Implementación de RPA: Fases, Estrategias y Documentación

What are the RPA implementation phases?

The implementation of RPA (Robotic Process Automation) is composed of six fundamental phases, similar to those of any other technology project. Each phase is crucial to ensure the success of the project and is designed to address specific aspects of the automation process. Understanding these phases will allow you to have a clear and structured vision of the way forward in an RPA project.

Preparation: How to manage the process catalog?

In this first phase, the goal is to build a catalog of processes that can and should be automated. It is not recommended to focus on a single process, as this could slow down the project. Therefore, the ideal is to identify and prioritize several processes through a pipeline. This strategy allows to choose, within a backlog, the processes that bring more benefits or present less complexity, thus ensuring a positive impact from the beginning.

Solution design: How to document and plan?

Once the right process to be automated has been identified, the design of the solution begins. This stage involves:

• Collecting and documenting relevant information.
• Create maps of the current process(As Is) and the future process with RPAs(To Be).
• Extracting the requirements that will be automated and defining those that will not.

Design includes establishing strategies that enable an effective transition from manual to automated process, providing a clear framework for developers.

Construction: How is the automated process developed?

With the requirements clear, the development team is tasked with building the robot needed to meet the defined objectives. The importance of precise requirements from the start is emphasized here, as the quality of the final product depends on them. At this stage, it is crucial to perform internal tests to ensure that the robot meets the specifications before moving it into production.

Testing: How to validate the robot?

The testing phase, also known as Hypercare, focuses on validating the robot's behavior in test environments without causing risk to the business. Tests are conducted alongside end users to verify that the robot operates according to the established requirements. It is crucial that any feedback is incorporated prior to production launch.

Stabilization: How to adjust in the production environment?

Once in production, the stabilization phase begins. Despite previous testing, differences may arise between the test and production environments. This stage involves:

• Monitor the results obtained.
• Make necessary adjustments to correct any errors.
• Letting the robot operate autonomously once it has stabilized.

Continuous improvement: How to adapt to changes?

Continuous improvement is essential in the context of RPA due to the constant evolution of processes. The robot must be prepared to adapt quickly to changes in platforms or requirements, which implies constant change management and performance metrics. Communication between stakeholders and analysts ensures that the robot continues to deliver value to the business.

What is the role of the process analyst in each phase?

The process analyst plays a vital role throughout the RPA project lifecycle, acting as an intermediary between the stakeholders and the development team. The key activities of this role during each phase are described below.

Preparation: How to manage the process inventory?

• Process Inventory: Build a record of processes by identifying characteristics and benefits.
• Opportunity assessment: Analyze which processes are most beneficial and least complex for automation.

Solution design: What is a PDD?

• PDD (Detailed Process Definition) Creation: Document in detail the process, what it does, how it does it and when, ensuring it is approved by stakeholders. This helps to avoid future discrepancies in implementation.

Construction: How to ensure validity and quality?

• Change validation: Assist the development team by reviewing deliverables and ensuring they meet the requirements, adjusting if necessary to meet deadlines.

Testing: How to manage testing effectively?

• Test coordination: Organize and lead testing with the process owners, ensuring that all parties validate the robot's behavior and collect their final approval.

Stabilization: How to handle errors in production?

• Gold Life monitoring and observation: Monitor robot operation in production, comparing expected and actual results, and implementing changes if necessary.

Continuous improvement: How to evaluate performance and manage changes?

• Metrics and tracking: Constantly track robot performance metrics and manage any changes that processes may require to maintain the efficiency and effectiveness of the automated system.

Now that you understand the phases of RPA implementation and the role of the process analyst in each, you will be better prepared to meet the challenges and succeed in automation projects. Keep going, with each phase well mastered, the path to success becomes clearer!