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ProKit Exam 3 > Digitilization > Flashcards

Digitilization Flashcards

1
Q

What does RPA stand for?

A

Ro­bot­ic Process Au­toma­tion

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2
Q

What are the 6 key benefits for using RPA?

A
  1. Valuable Work
  2. Scalability
  3. Optimization
  4. Quality
  5. Digitalization
  6. Compliance
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3
Q

Why is Valuable Work a key benefit for using RPA?

A

RPA re­duces sim­ple, man­u­al and repet­i­tive tasks and ris­es ca­pac­i­ty for val­ue-adding work

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4
Q

Why is Optimization a key benefit for using RPA?

A

Em­ploy­ees spend less time on tasks. Also au­toma­tion of process­es re­quires process analy­sis and op­ti­miza­tions.

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5
Q

Why is Quality a key benefit for using RPA?

A

The qual­i­ty gets bet­ter be­cause of sig­nif­i­cant re­duc­tion in er­ror rates in repet­i­tive process­es.

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6
Q

Why is Digitalization a key benefit for using RPA?

A

Dig­i­tal­iza­tion is the first step of au­toma­tion. With dig­i­tal process­es soft­ware bots can be gen­er­al­ly op­er­at­ed 24/7.

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7
Q

Why is Compliance a key benefit for using RPA?

A

There is full trans­paren­cy on the ac­tions of a RPA bot due to an ac­tion log with­in the RPA soft­ware.

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8
Q

Why is Scalability a key benefit for using RPA?

A

RPA en­sures flex­i­bil­i­ty in ca­pac­i­ty (de­mand vari­a­tion and peaks can be man­aged); RPA is easy to scale to oth­er process­es and busi­ness units.

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9
Q

RPA can over­come many prob­lems that re­sult from what?

A

our old-fash­ioned IT land­scape

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10
Q

What is VBA (Visual Basic for Applications)?

A

scripting language to create programs based on Microsoft Office applications (Excel, Word, Access etc.)

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11
Q

What is RPA (Robotic Process Automation)?

A
  • Emulates humans
  • Centrally and locally managed bots
  • Precondition for digitalization
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12
Q

What is IRPA (Intelligent / Cognitive RPA)?

A
  • Data transformation
  • OCR, NLP, Chatbots
  • Intelligent information processing
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13
Q

What is AA (Algorithmic Automation)?

A
  • Data clustering and classification
  • Machine Learning
  • Predictive/ prescriptive models
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14
Q

What is AI (Artificial Intelligence)?

A
  • Assists humans
  • Deep Learning
  • Self-learning systems
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15
Q

What are challenges that need to be considered when introducing Process Automation?

A
  • costs
  • efficiency
  • quality
  • capacity
  • sourcing
  • analytics
  • reporting
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16
Q

What are robots?

A

com­put­er-cod­ed soft­ware

pro­grams im­i­tat­ing hu­man in­ter­ac­tion with ap­pli­ca­tions

cross-func­tion­al and cross-ap­pli­ca­tion

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17
Q

What can robots do?

A

gath­er and col­late in­for­ma­tion

cal­cu­late and de­cide

com­mu­ni­cate

re­port

im­port and ex­port data

18
Q

What are attributes of an unattended robot?

A
  • … work independent of any human interaction
  • … work on separate, virtual workstations
  • … are triggered by a defined schedule

General Use:
In manual, repetitive, highly rule-based back office activities, which do not require any human intervention.

19
Q

What are attributes of an attended robot?

A
  • … work on the same workstations as humans and usually use the user‘s credentials (user blocked).
  • … are triggered by a human.

General Use:
In business scenarios that require input or decision making from the human user, or when a well-defined schedule cannot be applied due to the volatility of the process.

20
Q

How can robots be used for processes with certain criteria?

A

Structured and fixed inputs and
outputs
✅ standard templates & electronic format
✅ unstructured formats & paper format

Rule-based & repetitive
✅ clear process flow
✅ cognitive decisions

Limited human intervention
✅ algorithms based
✅ human discretion

Stable process with little exceptions and changes
✅ few to no exceptions
✅ many exceptions

High volume or significant peaks in workload
✅ high scalability potential
✅ low scalability potential

21
Q

What work can robots do for me?

A

Automation of repetitive & rule-based tasks

Implementation of tasks with high failure risk or immense effort

22
Q

Automation of repetitive & rule-based tasks entails what?

A

• Handling of new items in a system inbox: Sending back incomplete items, researching details in other systems, updating entries and status fields, sending out emails
Example: Plant extension in Outlook mailbox or items in SAP inbox

• Creation of new items in a system based on already existing lists
Example: BANF creation

• Reporting: Export multiple reports from SAP, clean up and process raw data, send out individual reports to areas
Example: cost centre reports

23
Q

Implementation of tasks with high failure risk or immense effort entails what?

A

With RPA processes that have not or only rarely been done due to high failure risk or immense effort needed can be implemented by

  • Collect data to help with your work
  • Change data in a system based on fixed rules
  • Regularly transfer large amounts of data from one system to another where the system has no interface or upload function
24
Q

What is the RPA lifecycle?

A

The RPA life­cy­cle in­cludes dif­fer­ent phas­es of the im­ple­men­ta­tion process, from the first idea of op­ti­miz­ing a process with RPA to the ex­e­cu­tion of the ro­bot.

25
Q

What are the phases in a RPA lifecycle?

A
  1. RPA Discovery
  2. Process and Solution Design
  3. Implementation
26
Q

What is the RPA discovery phase?

A

The RPA Dis­cov­ery is the ini­tial phase of the RPA life­cy­cle.

In this phase we eval­u­ate if a process is suit­able for RPA and if it’s fea­si­ble re­gard­ing ben­e­fits and costs.

  • Evaluation
  • Idea generation
  • Inform about robotics
27
Q

What is the RPA process analysis phase?

A

In the Process Analy­sis phase the sin­gle process steps are iden­ti­fied in close co­op­er­a­tion with the sub­ject mat­ter ex­pert.

A process map il­lus­trat­ing the cur­rent state of the process flow helps to un­der­stand the process and to iden­ti­fy po­ten­tials for im­prove­ment.

  • Process analysis
28
Q

What is the RPA solution design phase?

A

In the So­lu­tion De­sign phase, the spe­cif­ic steps of the op­ti­mized process are doc­u­ment­ed in de­tail in the Process De­sign Doc­u­ment (PDD). The tar­get process is il­lus­trat­ed in the tar­get process map.

  • Solution design
  • Build the robot
  • Test the robot
29
Q

What is the RPA implementation phase?

A

In the fol­low­ing im­ple­men­ta­tion phase, the ro­bot is de­vel­oped by fol­low­ing the pre­vi­ous­ly de­vel­oped PDD.

This is usu­al­ly done by the IT de­part­ment or pro­gram­ming ser­vice providers in the lead of the busi­ness area and IT.

  • Maintain the robot
  • Run the robot
  • Deploy the robot
30
Q

What are the elements of RPA discovery?

A

Create awareness
• Inform areas what RPA can do
• Show actual use cases

Create overall transparency (optional)
Create holistic overview about processes and tasks in the business unit as base for idea generation and analysis.

Idea generation
• Collect ideas e.g. in common brainstorming sessions
• Describe ideas
• Create a list of all possible use cases (Use case backlog)

Rough evaluation of …
• Technical feasibility: Is it possible to do it with RPA?
• Technical complexity: How difficult is it to implement RPA?
• Typical showstoppers

Evaluation of potential:
• Economical potential
• Further potential (Quality, Customer satisfaction, …)

31
Q

What are the tools for RPA discovery?

A
  • RPA-Info-Kit (Powerpoint, approx. 0,5 h)
  • One-Pager “Idea Template” (Powerpoint)
  • Use case backlog (Excel)
  • Excel evaluation checklist
  • The results of the evaluation are automatically summarized and visualized in the use case backlog.

❗ Verify feasibility with an IT/RPA expert and check for implemen-tation partners at this point.

❗ Fill and refine Use Case Backlog during each phase.

32
Q

What are the elements of RPA process analysis?

A

Walkthrough the process with the subject matter expert (SME) to understand …
• … how the process works and what different scenarios exist for each step.
• … what can go wrong (exceptions) and how often that happens.
• … the complexity

• Document the process (“as-is”):
Detailed Process Mapping of all steps with systems of the actual state

• Record the process:
Create visuals of the current process flow through the systems by using screen recording software

33
Q

What are the two main process recording softwares?

A
  • PSR

- Powerpoint

34
Q

When designing the target process, what should you think about?

A

• … ways to optimize the automated process, e.g. by stabilization & standardization
• … opportunities to enrich the automated process (e.g. information enrichment, data
plausibility)
• … which scenarios make sense to be in and out of scope (80:20 rule: focus on the major
scenarios that make up most of the process’ workload)
• … designing the target process to have human interventions/decisions before or after the
automated process
• … exception prevention, e.g. by improving input quality & standardization of documents in
the process

35
Q

What is a process design document?

A
  • … summarizes what the bot is supposed to do.
  • … holds all relevant information in one document.
  • … is the base that both the subject matter expert and Development Team agree upon (Sign-Off).
  • … should be kept up-to-date at all times.
36
Q

What are the elements to a process design document?

A
  1. Purpose: High-level overview of process & background
  2. Process Overview: Description of AS-IS and automated process
  3. Inputs: List Inputs incl. samples
  4. Outputs: List Outputs incl. samples
  5. Process flow for visualization
  6. Description of the process on keystroke level
  7. Exceptions: List business and system exceptions
  8. Appendix: List all attachments
37
Q

What are benefits of Robotic Process Automation? RPA …

A
  • … allows handling of fluctuating capacity due to scalability.
  • … enables employees to focus on value-adding work.
  • … significantly reduces error rates.
38
Q

Sort the following types of process automation principles regarding their automation level, from the lowest to the highest.

A
  1. VBA
  2. RPA
  3. IRPA
  4. AA
  5. AI
39
Q

Decide if RPA is applicable/feasible in the following situations.

A

RPA is feasible✔✔
• steady process with no exceptions
• digital templates used in the process
• process needs to be run > 100 times a day

RPA is not feasible ✔
• paper-based input
• human discretion needed during the process
• easy process that needs to be carried out once a month

40
Q

Assign the tasks to be done in an RPA implementation process to the respective phases.

A

RPA Discovery
• evaluating the process regarding feasibility and costs

Process Analysis
• recording the process

Solution Design
• documenting the process in the PDD

Implementation
• building and testing the robot

ProKit Exam 3 (6 decks)

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