3 steps of defining the RPA operating model
Talking to our customers who are planning or considering to implement software robots, the question often arises: how the implementation of the robotic process automation itself works, because from the business side it seems to be highly technical, and from the IT side it seems to be more business oriented. There is truth in both viewpoints, but this is also the reason why the introduction of RPA is not like a classical IT implementation project.
We recommend the use of the UiPath RPA journey model. In this blog series, we describe the best practices of the use of the model in practice. The RPA Journey is different from a traditional IT implementation project in many ways. It has different stages as presented on the below figure - Proof of Concept, Pilot, Ramp up, Institutionalize and Sprints - leading to a much faster return on investment compared to traditional IT projects.
After a successful and convincing PoC (Proof of Concept), companies planning to implement RPA must design their RPA operating model / governance in parallel with continuing their technical/IT preparation. In this blog post, we’ll show how the governance preparation looks like with BCA:
1. Preparation and detailed analysis
During the preparation, it is necessary to have a high-level understanding of the current operation, thus ensuring that the detailed needs assessment is comprehensive and properly targeted. During the detailed survey, we collect, discuss and document all the information and requirements from which we will design the framework. During this iterative process, we use a top-down approach, so the tasks are broken down step by step, starting from the highest level. Based on our experience, it is necessary to synthesize the detailed needs that arise in such a way that they fully cover the defined goals, satisfy the defined concept, and identify the possible conflicts and overlaps. At this stage, we categorize and prioritize the needs for more efficient execution of the related tasks.
2. Setting the framework
In the next phase of the project, we prepare the detailed framework draft based on the needs that previously assessed and detailed in the list of requirements: In the first step of the design, the high-level process of the automation is defined with the organizational units, responsibilities and deliverables related to each process step. For the easier understanding we present this logical level in one slide for our customers, as shown in the figure below:
3. Planning the scope and the governance model of the project
When the high-level draft is accepted, the main milestones and steps are divided into subtasks and further detailed in a RA(S)CI matrix. The matrix contains among others the related organizational units, their responsibilities, deliverables, and planned schedule/timeframe. In addition to the matrix, a detailed description of the process steps, the organization responsible for automation and the individual roles within it, as well as the related templates are delivered.
In order to operate efficiently, we provide recommendations on how to build up the CoE (Centre of Excellence) team and the composition of the delivery team responsible for implementation (internal implementation, outsourcing or hybrid model), presenting their advantages and disadvantages. We also deliver the high-level approach, further steps of the RPA journey. On the below figure we have summarized the task groups to be elaborated in the governance model:
The scope of the governance project is of course flexible, it can include loosely related activities if required, such as the demonstration of the proposed UiPath components and infrastructure / architecture options or the best practices and rules for development.
Every customer and every project is different, but this is how the governance model setting looks like in the UiPath RPA Journey with us. Are you thinking on automatizing your business processes? Contact us here.