Identifying processes for RPA

There are a few main characteristics we look at when deciding the automation potential of a process. At a high level, we could categorize these characteristics into two main segments, as follows:

• Process fitness
• Automation complexity

A few factors are involved in the process of calculating the fitness of a process for automation. The following table illustrates the factors considered in identifying the fitness of a process:

Figure 1.2 – Process fitness factors in identifying a process for automation

A business process should meet all the factors listed in Figure 1.2 to qualify for automation. In addition to the process fitness factors, the automation complexity is also one crucial aspect of identifying a suitable automation process. The following screenshot illustrates the required characteristics to consider to determine the process automation complexity:

Figure 1.3 – Process complexity factors in identifying a process for automation

Deciding on the automation suitability of a process requires consideration of all the factors discussed. The process is mapped into a process assessment matrix based on the results of the factors discussed to compare and identify the best process. The following diagram illustrates a process assessment matrix that each process is mapped onto after assessment. Each process is assessed based on the complexity and benefits it generates after automation and is mapped into the matrix's respective box. The matrix shown here plays a significant role in prioritizing and categorizing the assessed processes:

Figure 1.4 – Process assessment matrix

Having identified which bucket the process falls into, the organization can prioritize the automation initiatives based on the previous matrix. Organizations can prioritize quick-win processes in the initial stages, as those are less complicated and provide the highest benefits within a shorter period. Low-hanging fruits are the best to start off with and demonstrate how automation improved the way people work. The processes that fall into the long-term improvements bucket are usually ignored in automation since they do not offer a significant advantage compared to the effort required. The processes that fall into the low-hanging fruits and must-do improvements categories get prioritized for RPA based on the organization's strategic plans. Additionally, the processes that fall into the must-do improvements category usually require standardization to improve the process. The improved processes are assessed again and prioritized based on the bucket they fall into after the assessment.

It is not a good practice to automate every process in the organization or the department. It is important to identify the benefits gained, efforts and resources needed, and the suitability of the process itself for automation before implementing RPA. The inability to perform process assessment and standardization where necessary may lead to more inefficiencies and high costs after applying RPA without a proper strategy. Hence, the following assessment strategy is crucial in any RPA project.