UiPath Automation

Process Design Document

Process Design Document – Calculate Client Security Hash

Process Design Document History

Date Version Role Name Organization Function Comments

Olfa Ben ACME Systems Creation

28.09.2017 1.0 Draft SME
Taarit Inc. v 1.0
Vrabie Approved
28.09.2017 1.2 Reviewer Ui Path BA
Stefan v 1.0

Process Design Document – Calculate Client Security Hash 1

Table of Contents
1. Introduction ..................................................................................................................................... 3
1.1 Purpose of the document ........................................................................................................ 3
1.2 Objectives ................................................................................................................................... 3
1.3 Process key contacts................................................................................................................. 3
2. AS IS Process Description............................................................................................................... 4
2.1 Process overview ....................................................................................................................... 4
2.2 Detailed Process map ............................................................................................................... 6
2.4 Detailed Process Steps ............................................................................................................. 8
2.5. Exceptions handling.............................................................................................................. 10
2.6 Error mapping and handling ................................................................................................ 11
2.7 In-Scope application details.................................................................................................. 12
3. Development details.................................................................................................................... 12
3.1 Prerequisites for development ............................................................................................ 12
3.2 Password policies ................................................................................................................... 12
3.3 Credentials and asset management ................................................................................... 12
4. Document Approval Flow............................................................................................................ 13
5. Appendix ....................................................................................................................................... 13
5.1 UiPATH automated process details ..................................................................................... 13

Process Design Document – Calculate Client Security Hash 2

1. Introduction

The Process Design Document describes the business processes chosen for automation
using the UiPath Robotic Process Automation (RPA) technology.

This document describes the sequence of steps performed as part of the process, as well as
the conditions and requirements prior to its automation. This design document serves as a
base documentation for developers to collect the details required for robotic automation of
the same business process.

The process has been selected for RPA as part of the larger project initiative conducted within
ACME Systems Inc., the Finance and Accounting department.

The objective of this process automation is linked to the project business case and is mainly
intended to:

➢ Deliver faster processing

➢ Reduce redundant activities
➢ Improve overall performance and reliability

The Design Document includes a brief, but comprehensive set of requirements for the
process. Its structure is based on the input provided by the Subject Matter Expert (SME) in
the process.

Role Name Date of action Notes

Point of contact for questions
Process SME Aurel Vlaicu TBD related to business exceptions and
passwords
Reviewer / Sergiu
TBD POC for process exceptions
Owner Celibidache
Approval for
Nicoale Herlea TBD Escalations, Delays
production

Process Design Document – Calculate Client Security Hash 3

2. AS IS Process Description

General information about the process selected for RPA implementation, prior to its
automation:

AS IS process details

Process full name Calculate Client Security Hash

Function Security
Department Finance and Accounting

Process short description Generate the Security Hash for each Client based on their
(operation, activity, personal information.
outcome)
Role required for System 1 User
performing the process
Process schedule Daily

# of item processes / day 7 – 15 Clients

Average handling time per 2 min / Client

item
Peak period (s) No peak period

# of FTEs supporting this 1

activity
Level of exception rate No expected exceptions

Process Design Document – Calculate Client Security Hash 4

 Input data Client Data

Output data Client Security Hash

2.1.1 In scope for RPA

The activities and exceptions in this process that are in the scope for RPA, are listed below:

➢ Full Scope for RPA - the process is to be 100% automated.

2.1.2 Out of scope for RPA

There are no activities out of scope for RPA

Process Design Document – Calculate Client Security Hash 5

This chapter presents the chosen process in detail, which enables the developer to build the automated process.

Step Short Description

1.1 Open the ACME System 1 Web Application.

1.2 Log in to System 1. Required input data: email and password.

1.3 Access the Dashboard - the central location, where the user can pick a specific menu item.

1.4 Access the Work Items listing to view all the available tasks to be performed (Output data: Work Items).

1.5 For each activity of the WI5 type, perform the following steps:

Process Design Document – Calculate Client Security Hash 6

1.5.A Open the Details page of the selected activity to retrieve the Client Details.

1.5.B Open the SHA1 Online webpage - http://www.sha1-online.com/, and provide the following input: ClientID-
ClientName-ClientCountry. Replace all the variables with the corresponding values. Use dashes between each item
and the next one, as shown above.
1.5.C Retrieve the Client Security Hash value from the webpage.

1.5.D Go back to Work Item Details and open Update Work Item.

1.5.E Set the status to “Completed”. Add a comment with the obtained SecurityHash.

1.6 Continue with the next WI5 Activity.

Process Design Document – Calculate Client Security Hash 7

The complete set of steps in the process, including keystrokes and clicks, are to be defined
with screenshots. If there are any data restrictions, mask the sensitive information, such as
Policy Number, Customer ID, bank account number, etc).

Step action Expected

# Screenshot Remarks
description result
Possible
The
exception:
Open the ACME display of
- Handle
1.1 System 1 Web the System
exception if
Application 1 Web App
Web app not
screen.
available

Possible
exception:
Log in to System - Handle
Access to
1. Required input exception if
1.2 the
data: email and Incorrect
dashboard
password. email or
Password

Access the
Dashboard - the The
central location, display of
1.3 where the user each item
can pick a in the
specific menu menu
item

Access the Work

Items listing to
The
view all the
display of
1.4 available tasks to
the task
be performed
list
(Output data:
task)

Process Design Document – Calculate Client Security Hash 8

 Possible
exception:
Handle
For each
exception if
activity of the
no task of
1.5 type WI5
type
perform the
'Calculate
following steps:
Client
Security
Hash’ exist
Open the Details
page of the
selected activity
1.5.A to retrieve the
Client Details
(Output data:
Client Details)
Open the SHA1
Online Webpage
-
http://www.sha1-
online.com/ and
provide the
following input:
ClientID-
ClientName-
1.5.B ClientCountry
Replace all the
variables with
the
corresponding
values. Use
dashes between
each item and
the next one, as
shown above.
Retrieve Client
Security Hash
1.5.C
from the
webpage

Process Design Document – Calculate Client Security Hash 9

 Go back to the
Work Item
1.5.E Details and
select Update
Work Item

Set the status to

“Completed”.
Add a Comment
1.5.F
with the
obtained
SecurityHash

Continue with
1.6 the next WI5
Activity

The types of exceptions identifiable in the automation process can be classified according to
the table below.

Area Known Unknown

Previously encountered
situation. A possible scenario is
A situation never encountered before. It
Business defined, and clear actions and
can be caused by external factors.
workarounds are provided for
each case.

Process Design Document – Calculate Client Security Hash 10

Based on the above criteria, the table below should reflect all the known exceptions
identified throughout the process and map the expected action the robot needs to take in
each case.

Insert as many rows as required in the table, to capture all exceptions in a comprehensive
list.

Step where
Exception
# exception is Parameters Action to be taken
name
encountered
If message Send email to exceptions@acme-
Incorrect for incorrect test.com
1 email or Step # 1.2 username or “Hello,
The username or the email is incorrect.
password password
Please check and restart
exist Thank you’’
No task of
2 type WI5 Step # 1.5 Stop process
exists

For any other unanticipated or unknown exceptions, the robot should send an email
notification at exceptions@acme-test.com with the original email and error message
screenshot attached.

A comprehensive list of all the errors, warnings, or notifications should be consolidated here
with the description and action to be taken by the Robot in each case.

The errors identified in the automation process can be classified according to the table
below.

Area Known Unknown

Previously encountered A situation never encountered before, or
Technology situation - action plan or may happened independent of the
workaround available. applications used in the process.

Based on the above criteria, the table below should reflect all the identifiable errors in the
process, and map the expected action of the Robot in each case.

Insert as many rows as required in the table, to capture all the errors in a comprehensive
list.
Process Design Document – Calculate Client Security Hash 11
 Step where
E Error
error is Parameters Action to be taken
# Name
encountered
Application
Retry 2 times.
unresponsive No response
1 Any step Close application and run the
/ page not / blank page
sequence again
loading
*Feel free to insert an additional error mapping table for more complete explanation.

The table below lists all the applications that are used as part of the automated process.

# Application Syst. Login Interface Environment/ Comments

name & Lang. module Access method
Version
1 ACME System EN Web Web Web Browser
1

3. Development details

• Development or testing environment are to be provided for development purposes.

• The provided development and testing environments are exact replicas of the production
environment.
• Dedicated system and application access are given to developers with the adequate
permissions.

Users manage their own passwords. There are no special policies in place.

Login details (user IDs and passwords) should be stored under Windows Credential
Manager or UiPath Orchestrator Assets.

Process Design Document – Calculate Client Security Hash 12

4. Document Approval Flow
Organization Signature
Version Flow Role Name
(Dept.) and Date:

Document Business Name

1.0
prepared by Analyst Surname

Business
Document Name
1.0 Process
Approved by: Surname
Owner

Dev/RPA
Document Name
1.0 Solution
Approved by: Surname
Architect

5. Appendix

Note: this step is to be filled in after automation process is complete

Automation overview: (time to dev, test, etc)

Robots type: Back Office Robot

Level of human intervention required:

Use of Orchestrator:

Exceptions recorded in automation process:

Errors identified in the automation process:

Challenges identified in the automation process:

Lessons Learned:

Any adjustments made to facilitate the automation process and any steps taken to shift
from the human way of working to the automatic one. Any activity performed to improve the
As Is process and to enable higher rates of automation of the process:
Process Design Document – Calculate Client Security Hash 13
 ➢ Process Assumption
➢ Input data assumption
➢ Number or types of input to be received
➢ Skipping the login interface and collecting backend details
➢ Extracting backend data without opening the file
➢ Data conversion / formatting

Reporting: The details and format of the logging mechanism available in the workflow have
to be specified here, whether it is a local log report or the Orchestrator log).

The format should be specified by the business users.

Workflow and scripts: A brief overview of each workflow and the sequence in which it is
executed should be provided here.

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