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Our RPA journey and lessons learned

Explore the RPA journey and valuable insights of Gintautas Jonutis, Director of Automation & Analytics, showcasing key milestones, challenges, and benefits. Discover the impact of adopting an Agile approach in robotics development, benefit realization, process refinement, and close collaboration with various business units. Uncover critical findings after three years of experience with RPA implementation, emphasizing the importance of measuring real value, strategic maintenance, and proactive change management. Gain practical advice on optimizing automation initiatives, fostering teamwork between robots and employees, and evolving towards RPA version 2.0 for more efficient and effective digital transformation.

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Our RPA journey and lessons learned

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  1. Our RPA journey and lessons learned Gintautas Jonutis, Director Automation & Analytics

  2. 2016 2017 2018 • Pilot: • 1 Complex Process • 6 Virtual Robots • 12 FTEs Free Up for Innovation • 44automated Processes • ~70 Virtual Robots • 88 FTEs Free Up for Innovation • 21 automated Processes • 40 Virtual Robots • 48 FTEs Free Up for Innovation WU RPA milestones

  3. Automated Processes Dashboard More than 1 million Work Items successfully processed in 2018

  4. Process selection Everything begins from the openness to intake ideas for automations very widely within the organization Ideas intake APPLY CRITERIA HIGH LEVEL ANALYSIS IDEATION Discovery / Recommend / Initial Analysis / Align Accept / Reject

  5. Development Agile circle Agile approach being implemented to develop and deploy Robots releases faster with more visibility (Scrum) BENEFIT REALIZATION CLOSE OUT DEFINE / DESIGN UAT CONFIG/ DEVELOP Evaluate / Measurement User Acceptance Test / Deploy / Pilot/ Cutover Process Definition / Solution Design / Build / Test

  6. Key findings after 3 years

  7. Example: Customer Refunds process Process is dealing with negative consequences of customer operations RPA CoE is not impacting the workload Number of robots can drastically vary (added, decommissioned) thought the months Robots balancing unpredictable workload #1 Measure real value. Every process have it different

  8. #2 Think about Maintenance and Change Management in Design In 2018 ~28% of our developers capacity used for change management of existing robots/processes Close cooperation with Business Units and Application owners is essential Example: Customer Care Proof of Payment Request process – Web application HTML element ID change in web application impacted robot, but not employees

  9. Robots work 24x7 * Robots are from 2 to 5 x faster* Robot can log all the process elements* *Special conditions apply #3 Common RPA benefits are not so common

  10. Example: Compliance alerts check process Employees should work with the same work item twice. It’s typical waste. #4 If possible – avoid processes where robot is in between Employee tasks

  11. Examples: In the processes, accessing of very sensitive data/application. Process steps which is easy to miss or forget - CRM fills, info email sending etc. Verifying different languages information. Example Japanese characters ID documents #5 Robot fits where human don’t

  12. Unattended RPA automation is very limited in end-to-end processes We haven’t yet automated any process, where employees were fired Our Operational Center use Automation even for Employee branding Transforming our metrics from FTE savings to Cost Per Work Item reduction. Automation is a tool for maximization of Employee work efficiency #5 Don’t compete with FTEs, partner with them

  13. RPA version 1.0 • Extended RPA functionality with new tools • Bringing more responsibilities for Business units in Automation maintenance and development process • Agile/Scrum robots development • End-to-End Process Re-engineering • Desktop automation orchestration by CoE • On-board Customer facing automation tools, as chatbot, email bot • Basic RPA functionality • Automation initiative, development and maintenance driven by CoE • Waterfallish robots development. Everything or nothing. • Automating process episodes not full processes • Accidental desktop automation initiatives • No customer facing automation RPA version 2.0

  14. Contact Information Tel: +370 635 11882Email: Gintautas.Jonutis@WU.com Thank You

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