UNCLASSIFIED//FOUO

8 March 2018

National Capital Regional PDI

“US Army Financial Management

Robotic Process Automation”

3/28/2018

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Army Financial Information Management

– Mr. Andrew S. Morgan, Deputy Assistant Secretary of the Army for Financial Information Management (DASA-FIM)

– Mr. Brian S. Jacobs, Director Enterprise Strategy, DASA-FIM

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NCR PDI 2018:

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What is Robotic Process Automation (RPA)

Army Robotic Process Automation (ARPA) is a high-impact, low-cost, quick-

to-implement capability that delivers improved mission focus, enhanced

controls, and high return on investment in the following ways

Army Robotics Process Automation

Works with existing

infrastructure and is

governed and

controlled by DASA-

FIM

Emulates human

execution of repetitive

processes via existing

user interfaces and

systems

Robots are a virtual

workforce to automate

simple repetitive

processes

ConsistentAutomated

solution can

work 24/7

100% accuracy100%24/7 100%

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Robotic Process Automation (RPA)

4

GCSS-

Army

Bob’s Needs:Technological /

Operational

GFEBS

IPPS-A LMP

EnterpriseData Analytics

EnterpriseData Analytics

• PKI Credentials

• System-specific Roles

• Computer Access

• LAN Access

• Virtual environment

• System Access (GFEBS,

GRC, EDA)

• Bob needs to be “taught”

by a Human

• RPA Software (UI Path)

• Bot controllers monitored

by Humans (not bots)

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RPA Intro Video

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Video: “Bots are here”

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US Army Robotic Process

Automation (RPA) Bot Roles

6

“Bot Manager” orchestrates bots to

ensure proper execution and help

facilitate resource utilization across

virtual machines

The bot controller is used to assign

jobs to RPA and to monitor their

activities

Each bot is located on an

organization environment – which

may be virtualized or physical (i.e.,

desktop computer) – where it

interacts directly with business

applications

Business users review and resolve

any exceptions or escalations

Bots are capable of interacting with a

wide range of applications

1

2

3

4

5

Bots are deployed and managed from a central controller to interact with a wide range of business applications. The controller

can reside on a desktop or virtual machine.

1 2 4

3 5

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4 week Proof of Concept (PoC) to demonstrate the many

capabilities of Robotic Process Automation (RPA)

US Army Proof of Concept “A”

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Step Description

Extract data from Excel spreadsheet

Reformat data

Create unique reports for each command

Create standardized, progressive messaging for each command

based on number of miscodes

Report metrics of this activity

Demonstrate labor savings by eliminating hours of manual workload

Create a video of the automation for demonstration

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US Army Proof of Concept “A”

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Video: “Demo Army DASA FIM”

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What are the Challenges to RPA?

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Proliferation of RPA

Software Vendors

Installing RPA Software

on Secure Government

Networks

Change ManagementApproval Processes

for Access

RPA Governance

Which software is the best for the

particular need?

What are the costs, pros, cons?

How is a bot authenticated differently

than a person?

What roles and access are a bot

allowed?

Who owns the bots and approves new

processes? Who prioritizes and

implements processes?

Who sets quality assurance and testing

criteria and standards?

One security group controls access to the

network, a different group controls access to

each different system, a middleware may

control access to the interfaces.

Forms and red tape to complete across

systems, interfaces, reports,

How to think differently in a world where

automated bots and analysts work side-

by-side.

Training for management and coding of

bots, how roles change to leverage

automation.

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US Army RPA Operations Model

10

QA/QC and

Testing/Break-FixSustain & Maintain

Governance1

Business Process Areas

IT Operations / Support

Others

Security ICAM Training Procurement

9

8

Support Functions

Operations

3

“Bot Squad”

Customer Outreach

7

2

Intake / Prioritization Bot Control Board CIO Liaison

Multi Developer Build & Deploy Service

4 5

6

Area Potential Activities

Governance Aligns Program with strategy, approve priority list for execution

Customer

Outreach

Work with process owners to identify processes for automation,

build and nurture customers

Operations • Intake / Prioritization – Identify and recommend opportunities

for execution to BCB Chair

• Bot Control Board (BCB)

Approve Bots for readiness to deploy

Review the performance of all bots

Prioritizes and manage bot work

CIO Liaison – liaison with CIO G6

QA/QC and

Testing

Recommend software development standards

Evaluate and recommends readiness to deploy bots based on

quality standards

Sustain &

Maintain

Monitor Bots and ensure Service Level Agreements are met

Identify exceptions and escalate as needed

Publish utilization and capacity planning report, metrics

Evaluate and determine root cause for all bot break-fix

activities.

Evaluate operational bots against announced process or

system changes

Multi Developer

Build & Deploy

Service

Bot developers focused on build and delivering automations

Work directly with approved business team to create bot

Perform all incident, problem and change activities.

Perform all maint. & mods to bot as directed by BCB

Business

Process Areas

Identify target processes and provide process details

Provide test data and perform UAT

IT Operations /

Support

Ensure Bot developments complies with change control,

release management etc.

Provide application support for access and availability

CISO ensures STIG, security patches and ensures bots are

monitored for anomalies

Others Contract with vendors for software and delivery

Provide tools and support training delivery

Support security processes and streamline processes to obtain

security approval

9

8

7

3

6

1

2

4

5

Multi Developer Build & Deploy (Project #2)

Multi Developer Build & Deploy (Project #3)

Multi Developer Build & Deploy (Project #...)

6a

6b

6c

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US Army Bot Squad ConOps

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Establish OperateSustain &

Innovate

Delivering the RPA Program Managing the RPA ProgramSetup RPA Program

Process Assessment

Define

Assessmen

t Standards

Define Bot

Developmen

t Standards

Define Bot

Sustainment

Program

Deploy

Assessment

Technical Setup

Training

Communication

Plan with JSP,

DISA, etc.

Support Software

Through JSP

Bot Squad Tasks

Review Organizational

ImpactsDrive Future Change

Process Delivery

Design

RPA

Configuration

/

Development

Automation

Testing

Production

Deployment

Maintain Business case

Transition from IOC through FOC by Testing

Processes and Refining Goals

Managing Robot Operations

Implement Change Mgmt

Process

Developing a Support

Model

Manage Robot Capacity

and PerformanceIncident Management

Implement Robot

Assurance FrameworkManagement Information

FOC through Clearly Defined

Steady State Operations

Measure Feedback and Work Force Impact

Organization Design

Change Management

Project Management and Quality Assurance

Setting up RPA Bot Squad Capability Operationalizing the RPA Bot Squad Maintaining the RPA Bot Squad

Articulate Bot

Management

plan

Stake Holder

Assessments

Bot

Understanding

and Integration

Plan

Organization

Change

Management

Change

Management

Strategy

Aspirations

Document Bot

Governance

Establish

Bot Processes

Document Bot

Procedures

Establish Key

Process Goals

Workforce Force

Multiplier Impact

Establish

Standards

Documents

Project Mgmt &

Quality Assurance

Process

Assessment

Project Management & QAQC

Methodology

Framework

Process Delivery

Org Design and

Talent

Change

Management

Managing Robot

Operations

Bot Squad

Tasks

Methodology

Introduction

DASA FIM RPA

Tool Guide

Change Management

Organizational Design

Process Delivery

Technical Setup

Process Assessment

Managing Robot Operations

Contact Us

*All Phases and subsets will have links to RPA framework documentation

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ConOps: Identifying Processes to Automate

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Well-defined, measurable, rules-based processes can be selected for automation by rating complexity against value (driven primarily by the combination of manual effort involved, and overall transaction volume)

RPA Process Selection Matrix

Time Savings / Capacity EnhancementsAccounts for the potential savings in time by freeing resources to handle more complex tasks or adding capacity through incremental run time

Value Measures Ease of Automation Measures

Error Resolution

Accounts for the reduced cost, and increased revenue, other than time related, as a result of error reduction

Data Availability

Accounts for the benefit generated by easier access to accurate and consistent data

Scope

Accounts for the breadth of input to a process across the organization, including people and systems

Size

Accounts for the number of process steps and the amount of data

Variability

Accounts for the potential paths a process might take, and the difference in inputs and outputs

Process Selection Criteria

High

LowLow High

Ease of Automation

Leve

l of

Val

ue

SituationalLikely Candidates for Automation

Unlikely Candidatesfor Automation

Situational

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ConOps: Evaluation Process

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1 Identify processes 2 Assess process complexity 3 Document Business Case

Activities

Results

Candidate Process Assessment

Identify processes and determine

fit for Process Robotics

Understand level of effort needed to develop Bots

Establish Return on

Investment of Bots

• Conduct Ideation session based on understanding of Process Robotics

• Conduct initial level analysis using 8 evaluation criteria to determine ‘fit / unfit’ for Process Robotics

• Understand key metrics to ‘fit’ processes (i.e. labor costs, throughput)

• Prioritize ‘fit’ processes with initial process analysis findings

• Conduct second level analysis on each ‘fit’ process (using evaluation sub-criteria)

• Use Process Complexity Calculator to determine Simple, Low, Medium, High for each ‘fit’ process

• Document time to develop bots each for ‘fit’ process

• Document key performance metrics for each ‘fit’ process

• Validate metrics with process owners

• Finalize initial business case

• Gain approval to move forward with developing bot(s)

• Prioritized list of automatable processes fit for Process Robotics

• Time needed to develop bot(s) for ‘fit’ processes

• Business Case for ‘fit’ processes

• Selection of Pilot process

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ConOps: Evaluation Criteria

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Criteria Description Sub-Criteria

Number of Systems

Used

Process should typically require employees to access multiple

independent systems to complete the process.

List of Systems Used

Ease of Access / Integration

Transaction VolumeProcess need not necessarily be limited to high-value transactional

processes. Any process that is labor intensive, time-consuming, or

has high-cost impact errors qualifies.

Annual Volume

Subject to Seasonality

Prone to Errors or

Re-Work

Manual activities in the process today result in errors due to human

operator mistakes (e.g. complexity of work or infrequency of activity).

Error Frequency

Error Impact

Process Predictability Process needs to be defined in terms of a set of unambiguous

business rules.

Size of Decision Trees

Business Logic Complexity

Business Rule Documentation

Rules Based Exception

Handling

Simpler processes with little exceptions in delivery are excellent

candidates in the beginning. With experience, there is potential to

expand to processes that are more complex or error prone.

Number of Exceptions

Business Rules for Exceptions

Manual Work InvolvedProcess should have little automation support today and large

amounts of manual work.

Number of Keystrokes

Number of FTEs

System Upgrade Timing

Process should be avoided if it interacts with a system scheduled for

a major planned upgrade within 6 months. Major upgrades beyond

minor enhancements need to be planned for in order to prevent

rework.

Date of Upgrade

System Importance to Workflow

Enhancement Scope

Controls ImportanceProcess that is high-risk or has sensitive data that requires strong

oversight and set of internal controls.

Process Risk Levels

Audit Data Requirements

Regulatory Demands

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Next Steps: Future Use Cases

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01Status of Funds

Pulling data from multiple ERPs via a

bot to get real-time report of funding

levels.

02Data Quality

Bots crawl the network to find

noncompliant data and produce flags

and reports to clean up errors.

03Funds Distribution

Using bots to automatically input funds

into the various systems across the

enterprise upon receipt of the

congressionally approved budget.

04Feeder System Reconciliations

Bots match and reconcile transactions

across feeder systems and in the

receiving system.

05Accounting Tie Points

Bots ensure the federally-mandated tie-

point accounts balance and equal the

values that they should.

06Systems Access

Bots do automatic checks to ensure

system access is removed on time and

when appropriate and no improper roles

are assigned.

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Questions?

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NCR PDI 2018: