26 July 2024
Berrisford Edwards, Software Developer, University of Manchester Library
What is Robotic Process Automation (RPA) Anyway?
RPA is essentially software that mimics human actions on a computer. It can navigate the internet, navigate desktop applications (such as Excel or Word), enter data, copy and paste information, execute mouse clicks and follow specific rules – just like you would. But unlike you, it can do this tirelessly, without errors, and significantly faster.
Basically, if you can write a “crib sheet” to instruct someone on how to execute a task using precise, ordered steps, then that task might be highly suited for automation and that “crib sheet” is essentially your RPA program.
Why Exactly Should I Consider Using RPA?
1. Faster Return On Investment (ROI): Imagine you’re thinking about buying a new tool. Ideally, you would like that tool to save you enough money (by virtue of using it) that justifies you spending the money you paid to buy it; and you would want it to do that as quickly as possible. That’s what Return On Investment (ROI) is – it’s a way of measuring how fast an investment pays for itself.
So, Robotic Process Automation (RPA) is basically a fancy term for using software tools called robots (“bots”) to do repetitive computer-related tasks, like data entry or filling out forms.
How does this relate to faster ROI?
RPA saves time: By automating tasks, employees’ time is freed up, allowing them to do other (more creative) things, which can save on labour costs. Plus, robots are less likely to make mistakes, so there’s less rework needed.
RPA is quicker to set up: RPA tools are often geared towards non-technical people and are easier and faster to implement. This means you start seeing those cost savings sooner.
So, with RPA, you can potentially get your money back from the software investment and see a profit much quicker than with other investments. It is literally buying a (software) tool that practically pays for itself in a short amount of time.
2. Business-User Friendly: Imagine you’re a team leader, and you want to improve your business processes, but your team isn’t particularly tech savvy. Business-user Friendly means something is easy to use by non-technical colleagues who might not have a programming background. So, why is this important?
Easier to Implement: If colleagues can understand how to use the RPA tool, it takes less time and effort from your IT department to get things going. This saves time (and money) and gets robots working earlier.
More Flexible: Business-user friendly tools often allow your team to adjust the robots themselves as needed. This means you can adapt the automation to fit your specific needs without having to rely on IT every time.
So, Business-user Friendly RPA makes it easier for colleagues to take advantage of automation, without needing a Ph.D. in Computer Science. That’s the benefit of Business-user Friendly RPA – it empowers teams to make “business as usual” run more smoothly and efficiently.
3. Reduced Risk: Imagine you have a colleague who spends all day copying and pasting data between different computer applications. It’s a repetitive task, and like anyone, they might accidentally mistype something or miss a step here and there, leading to errors and mistakes, which can result in big risk for the business. Simple RPA can help reduce that risk in many ways including:
Less Human Error: Simple RPA tools basically create software robots that can mimic these repetitive tasks. Unlike your colleague, these robots don’t get tired or make typos. They follow the instructions exactly every single time. This means there’s a much lower chance of errors creeping into your data.
Fewer Mistakes, Less Risk: Less human error results in less mistakes. Simple RPA helps prevent mistakes by ensuring the data is handled correctly throughout the entire process.
Easy to Understand and Monitor: Since simple RPA focuses on automating basic tasks, it’s easier for everyone to understand what the robots are doing. This means it’s easier to monitor their work and make sure they’re functioning correctly.
Simply put, RPA takes the human element out of error-prone tasks. It’s a way to automate tasks with more confidence, knowing robots will follow the rules exactly every time.
Simple RPA in Action:
- Creating Purchase Order Lines (POLs):
Each year the University of Manchester (UoM) Main Library runs schemes importing hundreds (often thousands) of titles into the catalogue. For each title purchased, a POL must be created for analytics and auditing purposes. Depending upon batch size, this can take a team of 4-6 individuals, 2 to 4 weeks to complete. A simple RPA process takes between 8 and 14 hours to do this!
- Daily Updating Third-Party Supplier Information:
The UoM works with a third-party supplier to give students and staff access to many electronic resources. An up-to-date record of who needs access to what needs to be sent daily to the supplier. The information must be collected from multiple places, formatted in a specific manner and securely transferred to the third-party. This takes an experienced practitioner around 2 hours each day. An RPA process does this in around 20 minutes.
Both processes utilise just simple RPA methods – opening web pages, mouse clicks etc… but save a lot of time.
How Do I Go About Implementing Simple RPA Then?
Simply:
- Identify repetitive, time-consuming tasks that bog down your team.
- Choose user-friendly RPA tools that non-technical staff can manage.
- Start with simple, high-volume processes for quick wins.
- Gradually expand automation as your team gains experience and confidence.
- Monitor and adjust your RPA processes as needed to ensure optimal performance.
I’m not suggesting that RPA is some kind of “silver bullet” here. But for many organisations, the biggest wins lie in automating the mundane. By embracing the simplicity of basic RPA techniques, organisations can unlock a world of automation opportunities and stay ahead in an increasingly competitive environment.
Additional Info
For those interested in learning more about RPA and its potential applications, there are numerous resources available online. Two good starting points might be:
- UiPath Academy – https://www.uipath.com/rpa/academy
- Power Automate – https://www.microsoft.com/en-gb/power-platform/products/power-automate/demo