RPA readiness How to prepare your organization for an RPA journey

NEW Innovation Management2019-08-28

AGENDA

Strategy – WHY?

Organization – HOW?

Processes - WHAT?

The technology - IN WHAT WAY?

A roadmap for the RPA Journey

1.

2.

3.

4.

5.

Creates prerequisites for RPA to become a tool that supports the company’s strategic development and supports the transformation of a new way of work. Minimize the risk of creating a side project that doesn’t solve business needs.

New roles and responsibilities lead to new requirements on who does what. What internal competence is required to be established and how does one lead the organization through the change.

What to automate, how to ensure effective development and how do you know that you achieve the results you planned for. Choosing wisely will yield results.

Giving the right conditions RPA will enable to free up time, transform the way we work and future proof your company. This is a brief guide of the most important things to plan for.

Avoid the trap of spending time and energy on small Proof of Concepts that leads to a new Proof of Concepts. Understanding what a PoC should prove will guide you to the right results

1 2 3 4 5

STRATEGY - WHY? ORGANIZATION - HOW? PROCESSES - WHAT? THE TECHNOLOGY - IN WHAT WAY?

How do we ensure that we have the most sustainable, functional and efficient technical infrastructure? Well-planned work together with IT is crucial for a successful RPA initiative.

AUTOMATION ROADMAP

Implementing RPA requires knowledge how to prepare the organisation.

Creates prerequisites for RPA to become a tool that supports the company’s strategic development and supports the transformation of a new way of work. Minimize the risk of creating a side project that doesn’t solve business needs.

New roles and responsibilities lead to new requirements on who does what. What internal competence is required to be established and how does one lead the organization through the change.

What to automate, how to ensure effective development and how do you know that you achieve the results you planned for. Choosing wisely will yield results.

Avoid the trap of spending time and energy on small Proof of Concepts that leads to a new Proof of Concepts. Understanding what a PoC should prove will guide you to the right results

1 2 3 4 5

STRATEGY - WHY? ORGANIZATION - HOW? PROCESSES - WHAT? THE TECHNOLOGY - IN WHAT WAY?

How do we ensure that we have the most sustainable, functional and efficient technical infrastructure? Well-planned work together with IT is crucial for a successful RPA initiative.

AUTOMATION ROADMAP

Thinking RPA Strategy

STR

ATEG

Y1. Do RPA solve a business problem

or creates every day value?

2. Is the project implemented in the

daily operational work?

3. Do you have a organizational

plan?

4. Do you know what and how to communicate?

5. Is the plan anchored inline with your business strategy?

Make RPA a tool that supports your Business StrategyEstablish a plan for how automation can become a tool that supports the transformation of becoming a digital company working innovative and effective.

Creates prerequisites for RPA to become a tool that supports the company’s strategic development and supports the transformation of a new way of work. Minimize the risk of creating a side project that doesn’t solve business needs.

New roles and responsibilities lead to new requirements on who does what. What internal competence is required to be established and how does one lead the organization through the change.

What to automate, how to ensure effective development and how do you know that you achieve the results you planned for. Choosing wisely will yield results.

Avoid the trap of spending time and energy on small Proof of Concepts that leads to a new Proof of Concepts. Understanding what a PoC should prove will guide you to the right results

1 2 3 4 5

STRATEGY - WHY? ORGANIZATION - HOW? PROCESSES - WHAT? THE TECHNOLOGY - IN WHAT WAY?

How do we ensure that we have the most sustainable, functional and efficient technical infrastructure? Well-planned work together with IT is crucial for a successful RPA initiative.

AUTOMATION ROADMAP

Organizing your team

OR

GA

NIZ

ATI

ON

EMPLOYEES

- Direct - Indirect - Social change

MANAGER

- Strategical guides- Lead & support - Enable change

HR

- Strategic direction- Employee support - Increase change

management

NEW COMPETENCE

- Inhouse- External- Education- Recruitment

THE AUTOMATION TEAM

Automation Experts

IT Experts

Project Owner

Business Experts

Stakeholders

OR

GA

NIZ

ATI

ON

Organizational risks

Innovators Early adopters Early majority Late majority Laggers

2,5 %

13,5 %

34 % 34 %

16 %

EFFECTS

Unsolved obstacles slow down changes and reduce engagement

Isolated innovation teams struggle to implement the result in the daily operation

Lack of prioritizing and leadership to free up time for the new tasks

Automation vs employee – when a helpful tool is seen as a threat to ones work

Not enough time or support for the long term commitment of transformation

When the project fails we blame the technology for lack of results

Figure 1. Rogers Everett - Based on Rogers, E. (1962) Diffusion of innovations. Free Press, London, NY, USA.

Creates prerequisites for RPA to become a tool that supports the company’s strategic development and supports the transformation of a new way of work. Minimize the risk of creating a side project that doesn’t solve business needs.

New roles and responsibilities lead to new requirements on who does what. What internal competence is required to be established and how does one lead the organization through the change.

What to automate, how to ensure effective development and how do you know that you achieve the results you planned for. Choosing wisely will yield results.

Avoid the trap of spending time and energy on small Proof of Concepts that leads to a new Proof of Concepts. Understanding what a PoC should prove will guide you to the right results

1 2 3 4 5

STRATEGY - WHY? ORGANIZATION - HOW? PROCESSES - WHAT? THE TECHNOLOGY - IN WHAT WAY?

How do we ensure that we have the most sustainable, functional and efficient technical infrastructure? Well-planned work together with IT is crucial for a successful RPA initiative.

AUTOMATION ROADMAP

Choosing processes wisely

PR

OC

ESSE

SThe key aspects for successfully choosing suitable

processes

Benefits for business case

• What benefits?

• Align with vision & goals

• Secure funding

Why it matters? – expectation management

• To meet stakeholder expectations

• Get acceptance from the organization

• Able to harvest benefits and make an impact

People

• Focus on individuals and interactions

• Need people to generate benefits

Process selection

• Make it simple

• Align portfolio

• Select departments & systems to focus on

Creates prerequisites for RPA to become a tool that supports the company’s strategic development and supports the transformation of a new way of work. Minimize the risk of creating a side project that doesn’t solve business needs.

New roles and responsibilities lead to new requirements on who does what. What internal competence is required to be established and how does one lead the organization through the change.

What to automate, how to ensure effective development and how do you know that you achieve the results you planned for. Choosing wisely will yield results.

Avoid the trap of spending time and energy on small Proof of Concepts that leads to a new Proof of Concepts. Understanding what a PoC should prove will guide you to the right results

1 2 3 4 5

STRATEGY - WHY? ORGANIZATION - HOW? PROCESSES - WHAT? THE TECHNOLOGY - IN WHAT WAY?

How do we ensure that we have the most sustainable, functional and efficient technical infrastructure? Well-planned work together with IT is crucial for a successful RPA initiative.

AUTOMATION ROADMAP

The Technology

TEC

HN

OLO

GY

Business units IT-department

Help Desk

Incident, Problem & Change

Monitoring & Scheduling

Platform Update &

Verification

PlatformMaintenance

SUPPORT SERVICES

PLATFORM SERVICES

Implementing RPA requires a close relationship and flexible collaboration between the business-side and IT-department

• The importance of the

technical set-up

• Sustainability &

efficiency

• Cross functional

collaboration

Creates prerequisites for RPA to become a tool that supports the company’s strategic development and supports the transformation of a new way of work. Minimize the risk of creating a side project that doesn’t solve business needs.

New roles and responsibilities lead to new requirements on who does what. What internal competence is required to be established and how does one lead the organization through the change.

What to automate, how to ensure effective development and how do you know that you achieve the results you planned for. Choosing wisely will yield results.

Avoid the trap of spending time and energy on small Proof of Concepts that leads to a new Proof of Concepts. Understanding what a PoC should prove will guide you to the right results

1 2 3 4 5

STRATEGY - WHY? ORGANIZATION - HOW? PROCESSES - WHAT? THE TECHNOLOGY - IN WHAT WAY?

How do we ensure that we have the most sustainable, functional and efficient technical infrastructure? Well-planned work together with is crucial for a successful RPA initiative.

AUTOMATION ROADMAP

A roadmap for your Automation Journey

2. Develop smart and identify processes to re-use,

- Copy functionality - Copy IT-infrastructure/domain

1. Focus on establish the workflow of automationEstablish a solid foundation

- Business process knowledge - IT-infrastructure

3. Engage your organization and increase efficiency

- Build a sustainable core team- Define clear roles & responsibilities- Well planed communication

4. Reuse the recipe in other divisions - Spread knowledge and way of

working- Manage and control from CoE

5. Transforming your way of work- Measure results- Communicate success

SCA

LE U

PThe Pilot shall prove your organisational ability to implement automation as a toolWhen having a solid foundation you can move quickly in small steps scaling controlled and gaining the greater effects – fast andcost efficient development

THE GOLDEN GUIDELINE

1 Fundamental RPA functionality

2 Process Development Efficiency

3 Organisational Efficiency

4 Extensive role-out

5 Daily operations

STEP 1

The Automation journey

STEP 2

STEP 3

Get Started

Pilot

Scale up

TIME< 6 month

TIME2 month

TIME1 month

WHAT: Assess process maturity and organizational readiness to establish an automation mindset. Set roles and responsibilities within the automation journey and analyse your IT-infrastructure – all the knowledge you need to make the right decisions suiting your organizational needs.

WHAT: Work through the complete chain of automation, from identify processes, analyse and re-design, to develop and run robots in production and maintenance of the automated processes. Through hands-on experience and learnings we establish a roadmap for a successful scale up program

WHAT: From the establish automation knowledge, we form a business driven Automation Plan, scale the program within the organization and support the growth of a solid organization model

Make sure you give the project the right conditions for succeedingThe Pilot shall prove your organisational ability to implement automation as a tool and guide you to the right implementation plan suited for your organisation

Choosing the right process for the Pilot

Free up time for employee to work with the project

Aline project with IT and plan the infrastructure

Establish engagement and commitment across the organization

• Aline with management/steering group/strategy• Communicate and educate in the technology and

future readiness• Change management

• Ensure IT ownership• Plan for a functional environment when/if scaling • Ensure availability – extremely time delaying• Ensure accessibility – extremely time delaying

• Ensure understanding and engagement of project scoop • Ensure support from management• Re-plan work tasks if needed

Risks Effect

• A process within time of the scoop• A process well determined and documented• A process with digital input – changing way of work

• Time delays• Time delays• Time delays

• Organizational resistance• Project failure• Employee resistance

• Organizational resistance• Project failure• Time delays• Time delays

• Organizational resistance• Project failure• Project failure

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Questions & Answers

STRATEGY -WHY?

ORGANIZATION -HOW?

PROCESSES -WHAT?

THE TECHNOLOGY - IN WHAT WAY?

AUTOMATION ROADMAP

NEW Innovation ManagementMalmskillnadsgatan 32 111 51 Stockholm

Contact

Sofia Rösand, Senior Consultant Managersofia.rosand@new-innovation.com+4670-843 03 59

Nils Högbom, Project Leadernils.hogbom@new-innovation.com+4670-580 50 08

Let’s jointly bring robots to life!