Quick Wins in Cost Efficiency? RPA for SMEs Tadzio Schilling German Business Center, EY
Robotics Process Automation (RPA) defined RPA delivers repetitive process executions and data handling that humans do across legacy, desktop and web applications, but without the humans and at a fraction of the cost. Robots and People – a powerful combination Quantifiable benefits of implementing RPA ► Robots deliver repetitive, deterministic, high-volume tasks efficiently ► People build relationships, provide A robot is a fraction of RPA works with the subjective judgement, deliver low- FTE existing IT landscape frequency exception tasks, and manage change and improvement An unattended automated Robots can be trained by solution that works 24/7, RPA Key Features existing business users without complaint They sit alongside Double-digit reduction in Speed and accuracy of Robots are a virtual existing infrastructure, workforce controlled by error rates — robots never process execution which is governed and the business forget their training improves significantly supported by IT Processes can be Robots automate as-is, automated by business with no changes Delivering tangible results fast users with very little IT required to existing knowledge systems or processes 3-4 3-6 <12 10-25% months Robots automate low Processes are executed weeks months Cost Project value or repetitive with a full audit log , in POC delivery Payback Reduction deployment tasks where humans a centrally monitored add little or no value secure environment AEB Open Event: Digitising Industry. A Chance for SMEs in Russia, 26.09.2017 EY | 2
Where does RPA fit in the landscape? Process Spectrum Key areas of benefit from Robotic Process Automation: ERP, CRM ► Multi-system / legacy system processes ERP Customisation / ► Processes which evolve regularly (e.g. Process Value / volume Integration / BPMS monthly / quarterly) ► Processes linked to future roadmap states Robotic Process more that 6 months out People / Automation Desktop / ► Urgent regulatory or priority change Lean ► Processes involving Excel, Access, PDF tools, or production of PDF reports ► “Test and Learn” approach to new propositions or requirements Frequency of change Business agility and pace is key to maximising benefit AEB Open Event: Digitising Industry. A Chance for SMEs in Russia, 26.09.2017 EY | 3
Key benefits of RPA Examples Key benefits of RPA Savings in ► Reduce people expense by automating frequent manual repetitive tasks, improving human efforts exception handling and moving work to best location ► Improve knowledge worker value-add by increasing focus on highest return activities Increased (ie, time dividend, focus on high value/core competencies - Innovation; Customer value-add talent analytics; Competitor analysis; Product origination) and improve their satisfaction/retention by eliminating dull routines ► Enable quick wins and rapid value realization to expand margins or generate funding Increased agility for existing or new initiatives (e.g. Lean, BPR, implementations, process for transformation improvement) Reduced errors ► Improve auditability (every step could be logged), consistency, and control over error- (for automated prone manual activities that elevate risk, non-compliance, financial or reputational process steps) harm Increase in speed ► Reduce end-to-end time to handle peak periods, meet deadlines, and smooth post- of delivery M&A integration by virtually connecting disparate systems and data sources Customer ► Delighting the customer with differentiated and enhanced servicing and journey satisfaction/ experiences, therefore improving retention and satisfaction advocacy AEB Open Event: Digitising Industry. A Chance for SMEs in Russia, 26.09.2017 EY | 4
Unlocking the full value of RPA CANDIDATE AREAS FOR RPA Data intensive High error rates Repetitive in nature Sensitive content Rule-driven Can be performed out of office hours Electronic trigger to the process Complex IT landscape Have electronic start points and end points Predictable inputs and outputs Involves manual calculation RPA APPLICATION IT services Supply chain F&A HR services ► Installation ► Work order management ► Sales order ► Payroll ► FTP download, upload ► Demand and supply ► Order to cash ► Benefits admin and backup planning ► Collection ► Pay slip management ► Server application and ► Quote, invoice and ► Procure to pay ► Time and attendance monitoring contract management ► Incentive claim management ► Synchronizing, deleting ► Returns processing ► Record to report ► Recruiting process and emptying folders ► Freight management ► Supply chain vendor ► Onboarding ► File management ► … setup ► Education and training ► Email processing ► Trend tracking ► Compliance reporting ► Batch processing ► … ► … ► … AEB Open Event: Digitising Industry. A Chance for SMEs in Russia, 26.09.2017 EY | 5
Example of Finance robotics opportunity heat map A B C D E F G H I J K L Performance & Budgeting, Policy, Controls, Capital Operational General Financial & Tax Planning & Procure to Pay Management Planning and Governance & Internal Audit Treasury Management & Investor Relations Accounting Accounting External Reporting Accounting Reporting Forecasting Compliance Investments Loan Accounting Financial Reporting Chart of Accounts Responsibility Accounting Policy & Risk & Control Debt/Equity Stakeholder ID and 1 Strategic Sourcing Strategic Planning Capital Planning Tax Planning Maintenance Reporting Gov. Framework Management Analysis Investment Accounting Vendor Administration Allocations & Regulatory Reporting Annual Budget FX Management Tax Accounting / Tax Regulatory Policy & Capital Structure and Stakeholder 2 Adjustments Org profit reporting Functional Auditing data management Gov. Asset level engagement Insurance Accounting Journal Entry Reporting Product Profitability Quarterly/ Rolling Liquidity Management Tax accounting / Business Case 3 Contract Negotiations Processing forecast Statutory Policy & Gov. Consultation Analysis Stakeholder relations Support Accounts Payable Reconciliations Statutory Reporting Customer Profitability Cash Management Tax accounting / 4 Reinsurance Mgmt. Accounting Acquisitions & Preparation and review Corporate Earnings Forecast Accounting Policy & Gov. Divestitures Communications Requisitions & PO Inter-company Fund Profitability Capital Strategy Tax compliance Internal Process & Rating Agency 5 Fund Accounting Processing Transactions Audit Support Project Accounting Controls Relations Accounts Receivable SOX Compliance Bank Relations Tax controversy/ 6 Payroll Consolidation Cost Development tax audits Billing & Collections Exp Accounting & Close Cost Allocations 7 Tax & Treasury Policy Treasury Strategy Reimbursement Finance Master Data Global Economics Fixed Asset 8 Dispute Resolution Funds Transfer Pricing Governance Accounting Situationally valuable Securities Pricing & 9 Policy Accounting Ad hoc Reporting Priority Product Control Legal Entity Mgmt/ Analytics & Decision Shorten critical path; Eliminate Material maintenance Support 10 Accelerate activities Human Effort Reduce costly errors; Get more value from improve quality knowledge workers AEB Open Event: Digitising Industry. A Chance for SMEs in Russia, 26.09.2017 EY | 6
Example of Human resources robotics opportunity heat map Ops & Admin Hire Develop Retain Manage Transition A B C D E F G H I J K HR Information HR Policy, Talent & HR Shared HR COO and Resourcing & Learning & HR Knowledge and Systems Planning and Performance Reward & Benefits Payroll Off-boarding Services Administration Onboarding Development Management management Processes Mgmt Self-service Manage Risk Workforce Learning Strategy Position Performance Develop KM Reward Strategy Time & Termination reporting Planning Management Management strategy Attendance 1 processes Query & Case Manage employee Financial Professional Learning Design Policy and Succession Assess KM Benefits Earnings Redundancy Management inquiry process Management Recruitment Procedures Planning capabilities verification Management 2 Data Management Manage employee Compliance and Campus Learning Delivery Workforce Role & Design Core Reconciliation HR Access data privacy audit Recruitment Relocation Competency curriculum Compensation 3 Management Data Governance Manage employee Internal Mobility Learning Reorganization Top Talent Executive Compliance data upload Administration Management Compensation 4 Manage HR portal International Leadership HR Access Assessment Pensions Payroll Processing and HR interfaces Assignments Development 5 Manage non- Contingent Workforce Data Diversity & Payroll reporting & employee data Workforce Administration Inclusion administration 6 (e.g. Vendor) Onboarding Employee Engagement 7 Situationally valuable Examples Capacity and Eliminate Reduce costly errors; Refocus knowledge critical path improve quality Material Human workers for greater value Effort AEB Open Event: Digitising Industry. A Chance for SMEs in Russia, 26.09.2017 EY | 7
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