SoftServe Realizes 90% Reduction in Cycle Execution Time for Accounting Processes with RPA Implementation
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SoftServe’s accounting department regularly processes changed bank account data of employees. New account data is received from a partner bank, stored and then transferred to the ERP system. The amount of data grows according to general company growth.
An accountant logs into the bank access system, receives a secure message and saves an Excel attachments with new employee account data on a network share. Another accountant opens the Excel file, accesses the ERP system, searches the record of the first employee by the employee code copied from the Excel file, opens the employee record and pastes there all new account data. Then they repeat the same for all other records in the Excel file.
The process is important so that all necessary payments are performed using up-to-date information. However, automating repetitive manual activities would bring savings of employee effort, improve process velocity and capability, and increase employee satisfaction from performing less monotonous work.
A business analyst and a solution architect worked with accountants to assess the process, learn constraints, and define tasks feasible for automation. Then internal IT teams were engaged to agree on the solution architecture to integrate the automation with internal systems.
The first step of the process was agreed as not to be automated because of heightened security in the bank access system and shorter duration of manual activities. The next step of the process to transfer Excel data to ERP was fully automated. The only manual activity is to read the execution report and act on failed updates, if any. Additionally, the e-mail report the process execution is fully logged for analytics and audit.
The UIPath RPA platform was used to develop the automation. It was also integrated with MuleSoft enterprise messaging bus, Outlook, and the ERP. The process involves a proprietary bank access system with heightened security restrictions and an internal ERP system with sensitive personal data.
The process cycle execution time was reduced by 90%. Process scalability increased to accommodate for the company growth. Full logging for the audit and analytics was implemented. The project implementation took only seven weeks and involved a small team.