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Using Open Orbit for RPA Study:

Why we need to do this

  • No spreadsheet sheets on shared drives
  • No complex flow charts – reduces chances of getting incorrect inputs from SMEs
  • The linear process flow makes it easy to capture process and step level data and guides the user to look at correct flow
  • Reduces time spent in analysing the process and gathering inputs from Operation users
  • Standardises the RPA studies across the organisation
  • Can complete other aspects of project management using Open Orbit
  • Easy to use and configure – Can be used by business analysts/process improvement experts as well business users

How is it done

To use the “Effort Estimation” module on Open Orbit the Super User of your account has to configure some calculators:

Calculators can be as follows:

  1. Exports Expended – Man Hrs.
  2. FTE Required
  3. Cost involved

This step is important as it provides the framework to initiate the process study and compare before vs. after

Power user can access this module on the Process Model section. Click on “Effort Estimation”

You will be redirected to a new tab. Use the drop down list (created by the Super User of the account) to select the analysis you want to conduct:

This will populate the recommended list of metric to be measured at step /process level.

Create the happy path and connect the relevant metrics. Read Process Model on how to create diagnostic map. Record metric info by editing the metric tile.

Baseline: Current measurement of the particular metric UoM: Unit of measure %Automated: What is the expected %age of the metric that may be considered for automation. You may leave this blank and record it later Worktype: You can use this and configure different worktypes for your project. Let's assume there are different kind of transactions that are processed at a particular step that take different time. Use worktypes to records different data. For example:

  1. Total transaction received: 1000. Transactions received through different channels and therefore processing time differs. In this case you may have 3 worktypes:
    • Email: Transactions 500 | Touch Time: 4.5 mins
    • Web portal: Transactions 300 | Touch Time: 3 mins
    • Contact Centre: Transactions 200 | Touch Time: 8 mins
  2. Total transaction processed on a particular step: 1000. Out of these 1000 transaction 200 require additional checks therefore more time spent so you can break it as follows:
    • “Input Volume”: which is the default worktype: Transactions: 800 | Touch Time: 4.5 mins
    • “Additional checks required”: created new worktype: Transactions 200 | Touch Time: 7.5 mins

You can add new worktypes using the button on the top right hand menu option.

Once you are done with the happy path and recording data in metrics, use the generate result to get the effort estimator:

You will get an auto generated output that will help analysing the effort requirement at step level and therefore you can draw your attention to the areas where important.

Best Practice Tip:

  • Use the attributes to record owners / system used / outcome-defect at a step level - in case the transaction soes not follow the happy path / links to a particular process in case there is a drill further / risks associated at a step etc.
  • Make sure the details at happy path are high level. smaller details can be recorded as work instructions or comments.
  • If required use the process link to attach granular details of the process
  • You may consider creating the current state and future state happy paths separately
  • If the process has gaps and needs fixing you can go back to the diagnostic map to diagnose the issue and fix the gaps before considering further automation
  • The diagnostic map and the effort estimator mirrors the information fed.

In case you need further help on this topic do connect with us and we will be happy to help you.

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using_open_orbit_for_rpa_study.txt · Last modified: 2019/07/31 12:13 by insolitus