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ROBOTIC PROCESS AUTOMATION
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ROBOTIC PROCESS AUTOMATION
Dr. Dwayne McKay
15 Seashore Drive, Copacabana, Bull Bay, St. Andrew. JMAAW02, Jamaica
Abstract: Before the creation of computers, humans did all the heavy lifting. With ever-evolving technology,
humans will be removed from the equation.
Robotic Process Automation is the technology that allows anyone today to configure computer
software, or a “robot” to emulate and integrate the actions of a human interacting within digital systems to
execute a business process. RPA robots utilize the user interface to capture data and manipulate applications
just like humans do.
They interpret, trigger responses and communicate with other systems in order to perform on a
vast variety of repetitive tasks. Only substantially better: an RPA software robot never sleeps and makes zero
mistakes.
Robotic Process Automation is more than a trend; it's a technique that uses automation, computer
vision, and machine learning to automate repetitive, high-volume tasks, freeing up human resources to focus
on more complicated work.
This article will outline the Robotic Process Automation processes, its uses, benefits and provide
an outlook on the process.
Index Terms - Robotic Process Automation, Computer, software robots, RPA Bots, Optical Character
Recognition (OCR).
I. INTRODUCTION
Prior to the invention of computers, humans had to do all the heavy lifting with the resources they
had. Massive data storage and processing became possible with the invention of the computer and a single
mouse click. However, a human was still required to operate the machine. Now, ever-evolving technology
will allow humans to be removed from the equation as well. RPA, also known as Robotic Process
Automation, use automation technology to replicate back-office functions performed by humans, such as
extracting data, filling out forms, moving files, and so on. It integrates and performs repetitive operations
between enterprise and productivity applications via APIs and user interface (UI) interactions.
RPA is more than a trend and can be defined even in simple terms as a technique in which a
software bot combines a combination of automation, computer vision, and machine learning to automate rule-
based and trigger-driven repetitive, high-volume tasks. RPA solutions automate the execution of numerous
tasks and transactions across disparate software systems by deploying scripts that mimic human processes.
This type of automation employs rule-based software to carry out high-volume business process activities,
freeing up human resources to focus on more complicated work. RPA enables CIOs and other decision-makers
to speed their digital transformation initiatives and increase their staff's return on investment (ROI).
The purpose of this article is to outline the robotic process automation processes, its uses, benefits
and provide an outlook on the process. This topic was chosen because of its wide applicability and this topic
will guide the researcher on improvements in the process, that may be applicable to life. In addition, how
best can RPA be integrated into the daily lives of regular citizens.
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II. DESCRIPTION
RPA is a method of automating operations that falls under a broad category of process automation
technologies, each of which is tailored to specific processes and goals (Willcocks et al. 2015b). RPA serves
as a transition factor between human work and comprehensive business process automation in cases when
human labour or the creation and integration of business process management systems (BPMS) are too
expensive or not justified by business demands (Lu et al. 2018). As a result, so-called software robots gain
access to systems and execute duties that are comparable to or imitate those of humans (Lacity et al. 2015;
Moffitt et al. 2018; Van der Aalst et al. 2018). RPA-assisted process automation can also refer to the
automation of specific activities or even tasks. For example, a software robot might launch a new instance of
Microsoft Excel, navigate to a specified spreadsheet, update values in specific cells, and save the file before
shutting the program. RDA, as contrast to RPA, which automates procedures in an unattended manner,
focuses on assisting humans in duties such as front-office functions (Evans 2017; Seasongood 2016). RPA
and RDA, however, do not have wholly opposite conceptions or goals. RPA assists mechanical engineering
businesses by allowing staff to focus on more vital aspects of the business instead of completing tedious,
repetitive jobs. RPA also boosts speed and efficiency while eliminating human error. RPA uses seamless
automation technologies to ensure that operational operations are carried out precisely, much way modern
mechanical engineering does with robots to assemble items.
2.1 Components of RPA
Three software components typically make up an RPA environment. They're known as software
robots or RPA bots. Depending on the company goals, the configuration of these pieces may vary. In fact,
only two components are required: a studio where a developer can design automation scenarios, and a bot that
can execute the available scenarios on demand. For smaller businesses, this combination is frequently
sufficient. On the other hand, enterprise-level businesses require a full three-tier design to manage various
sophisticated automation workflows and integrations. Three main components will be outlined.
First component are the Bots. An RPA workhorse is a bot. RPA bots automate repetitive, rule-
based operations including filling out forms, invoicing, and data transfer between systems. The jobs that bots
may perform are growing increasingly complicated as artificial intelligence progresses and may involve
optical character recognition (OCR) and natural language processing. RPA bots may handle a variety of
processes, ranging from simple to complicated. RPA is typically used to automate linear rule-based processes
like completing surveys, filling out forms, invoicing, and so on. The second component is a studio / bot
designer. A studio is a place where bots are built and configured. Studio capabilities and interfaces differ from
one manufacturer to the other. There are RPA tools with a high learning curve and stringent background
requirements. There are, however, several very user-friendly editors with visual drag-and-drop user interfaces
that don't require sophisticated programming knowledge. Activities are the building elements of RPA
workflows; they allow bots to accomplish all the tasks required to automate business operations. Some of the
activities includes opening and closing apps or windows, clicking on elements, data input and reading, writing,
and updating spreadsheets. Finally, Orchestrator. RPA's brain is an orchestrator. It unifies all robotic process
automation solutions under one roof and provides general management and control. The orchestrator is a
robotic process automation management tool. The orchestrator is a one-stop shop that accepts and distributes
all allocated tasks to the bots. It's triggered by incoming emails or new documents added to a folder, for
example. It examines the bots that are currently accessible, monitors their workload, and then assigns the
assignment to an unoccupied bot or waits for the bot to finish its current task before proceeding. The
orchestrator's key benefit is that it allows firms to use RPA across teams. Assume there are three departments
that use automation: DevOps, Sales, and Human Resources. Without an orchestrator, the teams would have
their own automation workflows, which would require separate bots and deployment and maintenance
processes. It is possible to share and reuse resources with the orchestrator. As a result, the company's RPA
productivity, ROI, and automation flow are all unified. In addition to running the bots, an orchestrator can:
provide centralized management of projects, store automation scenarios settings, schedule bot launches, make
multiple bots work together, connect bots to third-party apps, monitor statuses of bots and view logs, etc.
III. GENERAL ANALYSIS
When it comes to process automation, numerous factors must be considered, including
organizational competencies, financial resources, and time constraints. To date, a process is especially ideal
for RPA if it follows a standardized, rule-based structure (i.e., does not need cognitive or judgment effort), is
performed frequently and manually by humans, and requires access to various systems (Aguirre and
Rodriguez 2017; Asatiani and Penttinen 2016; Fung 2013; Lacity and Willcocks 2016a; Moffitt et al.
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2018).RPA is frequently used to automate back-office tasks because they share similar properties (Aguirre
and Rodriguez 2017). Repetitive operations such as periodic reporting (including some sort of data analysis),
data entry, bulk email creation, archiving, and data format and graphics conversion are examples of these
processes. RPA promises to improve process performance, efficiency, scalability, auditability, security, and
compliance while being easy to implement at a low cost when compared to traditional process automation
(Asatiani and Penttinen 2016; Fung 2013; Lacity et al. 2015; Lacity and Willcocks 2016b; Lacity et al. 2017;
Vom Brocke et al. 2018). RPA may thus aid in the improvement of process key performance indicators (KPIs),
even though software robots do not improve processes. If software robots perform established process flows
based on inefficient or error-prone processes, they will likewise conduct inefficient process steps, resulting in
additional costs and resource waste. Prior to automating a process, it is critical to improve and optimize it. It
is critical to maintain RPA improvements once they have been deployed, in addition to revamping the process
beforehand. Following the Six Sigma methodology (Linderman et al. 2003), one may establish a maximum
error rate for the software robot to remain functional. These characteristics make it possible to distinguish
between software robots that are used for simple screen scraping and those that are used to identify fraud, for
example.
Therefore, RPA relates to the current and future trends of the world. The need for leaner processes
is always welcome in every industry. Assuring the efficiency of contemporary manufacturing lines ensures
that the entire production process runs smoothly. A production process that begins inefficiently has the
potential to wreak havoc on all subsequent operations. This complicates the customer support process while
also posing production challenges such as material shortages and production delays. RPA systems can
automate operations like writing production reports, inventory management, and bill of materials to improve
the productivity of production lines.
IV. ACTUALIZATION
RPA is popular among businesses and organizations because it helps them increase productivity
across a wide range of populations - users, customers, employees, sales and marketing professionals, business
professionals, accountants, legal and finance experts, and so on. RPA technology is used by various industries
to streamline their business operations. There are RPA implementations in the following industries:
Firstly, Financial services, insurance and banking-The financial industry employs more than one-
third of all bots, which is unsurprising given banking's early adoption of automation. RPA automation
technologies are being used by many large banks to automate operations like client research, account opening,
enquiry processing, and anti-money laundering. Thousands of bots are used by a bank to automate manual
high-volume data entry. These procedures comprise a slew of time-consuming, rule-based actions that can be
automated. Secondly, Insurance. Insurance has many repetitive processes that can be automated. RPA can be
used to automate claims processing, regulatory compliance, policy administration, and underwriting duties,
for example. Thirdly, retail. With the development of ecommerce, RPA has become an important part of the
modern retail business, improving back-office processes and the customer experience. Customer relationship
management, warehouse and order management, customer feedback processing, and fraud detection are all
popular uses. Fourthly, healthcare: In the health-care industry, accuracy and compliance are critical. Robotic
process automation software is used by some of the world's largest hospitals to improve information
management, prescription administration, insurance claim processing, and payment cycles, among other
things.
V. DISCUSSIONS
RPA is highly adapted to scale with a big and frequently changing logic system like a supply
chain, especially a national or international supply chain, because it can scale from a tiny, single-point solution
to a sprawling, multi-point solution. There are several other advantages and disadvantages of RPA on the
local, national, and international level. These will be discussed below.
5.1 Advantages of RPA
Robotic process automation, as a user-friendly and cost-effective solution, offers several benefits
that are attracting interest from businesses across various industries. RPA systems can generate trustworthy
production reports by combining data from multiple production lines, making it easier to make efficient
decisions and respond to production demands promptly. The inventory quantity may be easily tracked with
RPA systems. A fresh bill of material list can be prepared quickly in response to a decrease in inventory
quantity, allowing for speedier communication with the supplier. Secondly, the low entry threshold. Because
RPA bots replicate how human employees’ complete jobs, no major changes to existing IT systems or
processes are required. RPA platforms are also typically low code, requiring no special IT skills. Bot
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development takes conducted in a visual drag-and-drop environment that resembles mind mapping software.
However, this does not rule out the need for some training. There is a learning curve, although it can be
lowered if you have some technical background, such as a basic understanding of JavaScript. Thirdly, cost
effectiveness. Having robots take over part of the manual labour that humans do could result in tangible
benefits for the company. Automation can help you recover the investment in a short period of time, and then
it's all about profits. Fourthly, improvement of quality, and consistency. RPA improves services for processes
with a high risk of human mistake, resulting in increased accuracy. Robots are dependable and constant, and
they do not complain when they are forced to work nonstop. They also substantially minimize the number of
reworks and improve the product quality. RPA maximizes organizational capacity by optimizing capabilities.
Consistency Robotics is a non-invasive, safe technology that does not interfere with the intrinsic systems and
ensures flawless consistency in activity execution across the board, every time.
5.2 Challenges of RPA
While RPA software can aid an organization's growth, it faces significant challenges, including
organizational culture, technological concerns, and scaling. While RPA may eliminate the need for some
employment roles, it will also spur the creation of new ones to handle more complicated tasks, allowing
employees to focus on higher-level planning and problem-solving. As responsibilities within job positions
alter, organizations will need to foster a culture of learning and innovation. The flexibility of a workforce to
adapt will be critical to the success of automation and digital transformation programs. You may prepare your
teams for ongoing shifts in priorities by educating your employees and investing in training programs. Scaling
difficulty. While RPA can conduct numerous processes at the same time, it can be challenging to scale in an
organization owing to regulatory changes or internal changes. According to Forrester research, 52% of
consumers say growing their RPA program is difficult. To qualify as an advanced program, a corporation
must have 100 or more active working robots, yet few RPA programs go past the first ten bots.
The implementation of RPA will boost the economy on the local, national, and international level.
RPA allows humans and robots to perform exactly what they are best at. Employees can focus more on client
and customer engagement, relationship management, and other things where people naturally excel because
RPA frees them from monotonous chores. Better business comes from delighted clients and customers. There
is more versatility. RPA can be used in a variety of businesses and can do a variety of jobs. Any process that
is rule-based, defined, and repeatable is a good candidate for automation. RPA increases the service desk's
operational excellence and monitors the network. This allows businesses to absorb short-term spikes without
having to hire or educate more employees.
VI. GENERAL RECOMMENDATIONS
To implement and improve the RPA process, several suggestions will be put forward. The first
suggestion is to evaluate the corporate relevance of the individual traits of RPA. By using empirical data and
evaluating the parameters of RPA, archetypes of software robots. With software robots being able to interact
with the business logic and data access layer, I propose more investigation into the potential impact of RPA
on an organization's IT architecture. RPA hasn't reached its full potential yet. Although some businesses have
successfully implemented RPA, the technology is still in its early stages (Cline et al. 2016; Forrester Research
2017). RPA, according to several academics and consultants, is merely the first step toward more intelligent
and cognitive automation (Accenture 2016; Berruti et al. 2017; Hull and Motahari-Nezhad 2016; KPMG
2016; Lacity and Willcocks 2016b; Van der Aalst et al. 2018).
In this context, researchers should distinguish between de facto AI installations and sales pitches
from RPA vendors or consultants. RPA's future potential is seen in more modules capable of dealing with
unstructured data and processes because of new technology development (Lu et al. 2018; Willcocks et al.
2015b), as well as better human-robot interactions (Lacity and Willcocks 2016b). Because AI's use in
automating processes has such a significant impact on human labour, the process landscape, information
systems ecosystems, and consumer experiences, businesses must take a deliberate approach to long-term
deployment. Analysis tools (such as failure mechanism and impacts analysis) (Teng and Ho 1996) could be
useful in determining the consequences of using RPA can be implemented.
To improve RPA technology, the next phase will merge artificial intelligence (AI) and machine
learning. Consider RPA to be the bot's limbs and legs, and artificial intelligence to be the brains. By analysing
the data that RPA can supply, AI becomes more sophisticated over time. Instead of simply carrying out a
preset action, RPA might use AI to determine what action to take based on the input. Many business divisions
employ RPA software. RPA is being used in HR departments to automate portions of employee onboarding
and offboarding. RPA bots are used in financial industries to manage credit card authorisation issues. RPA is
being used by IT departments to automate typical help desk functions.
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RPA promises to increase efficiency, promote productivity, and save money by assisting with –
or completely replacing – the regular and error-prone digital processing tasks that many firms currently
conduct with human labour. When done correctly, RPA not only saves time and money for businesses, but it
also allows employees to focus on higher-value tasks. RPA also provides traditional businesses with a
roadmap to digital transformation. RPA allows businesses to automate processes by operating at the user
interface level. The mistakes this hope to mitigate are mentioned in.
VII. CONCLUSIONS
To be competitive in the market, RPA technologies will need to go beyond task automation and
expand their capabilities to include intelligent automation (IA). This sort of automation goes beyond RPA by
adding artificial intelligence sub-disciplines including machine learning, natural language processing, and
computer vision. Human workers would be freed to engage their resources in jobs that demand creative
thinking, intellectual judgment, or social skills if RPA automates repetitive and frequently monotonous
operations that need little mental effort (Forrester Research 2014; Leopold et al. 2018). (Lacity and Willcocks
2016b; Willcocks et al. 2015a). Software robots, for example, can assist labour in early tasks such as data
collection and pre-processing. Process automation via RPA, on the other hand, is not based on the concept of
isolating and separating humans and robots, but rather on enabling efficient interaction between them (for
example, by humans addressing exceptions to an automated process) (Hallikainen et al. 2018; Lacity and
Willcocks 2016b; Van der Aalst et al. 2018). All repetitive and laborious tasks for human workers can be
eliminated.
RPA has both qualitative and quantitative goals, with software robots autonomously executing
their choreography in an unbroken, rapid, perfect, and traceable manner while also being easy to adopt at
comparatively low costs compared to traditional process automation. RPA can be used to achieve a variety of
goals, including process performance, efficiency, scalability, auditability, security, convenience, and
compliance. However, firms should weigh the benefits and drawbacks of RPA vs other automation methods
like process automation. As a result, enterprises should include RPA as one of multiple automation approaches
in their process automation strategies. RPA has the potential to automate processes that enable business
transactions, hence affecting enterprises and their electronic markets. RPA could transform how companies
interact in areas like procurement and warehousing, among other things (Kroll et al. 2016). Data mapping,
quantity management, contract management, and supplier relationship management are all possible
applications. As a result, research should not only consider technology but also consider RPA's application
(Alt, 2018). The impact of automation activities at the intersection of electronic marketplaces and other
organizations.
Some argue that RPA isn't as good as backend process automation solutions, and that it's just a
stopgap between human work and process re-engineering and redesign (Asatiani and Penttinen 2016). The
organizational strategy must consider both the direct and indirect implications of software robots automating
functions on the organization. The implications of RPA deployment for human labor, the process landscape,
and IT ecosystems are among the organizational impacts. As a result, academics should look into the effects
of software robots on organizational and IT strategies, leadership, governance, and management systems in
order to figure out the best ways to handle RPA in businesses (Vom Brocke et al. 2018). For example, Bygstad
and Iden (2017) and Jöhnk et al. (2017) address the application of governance techniques such as bimodal IT
and the laissez-faire model.
While RPA makes automating procedures faster and easier, it also makes oversight more difficult
and complex. As a result, whether a company views RPA as a temporary solution or as part of its strategic
capability is highly dependent on the organization. Researchers may debate which strategic approaches to
RPA solutions should be used to develop a successful and long-term implementation process and management
of software robots. The need to evaluate short- and long-term implications, as well as necessary adjustments
to strategic organization designs, arises from the agile deployment of RPA programs. RPA decision-making,
like any other big choice in a company, requires a strategic approach.
The initial set of KPIs should look at how software robots affect internal parameters like employee
productivity, job satisfaction, process speed, and cost savings. The second KPI category should look at how
software robots affect external elements including customer happiness, partner and supplier collaboration,
and stock market value. Internal performance characteristics might be viewed as mediating factors to external
performance in this setting.
In addition, I anticipate that providers of information systems or services (such as ERP) would
provide technology modules that combine interfaces to their systems into RPA platforms. We still see RPA's
benefit, even as automation becomes more intelligent. RPA has two main applications: First, RPA's core
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functions and capabilities will still allow process owners to automate their human work by allowing them to
quickly design rule-based software robots that interface with various ISs and applications. RPA will grow
more intelligent, and intelligent modules will enable new use cases via integrating. Machine learning-based
approaches are already used in technological modules like open character recognition (OCR). The modularity
of RPA may encourage businesses to offer simple, clever technical modules to a new client segment. A better
recording function may also make it easier to use. Second, RPA eventually matures into a sort of cognitive
automation. Future software robots may no longer be rule-based, allowing them to self-reconfigure and
construct new software robots based on the experience of previously constructed ones, thanks to AI
technologies (e.g., machine learning). Future research could look at the evolution of software robots' data,
integration, and process-related functionalities across time to see how they have changed.
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