Robotic Process Automation in a Nutshell

Robotic Process Automation represents one of the most advanced technologies in the field of information technology, communications and mechanical engineering. It is a combination of hardware and software used by companies for the automation of repetitive processes and tasks, which do not require the hand of man to be completed. Although the term evokes the image of android robots that, walking around the office, carry out the various activities of the day, in the vast majority of cases RPA systems are nothing more than software used to automate processes with precise rules. In this sense, software capable of automating the transfer of data to management systems such as Enterprise Resource Planning (ERP) and Customer Relationship Management (CRM) can be considered an example of RPA.

In practice, an RPA works directly from the user interface, simulating the actions of a human being, including various logins and logouts, copying and pasting data, adding attachments to emails and filling in forms and forms . However, unlike simple macros or similar applications, RPA software shows substantial improvements in terms of autonomy. If a macro follows a predetermined pattern, with fixed commands that will inevitably lead it to stop if it encounters an error or an unexpected need, RPA software is able to learn over time and respond intuitively to possible variations in their tasks. . In addition, RPAs are able to interact with multiple systems at the same time, filling the void created by the lack of integration of these systems (a void that would otherwise have to be filled by more or less repetitive actions performed by human beings).

According to a report by the McKinsey Global Institute, about half of the work activities currently performed by humans can be automated by 2055. If until a few years ago the automation of business processes consisted in unpacking a task into various pieces, each executed by scripts with ‘if-then’ commands, which did not allow errors, now with the advent of Artificial Intelligence new scenarios are opening up. Thanks to AI, the software will be able to manage new cases, anomalies and errors, making decisions independently, according to the needs of the moment. In this context, RPA software hides enormous potential and is set to improve significantly in the years to come. Here are some of the possible benefits of introducing these systems:

• Greater precision: automatic software is much more precise in performing repetitive tasks than a human being: it will not be able to make careless errors or typos. This applies to a multitude of processes — from data transfer to automatic form filling and document writing.
• Compliance: Automated systems are better at managing compliance, thanks to the rigorous instructions that can be given to them and their ability to keep track of every step taken.
• Availability at all times: bots can be programmed to carry out tasks outside of working hours, in this way you can manage particular operations without the need to employ staff.
• Increase in productivity: processes can be completed in less time, without the need for manual intervention, significantly increasing the productivity of the company. In addition, most of the extra activities resulting from errors made in manual processes are also eliminated thanks to the automation of the latter.
• Improvement of employee satisfaction: thanks to the automation of repetitive tasks, employees can take care of more stimulating and creative activities and devote more time to ambitious projects that can incentivize the growth of the company in the long term.

What kind of processes can be automated with RPA? The processes most suitable to be automated with the use of these technologies have several common characteristics, here are the most important:

• Use of repetitive procedures
• High susceptibility to human errors
• Limited set of possible choices
• Presence of manual data entry operations
• High volume of information to process

Typically, a substantial part of business processes possesses such characteristics, such as the management of payrolls, receivables and payables and inventory. In the same way, processes related to the installation and updating of software, to the loading of data in ERP and CRM management systems and to the integration between different systems that do not communicate with each other can also be automated (for example, processes that require integration between the website and the ERP management system).

Robotic Process Automation therefore represents a possible solution to improve the efficiency of processes within the company. However, it is not the only approach through which it is possible to automate workflows. Depending on the specific nature of the process to be automated and the sector in which the company operates, there may be better solutions, such as the construction or purchase of specific tools that provide ad-hoc solutions or the outsourcing of the process same. It is therefore important to evaluate every aspect before making an investment in these technologies.