Sourcing RPA - Aecus€¦ · Sourcing RPA Making the next ... Simple tools to record and repeat tasks. ‘Macros’. ... Aecus RPA Services

Copyright © 2015 Aecus Ltd. All rights reserved. 1

Copyright © 2015 Aecus Ltd. All rights reserved.

Sourcing RPA

Making the next generation of automation

work for you


e.g. Analytics

Sourcing Strategy

Benchmarking

Outsource RFP / Deal Advice

Shared Services Design / Build

Transition / Operations Support

Vendor Management

Programme Management

Interim Management

Dispute Resolution/Expert Witness

Location Assessments

Exp

ert

ise

an

d d

ata

By process:

Digital/Customer

Industry-specific

Clinical

Procurement

HR / Payroll

Finance

Applications

IT

By sourcing model:

Shared services

Outsourcing

By topic:

e.g. Cloud

e.g. Innovation

e.g. Robotics Ho

w w

e w

ork

wit

h y

ou

End-to-end support

Access to data

Workshops / briefings

QA and governance

Targeted projects

Aecus advises across the sourcing spectrum - including new challengesSe

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Lif

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Paul Morrison

Paul is a Partner at Aecus and the head of the BPO and Shared Services Practice. Paul is an expert in sourcing strategy, benchmarking and innovation in outsourcing. Paul runs the Aecus Innovation Programme, including the Innovation Awards, [email protected] / @MorrisonPaul1

Kulpreet Singh

Kulpreet is an expert in business process sourcing, analytics and automation. He is supporting a FTSE 100 General Insurer in adopting RPA across its back office processes. Kulpreet has over a decade of experience in outsourcing & [email protected]

The Aecus RPA team

Piyush Sodhi

Piyush has over 15 years of experience in advising on sourcing and technology. Hespecialises in shaping global sourcing deals, and tackling the challenges ofovercoming the challenges of legacy systems. He recently advised a number oforganisations on where to pilot RPA in their back office [email protected]

mailto:[email protected]


Robotic and Cognitive Automation: The appetite is strong and growing

A recent Aecus survey of technology decision-makers show RPA as the tool that they are most likely to use to adopt in the next 3 years

Source: Aecus Survey


Desktop Automation

Robotic Process Automation

Cognitive Automation

Simple tools to record and

repeat tasks. ‘Macros’.

Software that uses pattern

recognition and machine

learning, potentially combined

with natural language / ‘human’

interface

Software that acts as a ‘virtual

person’, operating existing

applications and systems. Rapid but

scalable task automation.

Note: Illustrative automation vendors

Pote

ntial V

alu

eThe spectrum of smart automationRPA is the latest wave of automation software reaching maturity

Evolution


RPA: What the users say

The result has been impressiveand a complete success. We havesignificantly improved our abilityto respond to customers andachieved flexibility and scalabilitywhilst reducing costs

Without deploying this technology we could nothave managed the increased managed servicesbusiness without significantly increasing the size ofour operations workforce. Even then it is unlikely wecould drive the same consistent, high quality ofdelivery with increased profitability

Cognitive is now a fundamental part ofour process and we are already planningto expand its use to deal with otherunstructured processes

It has allowed us to utilise the skills andpassion of our permanent staff moreeffectively which has enabled us to create,implement and drive a sustainable longterm strategy.

Faster, more personalresponse to passengers

32 man hours of processper day reduced to 4

Rather than employ temporary staff,we can cope with sudden demandsfollowing large scale delays ordisruption

50% reduction in operational costs


RPA: Key benefits

The result has been impressiveand a complete success. We havesignificantly improved our abilityto respond to customers andachieved flexibility and scalabilitywhilst reducing costs

Without deploying this technology we could nothave managed the increased managed servicesbusiness without significantly increasing the size ofour operations workforce. Even then it is unlikely wecould drive the same consistent, high quality ofdelivery with increased profitability

Cognitive is now a fundamental part ofour process and we are already planningto expand its use to deal with otherunstructured processes

It has allowed us to utilise the skills andpassion of our permanent staff moreeffectively which has enabled us to create,implement and drive a sustainable longterm strategy.

Faster, more personalresponse to passengers

32 man hours of processper day reduced to 4

Rather than employ temporary staff,we can cope with sudden demandsfollowing large scale delays ordisruption

50% reduction in operational costs

Major operational benefits for each in scope task / process:

• 24/7 availability

• Flexibility to handle peaks and troughs

• 40-80% reduction in FTE costs

• 80% reduction in cycle time / TAT

• 90% reduction in error rates

Non-linear benefits to the business

• Refocusing the business away from high scale, low value work

• Compliance and auditability

• Analytics and insights from previously analogue / ad hoc work

Much shorter implementation time than typical IT builds

• 8-12 weeks for initial go-lives


However RPA presents 10 major new challenges

Orientation• What is RPA? How does it differ from other

automation? Is it relevant for us? • What could the benefits be? What risks?

Robot Readiness Analysis• What does it mean for our existing outsourcing

relationships / shared services? Do our current activities need to be changed to be ‘robot-ready?’

Sourcing Strategy• How do we source RPA? Internally, via Specialist RPA

provider, or via outsourcing partner?

Supplier Selection• Who are the leaders in RPA?• Who is the right provider for us?

Feasibility and scoping• What are the best opportunities? • What is the potential impact?• Where should we start?

Governance and Capability• How should we run and evolve our RPA / Cognitive

activities? What skills / organisation are required? How do we build on / reuse our experience?

Commercials• What is the right pricing for RPA / Cognitive? • What is the right price structure? License? Price per

robot? How should it impact our existing deal?

Implementation• How should we implement RPA / Cognitive? What is

the right approach to transition, transformation and change? How do we manage the cultural change

Solution Design• What should the RPA solution look like?• Integration with other systems?

Specification / RFP• Precisely what services do we need? What is the

scope? What other specifications are important?


Building an RPA approachSuccess with RPA requires many elements to be in place

RPA Model

Operating Model

Implement

Platform and technology

SupplierCommercials

Governance

Scope and spec

• Managed Service

• Inhouse CoE

• Hybrid

• Process scope

• Complexity analysis

• Fit with current baseline

• Exceptions clarity

• Tool / platform selection

• Supporting technologies

• Digitisation / scanning

• Specialist RPA provider

• ITO

• BPO

• Internal skills

• Transition

• Transformation

• Change

• Risk

• Licence

• Pay as you go

• Transaction based

• Outcome based

• Leadership

• Fit with existing forums

• RPA-specific roles


Aecus supports RPA clients with a range of sourcing needs

1. Greenfield outsourceKey issues

• How do you design outsourcing from the start with RPA built-in?

• Who is the right supplier?

• How do you make sure you get a fair, sustainable share of RPA savings?

2. Inflight outsourceKey issues

• What needs to change in the current deal? Do we have the right supplier?

• How do we incentivise RPA, given that it will cannibalise incumbent FTE revenue?

• How do we avoid ‘Supplier RPA by stealth’?

3. Shared ServicesKey issues

• How to identify RPA opportunities and lead RPA change?

• What RPA skills and experience do we need to invest in now?

• How do we manage the RPA change journey in our organisation?


Aecus RPA Services – From idea to implementation

Intro

Briefing

Process

Scan

Market

ScanStrategy /

Business

CaseImpact

Analysis

Pilot

RFP

Process

Contract

Rollout

Scale and

Optimise


Aecus RPA Services – From idea to implementation

Stage Aecus Activities Duration

Intro briefing • Demystify, define, educate; describe benefits, costs, timings, process• Vision: What will happen to the RPA / outsourcing marketplace?• Scenarios: What could the impact be on your existing arrangements?

½ day

Process Scan • High level opportunity scan – which processes are suited / what are outcomes?• Identify and rank pilot opportunities

2 weeks

Market Scan • Review long list of providers• Meet 5-10 providers for 2 hour workshops• Carry out RFI to assess vendor and service provider offerings• Select shortlist of 3-4 providers. Rapid 1-2 week ‘cook off’ between strong candidates.

2 weeks

Strategy and business case

• Outline business case and price benchmarking• Draft engagement model – role of suppliers / internal provision

2 weeks

Impact analysis • Assess impact on current outsourcing and shared services arrangements; worked examples• Check change control and contractual mechanisms• Assess scope for gainshare and other mechanisms to share automation gains• Consider viability of early exit – fees v. benefits

2 weeks

Pilot • Run task-level project to serve as proof of concept 1-2 months

RFP process • Support gathering of full requirements specification; Validate with SMEs and IT• Run RFP selection process including supplier workshops, pricing analysis, response review and scoring,

engagement with shortlisted suppliers

3 months

Contracting • Support negotiation and drafting of contract 1-2 months

Rollout • Implement automation rollout with selected provider• Support development and implementation of transition plans• Support change and comms

-

Scale and optimise • Set up / enhance RPA governance and organisation -


Aecus RPA Team Experience

Insurance Client: Robotic RFP Process and Implementation

• Orientation on art of the possible

• Strategy guidance• RFI process• Pilot design• Provider shortlisting• RFP development• QA

Private Bank Client: Robotic Feasibility Study and Analysis

• Intro briefing and orientation

• Development of feasibility plan / process selection

• Business case development

Manufacturing Client: Robotic

Feasibility Review

• Orientation training for 50 service managers

• Review of F&A process for RPA suitability

• Identification of high potential priorities

• Impact analysis for inflight deal

Aecus Innovation Awards on Robotics and Cognitive – Awarded to:

Retail Bank Client: Robotic Process Review / Q&A

• Review of Bank’s draft feasibility paper for RPA rollout

• Guidance on commercials

• Market scan / supplier shortlisting

Documents

Sourcing RPA - Aecus€¦ · Sourcing RPA Making the next ... Simple tools to record and repeat tasks. ‘Macros’. ... Aecus RPA Services