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ProKit Exam 3 > Digitilization > Flashcards

Digitilization Flashcards

(40 cards)

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1
Q

What does RPA stand for?

A

Ro­bot­ic Process Au­toma­tion

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2
Q

What are the 6 key benefits for using RPA?

A
  1. Valuable Work
  2. Scalability
  3. Optimization
  4. Quality
  5. Digitalization
  6. Compliance
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3
Q

Why is Valuable Work a key benefit for using RPA?

A

RPA re­duces sim­ple, man­u­al and repet­i­tive tasks and ris­es ca­pac­i­ty for val­ue-adding work

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4
Q

Why is Optimization a key benefit for using RPA?

A

Em­ploy­ees spend less time on tasks. Also au­toma­tion of process­es re­quires process analy­sis and op­ti­miza­tions.

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5
Q

Why is Quality a key benefit for using RPA?

A

The qual­i­ty gets bet­ter be­cause of sig­nif­i­cant re­duc­tion in er­ror rates in repet­i­tive process­es.

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6
Q

Why is Digitalization a key benefit for using RPA?

A

Dig­i­tal­iza­tion is the first step of au­toma­tion. With dig­i­tal process­es soft­ware bots can be gen­er­al­ly op­er­at­ed 24/7.

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7
Q

Why is Compliance a key benefit for using RPA?

A

There is full trans­paren­cy on the ac­tions of a RPA bot due to an ac­tion log with­in the RPA soft­ware.

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8
Q

Why is Scalability a key benefit for using RPA?

A

RPA en­sures flex­i­bil­i­ty in ca­pac­i­ty (de­mand vari­a­tion and peaks can be man­aged); RPA is easy to scale to oth­er process­es and busi­ness units.

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9
Q

RPA can over­come many prob­lems that re­sult from what?

A

our old-fash­ioned IT land­scape

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10
Q

What is VBA (Visual Basic for Applications)?

A

scripting language to create programs based on Microsoft Office applications (Excel, Word, Access etc.)

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11
Q

What is RPA (Robotic Process Automation)?

A
  • Emulates humans
  • Centrally and locally managed bots
  • Precondition for digitalization
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12
Q

What is IRPA (Intelligent / Cognitive RPA)?

A
  • Data transformation
  • OCR, NLP, Chatbots
  • Intelligent information processing
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13
Q

What is AA (Algorithmic Automation)?

A
  • Data clustering and classification
  • Machine Learning
  • Predictive/ prescriptive models
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14
Q

What is AI (Artificial Intelligence)?

A
  • Assists humans
  • Deep Learning
  • Self-learning systems
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15
Q

What are challenges that need to be considered when introducing Process Automation?

A
  • costs
  • efficiency
  • quality
  • capacity
  • sourcing
  • analytics
  • reporting
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16
Q

What are robots?

A

com­put­er-cod­ed soft­ware

pro­grams im­i­tat­ing hu­man in­ter­ac­tion with ap­pli­ca­tions

cross-func­tion­al and cross-ap­pli­ca­tion

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17
Q

What can robots do?

Study These Flashcards
A

gath­er and col­late in­for­ma­tion

cal­cu­late and de­cide

com­mu­ni­cate

re­port

im­port and ex­port data

18
Q

What are attributes of an unattended robot?

Study These Flashcards
A
  • … work independent of any human interaction
  • … work on separate, virtual workstations
  • … are triggered by a defined schedule

General Use:
In manual, repetitive, highly rule-based back office activities, which do not require any human intervention.

19
Q

What are attributes of an attended robot?

Study These Flashcards
A
  • … work on the same workstations as humans and usually use the user‘s credentials (user blocked).
  • … are triggered by a human.

General Use:
In business scenarios that require input or decision making from the human user, or when a well-defined schedule cannot be applied due to the volatility of the process.

20
Q

How can robots be used for processes with certain criteria?

Study These Flashcards
A

Structured and fixed inputs and
outputs
✅ standard templates & electronic format
✅ unstructured formats & paper format

Rule-based & repetitive
✅ clear process flow
✅ cognitive decisions

Limited human intervention
✅ algorithms based
✅ human discretion

Stable process with little exceptions and changes
✅ few to no exceptions
✅ many exceptions

High volume or significant peaks in workload
✅ high scalability potential
✅ low scalability potential

21
Q

What work can robots do for me?

Study These Flashcards
A

Automation of repetitive & rule-based tasks

Implementation of tasks with high failure risk or immense effort

22
Q

Automation of repetitive & rule-based tasks entails what?

Study These Flashcards
A

• Handling of new items in a system inbox: Sending back incomplete items, researching details in other systems, updating entries and status fields, sending out emails
Example: Plant extension in Outlook mailbox or items in SAP inbox

• Creation of new items in a system based on already existing lists
Example: BANF creation

• Reporting: Export multiple reports from SAP, clean up and process raw data, send out individual reports to areas
Example: cost centre reports

23
Q

Implementation of tasks with high failure risk or immense effort entails what?

Study These Flashcards
A

With RPA processes that have not or only rarely been done due to high failure risk or immense effort needed can be implemented by

  • Collect data to help with your work
  • Change data in a system based on fixed rules
  • Regularly transfer large amounts of data from one system to another where the system has no interface or upload function
24
Q

What is the RPA lifecycle?

Study These Flashcards
A

The RPA life­cy­cle in­cludes dif­fer­ent phas­es of the im­ple­men­ta­tion process, from the first idea of op­ti­miz­ing a process with RPA to the ex­e­cu­tion of the ro­bot.

25
What are the phases in a RPA lifecycle?
1. RPA Discovery 2. Process and Solution Design 3. Implementation
26
What is the RPA discovery phase?
The RPA Dis­cov­ery is the ini­tial phase of the RPA life­cy­cle. In this phase we eval­u­ate if a process is suit­able for RPA and if it's fea­si­ble re­gard­ing ben­e­fits and costs. - Evaluation - Idea generation - Inform about robotics
27
What is the RPA process analysis phase?
In the Process Analy­sis phase the sin­gle process steps are iden­ti­fied in close co­op­er­a­tion with the sub­ject mat­ter ex­pert. A process map il­lus­trat­ing the cur­rent state of the process flow helps to un­der­stand the process and to iden­ti­fy po­ten­tials for im­prove­ment. - Process analysis
28
What is the RPA solution design phase?
In the So­lu­tion De­sign phase, the spe­cif­ic steps of the op­ti­mized process are doc­u­ment­ed in de­tail in the Process De­sign Doc­u­ment (PDD). The tar­get process is il­lus­trat­ed in the tar­get process map. - Solution design - Build the robot - Test the robot
29
What is the RPA implementation phase?
In the fol­low­ing im­ple­men­ta­tion phase, the ro­bot is de­vel­oped by fol­low­ing the pre­vi­ous­ly de­vel­oped PDD. This is usu­al­ly done by the IT de­part­ment or pro­gram­ming ser­vice providers in the lead of the busi­ness area and IT. - Maintain the robot - Run the robot - Deploy the robot
30
What are the elements of RPA discovery?
Create awareness • Inform areas what RPA can do • Show actual use cases Create overall transparency (optional) Create holistic overview about processes and tasks in the business unit as base for idea generation and analysis. Idea generation • Collect ideas e.g. in common brainstorming sessions • Describe ideas • Create a list of all possible use cases (Use case backlog) Rough evaluation of ... • Technical feasibility: Is it possible to do it with RPA? • Technical complexity: How difficult is it to implement RPA? • Typical showstoppers Evaluation of potential: • Economical potential • Further potential (Quality, Customer satisfaction, …)
31
What are the tools for RPA discovery?
* RPA-Info-Kit (Powerpoint, approx. 0,5 h) * One-Pager “Idea Template” (Powerpoint) * Use case backlog (Excel) * Excel evaluation checklist * The results of the evaluation are automatically summarized and visualized in the use case backlog. ❗ Verify feasibility with an IT/RPA expert and check for implemen-tation partners at this point. ❗ Fill and refine Use Case Backlog during each phase.
32
What are the elements of RPA process analysis?
Walkthrough the process with the subject matter expert (SME) to understand ... • ... how the process works and what different scenarios exist for each step. • ... what can go wrong (exceptions) and how often that happens. • ... the complexity • Document the process ("as-is"): Detailed Process Mapping of all steps with systems of the actual state • Record the process: Create visuals of the current process flow through the systems by using screen recording software
33
What are the two main process recording softwares?
- PSR | - Powerpoint
34
When designing the target process, what should you think about?
• ... ways to optimize the automated process, e.g. by stabilization & standardization • ... opportunities to enrich the automated process (e.g. information enrichment, data plausibility) • ... which scenarios make sense to be in and out of scope (80:20 rule: focus on the major scenarios that make up most of the process' workload) • ... designing the target process to have human interventions/decisions before or after the automated process • ... exception prevention, e.g. by improving input quality & standardization of documents in the process
35
What is a process design document?
* ... summarizes what the bot is supposed to do. * ... holds all relevant information in one document. * ... is the base that both the subject matter expert and Development Team agree upon (Sign-Off). * ... should be kept up-to-date at all times.
36
What are the elements to a process design document?
1. Purpose: High-level overview of process & background 2. Process Overview: Description of AS-IS and automated process 3. Inputs: List Inputs incl. samples 4. Outputs: List Outputs incl. samples 5. Process flow for visualization 6. Description of the process on keystroke level 7. Exceptions: List business and system exceptions 8. Appendix: List all attachments
37
What are benefits of Robotic Process Automation? RPA ...
* ... allows handling of fluctuating capacity due to scalability. * ... enables employees to focus on value-adding work. * ... significantly reduces error rates.
38
Sort the following types of process automation principles regarding their automation level, from the lowest to the highest.
1. VBA 2. RPA 3. IRPA 4. AA 5. AI
39
Decide if RPA is applicable/feasible in the following situations.
RPA is feasible✔✔ • steady process with no exceptions • digital templates used in the process • process needs to be run > 100 times a day RPA is not feasible ✔ • paper-based input • human discretion needed during the process • easy process that needs to be carried out once a month
40
Assign the tasks to be done in an RPA implementation process to the respective phases.
RPA Discovery • evaluating the process regarding feasibility and costs Process Analysis • recording the process Solution Design • documenting the process in the PDD Implementation • building and testing the robot

ProKit Exam 3 (6 decks)

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