Accounting: RPA can be used to automate tasks such as invoice processing, bank reconciliations, and financial reporting.
Human Resources: RPA can automate tasks such as candidate screening, onboarding, and benefits enrollment.
Customer Service: RPA can automate tasks such as responding to customer inquiries, processing orders, and updating customer information.
Supply Chain and Logistics: RPA can automate tasks such as inventory management, shipment tracking, and purchase order processing.
Healthcare: RPA can automate tasks such as patient data entry, claims processing, and appointment scheduling.
In summary, RPA can be a powerful tool for organizations seeking to automate repetitive, rule-based tasks, and improve efficiency, accuracy, and speed while reducing costs. However, it requires well-defined, digitized, and stabilized processes to be implemented effectively. Organizations should carefully evaluate their processes to identify the best opportunities for RPA implementation and to ensure a successful implementation.

RPA or Robotic Process Automation refers to the practice of automating routine human tasks like keyboard inputs, mouse clicks, and taking input from the screen with the help of a robot. It releases humans from doing repetitive tasks, hence freeing them to work on more specialized work which requires human interaction, decision-making, and creativity. RPA helps create robots that can imitate human actions on a computer.

RPA makes use of the concept of AI or Artificial Intelligence to enable machines to work according to IT needs. The robots can mimic human actions, and are faster, more accurate and much more efficient than humans.

Why RPA?

  1. RPA can seamlessly integrate with the existing IT system.
  2. It can take input, process data, and output results in a structured format.
  3. RPA frees humans from mundane tasks making them more productive.
  4. RPA tools like UiPath do not require heavy coding and can be easily used by non-programmers as well.
  5. It is faster and less error-prone.
  6. It is easy to implement as well as scalable.
  7. It can work at the same efficiency 24×7 without breaks.

An important thing to note here is that RPA does not involve creating human-like robots and replacing humans completely! Instead, RPA is about automating boring, repetitive, and time-consuming tasks thus leading to better efficiency and utilization of time.

A relevant example of RPA would be automating the tedious process of checking the official website for COVID-19 vaccination for available slots every day and night. We can simply automate the process once using RPA techniques, run the robot, and let it work. It would repeatedly check the website for available vaccination slots based on the data you have entered (e.g. Pincode, Age, etc.). Once it finds a free slot, it can trigger a notification to your mobile or e-mail as you choose. Going a step forward, you can even program it to select the nearest slot and book it for you!

Please take care not to exploit the website with a lot of requests and ensure you have helppermission to use the required APIs 🙂

How does RPA help specialized end-users specializedmaintainingend-usersspecialized Businesses?

  1. Increased Productivity –
    RPA robots are faster and more efficient than their human counterparts. Increased execution speed leads to smoother operations and better productivity among humans for the more specialized tasks.
  2. Improved Accuracy –
    Humans are prone to error and lack precision. Instead, robots work according to a set of predefined rules, hence eliminating the chance of errors.
  3. Better Compliance –
    As mentioned in the previous point, robots stick to the predefined process leading to better compliance and governance. Their actions are controlled and supervised based on the rules set by us, hence we can rely on the fact that their work would be more transparent and compliant.
  4. Reduced Cost –
    Efficient and faster robots lead to reduced costs and better utilization of resources.
  5. Scalability –
    Companies can easily scale the roots up or down based on their requirements. Robots can be deployed at minimal costs as and when required without affecting the quality of work.

We have talked about automating the daily processes and using robots to do the tasks instead. Does that mean we do not require the human task force anymore? Can we use RPA robots for every task we have?

The answer to both the questions is No! For a process to be able to be automated, it should fulfill certain criteria. Not all processes can suitably be automated using RPA. A process must be simple to define, well-structured, and easy to mimic to be automated using RPA.

Requirements of an Automated Process :

  1. Repetitive –
    The process must be repetitive and iterative to be a good candidate for automation. Automation speeds up the execution process and increases productivity. But there is no point spending 2-3 hours automating a process that needs to be done only once and takes only minutes to be done manually!
  2. Rule-based –
    A rule-based process means that it does not undergo a lot of changes at every iteration. Hence, it can easily be translated into a set of rules that can be followed by an RPA robot.
  3. Structured –
    The process should be well-defined and structured so that the automation is easy to perform.

Finally, let us talk about some use cases where RPA can be used to communicate with IT systems and help businesses flourish in terms of speed, efficiency, and productivity, leading to a better experience for the end-users.

Use Cases :

  1. Payroll Processing –
    RPA can check the consistency of employee data, validate time sheets, calculate bonuses and deductions for every employee, and automate the calculation of paychecks and compensations.
  2. Sales Order –
    Robots can perform activities like entry of sales orders, generating invoices, checking inventory, etc., and maintaining a full-fledged sales database by themselves.
  3. Create / Update Client Data –
    RPA can be used to create/update client information in the central database based on the information received through forms or other sources. They can also be configured to send out automated confirmation e-mails to the clients once their data has been updated.

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