RPA and Information@Work – A £500k+ success story for a UK Council

  • Posted by karenclark
  • On 10 November 2021
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How a UK council improved efficiency with net benefits reaching over £500,000 savings in 5 years, using RPA and Information@Work.

The Challenge

Reduce costs, improve efficiency, and provide an enjoyable and rewarding working environment for staff to attract the best qualified candidates to work for the council.

The Solution

Deployment of RPA to automate repetitive and time-consuming tasks on Information@Work to improve business performance.

Optimising 3 processes with robotic process automation (RPA) that will deliver more than £500,000 of savings over 5 years.

The council asked T-Impact to design, build and support a solution using UiPath RPA Platform to automate three processes – across multiple back-office functions – to greatly improve efficiency and save cost. Here’s how we made it happen.

Step One

RPA awareness & Organisation assessment workshop:  T-Impact’s RPA consultants worked with the strategy team to identify key automation targets within the organisation. T-Impact worked with the council to educate and provide RPA awareness across the organization. The council where able to appreciate the benefits of intelligent automation and information@work, as well as other IT systems. This was followed closely with an organization assessment, where shortlisted processes were reviewed for automation suitability with each departmental stakeholder. The output was a shortlist of processes selected for automation.

  1. Enhancing single view of the customer: Automatically index correspondence with customers to Information@work linked to a primary case management system (APP)
  2. Accessible housing data: Load old tenant documents held in Microfiche to the Information@work – the councils corporate DMS (Document Management System)
  3. Streamlining payment processing: Automatically code utility bills with cost code for processing & automatically load invoices into Unit4 (the council’s Payment system) for processing.

Step Two

Requirements: T-Impact, adopting an Agile project methodology approach, engaged with the key stakeholders for each process to analyse the existing process in detail, T-Impact’s RPA consultants mapped their processes, detailing the current architecture as a future architecture of the processes in the Process Definition Document (PDD).

In defining the future architecture, T-Impact applied lean six sigma principles to transform the process to make it more efficient overall. This was fully documented in the PDD which was reviewed in detail with the stakeholders to ensure completeness. The PDD was approved by the business owners, then handed over to the developers.

Step Three

Implementation: Using UiPath to automate the processes selected for automation, the first step was a proof of concept (POC) implementation, this was delivered in 2 playbacks, with the first playback demonstrating the “happy path” and the second playback demonstrating the “exceptions”. The POC was a huge success, with the Microfiche process providing a benefit of over £55,000 annual benefit and over £200,000 projected benefit by year 5.

The final step was to deploy the pilot into a full-fledged automation for the council.

Business Gains

After the successful POC, the council decided to expand the automation footprint to all the other shortlisted processes. The Microfiche housing data bot saved over 40 hours of staff effort. Without RPA, the council would incur a cost of over £26,000 per annum and additional £28,000 for temp labour for manual data load. The projected benefit by year 5, from rolling out RPA for each of the shortlisted process is £557,342.

After seeing how seamless it was to integrate intelligent automation and information@work, the council now has a clear understanding of the value RPA can add to an organisation. For example, when the Environmental Services team receive challenges on decision or receive FOI enquiries, the team spent a lot of time collating the information from different systems and storage, this process is now completely automated. RPA automatically indexes documents and other files in the background therefore there are less errors in storing the data making complaints, FOI’s and legal challenge are now easier to deal with.

Interested to find out more? Sign up for a free 1 hour educational workshop here: https://www.t-impact.com/free-educational-workshops/ Or email sales@t-impact.com

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