rpa experiences at service centre for finance and...
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RPA Experiences at Service Centre for Finance and HR Eija Mikkonen Development Manager [email protected]
The customer base consists of all the governmental agencies and departments, totaling over 73 000 employees
Financial statements for 65 accounting departments and 7 foundations
55,9
million
Turnover
1,2 million Purchase invoices
0,6 million Sales invoices
1,1 million Pay-slips
Key Figures Offices and Personnel Services
Palkeet • The Finnish Government Shared Services Centre for Finance and HR (Palkeet) is a major provider of
group services in the administrative branch of the Ministry of Finance. • We produce and offer cost-efficient, high-quality services, which we update
to meet the needs of our customers. • We make the future efficient and functional together with our customers. • Our inspiring and responsible working community is full of active and talented individuals.
HR services
Expert services
Financial services
Support and maintenance services
2016 688
fte
Palkeet’s Service Offering
Expertise and training management
Work time management
Travel
HR
adm
inis
tratio
n pr
oces
ses
Fina
nce
adm
inis
tratio
n pr
oces
s ar
eas From plans to results
Purchase to pay
Order to cash
Accounting
Internal accounting
Expense processing
Revenue processing
Maintaining the monitoring targets, Accounting, Financial statements
Management and steering
Recruitment
Salaries and rewarding
Employment relationship management
Extra services for application
Payroll services
Managing employment relationships, Calculating service time
Support and maintenance services
Expert services
Reimbursement for expenses and travel costs, and archiving
User support, User rights management, Application control, System version management and further development
Finance and HR reporting service, Project services
The Services Centre’s services
RPA Robotic Process
Automation Digital
workplace
Automation for Service Production
Palkeet Strategy 2020: Process Automation
Other automation
tools
Process monitoring and
analysis
Data Architecture Master Data
Management and Data flows
Application Architecture Applications
Technology Architecture
Platform Services and Technology Components
Business Architecture Processes, services,
actors, roles
Learning by RPA networks and co-operations
Changes in organisation culture, roles and capabilities
RPA Journey
RPA Prestudy Project funding and procurement of tools
9-12 / 2015 2016 2017 2018
• RPA implementation
• Learning by doing
• RPA team starting
• Changing roles and way of work
• Continuous learning
Business Process Automation
• Processes that are defined, repeated, rule-based and computer based • Tasks that search, retrieve, combine, update and validate information • Processes that require one or more systems and application to complete a process and
where process inputs are in a digital format
Examples of processes where RPA can be implemented
• Employment relationship management and payroll services
• Checking data between HR-components • Automation support for updating data • Updating employment’s absence information to HR-system • Checking data from tax deduction cards • Payment tasks, which can be scheduled • Payment validation tasks
• Expense processing • Validating information between invoice and XML • Automation support for invoice acceptance workflow • Management of vendor information
Identifying Tasks for Automation
Business - Assessing Return on investment - Estimating amounts of manual tasks
Involving personnel - Campaigns in the intranet: ”Why do this?”, ”Report routine tasks” - New use cases which have been noticed during implementation project
Involving customers - Co-operation meetings - Spontain suggestions
Digital Future is now - Robots are Working at Palkeet
• 10% of personnel are trained for RPA (UiPath)
• RPA team of 22 persons is implementing automation use cases
• 10 robots have been set up: at service production works 6 robots while 3 are waiting work opportunities and 1 works as a testrobot.
• 10 more robots will be set up in 2017
Implementation Project – Continuous Learning
Checking data between HR-components
Validating information between invoice and XML
Updating data for employment relationship
Management of vendor information
October November December January February April March
Definition Definition
Definition
Definition
Definition
Definition Deployment
Deployment Deployment
Digital Workplace – New Challenges
• Way of working and thinking • Agile learning development • Demands of co-operation between process
owners, service production, developers • Open communication • Business transparency • Experimentations and standing uncertainty
Skills required: • Extensive knowledge about Finance and HR • Business Process Modelling • Business Process Development • Innovation • Agile work practices • System thinking • Process monitoring and analyzation • RPA technical skills • Finance and HR system technical skills
• Training • RPA Academy: 44 persons • UiPath network course: 50 licenses • Winshuttle, Access ja Visual Basic training for
demand
Lessons Learned
• Complexity of ICT vendor’s infrastructure causes delay for robot set up • Robotics needs business process development and process re-engineering • RPA technology is ready for implementations • Requirements for implementation
• Processes and workflows are well documented and modelled • Process information is standardised • Co-operation between process owners, service production and developers • Management for deployment and process change
• Open communication • Committed company management and personnel • Ecosystems for learning and sharing experiences • Benefits from automation requires proactive desicions by HR and HRD
• Management, organisation culture and way of work are changing
Quality +++
Improving quality of key processes by removing possibility of human operator
errors.
Quick Process ++
Examples: Checking data between HR-components:
4 min 30 s -> 1 min 15 s Vadidating invoice information: 31 s - > 11 s
Investment 900 000 € Price/robot 15 000 €/year
Investment
Analyzing Q4/2017
Business case
Results 04/2017
