RPA Experiences at Service Centre for Finance and HR. Eija Mikkonen Development Manager

Transcription

1 RPA Experiences at Service Centre for Finance and HR Eija Mikkonen Development Manager

2 Palkeet The Finnish Government Shared Services Centre for Finance and HR (Palkeet) is a major provider of group services in the administrative branch of the Ministry of Finance. We produce and offer cost-efficient, high-quality services, which we update to meet the needs of our customers. We make the future efficient and functional together with our customers. Our inspiring and responsible working community is full of active and talented individuals. Key Figures Offices and Personnel Services Turnover 55,9 million 1,2 million 0,6 million 1,1 million Purchase invoices Sales invoices Pay-slips fte Financial services HR services The customer base consists of all the governmental agencies and departments, totaling over employees Financial statements for 65 accounting departments and 7 foundations Expert services Support an maintenance se

3 alkeet s Service Offering The Services Centre s services Finance administration process areas From plans to results Purchase to pay Order to cash Accounting Internal accounting Expense processing Revenue processing Maintaining the monitoring targets, Accounting, Financial statements HR administration processes Management and steering Recruitment Salaries and rewarding Employment relationship management Expertise and training management Work time management Travel Extra services for application Payroll services Managing employment relationships, Calculating service time Reimbursement for expenses and travel costs, and archiving Support and maintenance services User support, User rights management, Application control, System version management and further development Expert services Finance and HR reporting service, Project services

4 tomation for Service Production Palkeet Strategy 2020: Process Automation RPA Robotic Process Automation Process monitoring and analysis Digital workplace Other automation tools Changes in organisation culture, roles and capabilities Learning by RPA networks and co-operations Business Architecture Processes, services, actors, roles Data Architecture Master Data Management and Data flows Application Architecture Applications Technology Architecture Platform Services and Technology Components

5 PA Journey RPA Prestudy Project funding and procurement of tools RPA implementation Learning by doing RPA team starting Changing roles and way of work Continuous learning 9-12 /

6 usiness Process Automation Processes that are defined, repeated, rule-based and computer based Tasks that search, retrieve, combine, update and validate information Processes that require one or more systems and application to complete a process and where process inputs are in a digital format Examples of processes where RPA can be implemented Employment relationship management and payroll services Checking data between HR-components Automation support for updating data Updating employment s absence information to HR-system Checking data from tax deduction cards Payment tasks, which can be scheduled Payment validation tasks Expense processing Validating information between invoice and XML Automation support for invoice acceptance workflow Management of vendor information

7 Identifying Tasks for Automation Business Involving personnel - Assessing Return on investment - Estimating amounts of manual tasks - Campaigns in the intranet: Why do this?, Report routine tasks - New use cases which have been noticed during implementation project Involving customers - Co-operation meetings - Spontain suggestions

8 ital Future is now - Robots are Working at Palkeet 10% of personnel are trained for RPA (UiPath) RPA team of 22 persons is implementing automation use cases 10 robots have been set up: at service production works 6 robots while 3 are waiting work opportunities and 1 works as a testrobot. 10 more robots will be set up in 2017

9 mplementation Project Continuous Learning October November December January February March April Checking data between HR-components Validating information between invoice and XML Definition Definition Definition Management of vendor information Updating data for employment relationship Definition Definition Deployment Definition Deployment Deployment

10 igital Workplace New Challenges Way of working and thinking Agile learning development Demands of co-operation between process owners, service production, developers Open communication Business transparency Experimentations and standing uncertainty Skills required: Extensive knowledge about Finance and HR Business Process Modelling Business Process Development Innovation Agile work practices System thinking Process monitoring and analyzation RPA technical skills Finance and HR system technical skills Training RPA Academy: 44 persons UiPath network course: 50 licenses Winshuttle, Access ja Visual Basic training demand

11 essons Learned Complexity of ICT vendor s infrastructure causes delay for robot set up Robotics needs business process development and process re-engineering RPA technology is ready for implementations Requirements for implementation Processes and workflows are well documented and modelled Process information is standardised Co-operation between process owners, service production and developers Management for deployment and process change Open communication Committed company management and personnel Ecosystems for learning and sharing experiences Benefits from automation requires proactive desicions by HR and HRD Management, organisation culture and way of work are changing

12 Quality +++ Improving quality of key processes by removing possibility of human operator errors. Quick Process ++ Examples: Checking data between HR-components: 4 min 30 s -> 1 min 15 s Vadidating invoice information: 31 s - > 11 s Results 04/2017 Investment Price/robot /year Investment Analyzing Q4/2017 Business case

13 Thank you! Eija Mikkonen