NASA’s Implementation of Robotic Process Automation (RPA) – aka “Bots”

1. NASA’s Implementation of Robotic Process Automation (RPA) – aka “Bots” AGA 23rd Annual Commonwealth of Virginia Professional Development Training (PDT) December 6, 2018

2. Agenda • NASA as Innovation Engine • Robotic Process Automation Journey • Bots in Use • Digital Employee Considerations • Lessons Learned and Best Practices

3. NASA as Innovation Engine https://youtu.be/WeA7edXsU40

4. RPA Journey NASA focused on three key elements to successfully implement and begin using bots in the production environment.

5. RPA Journey (cont.) • NASA Shared Services Center first adopter of Bots  largely transactional processes • Quickly adopted governance model to manage develop, integrate, review, operate, and maintain new automations, and avoid stovepipe capabilities

6. Bots in Use Today

7. Digital Employee Considerations Washington is a digital employee working in the server room. Agency User ID Agency User ID Login and Password Login and Password Encrypt and Signs Email Encrypt and Signs Email DAR Using 256 Bit Encryption DAR Using 256 Bit Encryption Use NAMS for Access Use NAMS for Access Have a Valid .gov Email Address Have a Valid .gov Email Address Uses CITRIX and/or VPN Uses CITRIX and/or VPN Requires a computer seat to work Requires a computer seat to work Takes Annual IT Security Training Override IT Security Training Requires SW licenses as necessary Requires SW licenses as necessary Occasionally makes a errors (Why we audit) Cannot make errors (Increased control)

8. RPA Lessons Learned • Make sure you identify all of your key customers and stakeholders and engage them early and often • IT security • Target/recipient application service provider • Management/internal controls • Involve staff that perform the work the Bot will automate  be transparent why you are doing this and what staff will do if Bot is doing some of their work [“will I loose my job?”] • Select proof of concept projects • Is business process well/optimally designed or does it need to be reengineered • Be patient (integration of functional & technology communities; test, test, test; user, customer, stakeholder acceptance)

9. RPA Best Practices • Address process for handling system changes/enhancements early • Establish a process to identify and track RPA ideas, lots of interest will drive need to prioritize and establish expectations • Get an executive sponsor that can drive change • Encourage “out of the box” thinking  question the status quo/we’ve always done it this way • Build and maintain documentation library and system architecture requirements • Early engagement with OIG and audit firm