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Liquidation of Assets in SAP

Applications SAP
Outlook
IE

Result Time of processing decreased to 1/3
Saving 2 FTE

Challenge

Financial shared service center of a technological company encountered a problem with liquidation of a great deal of assets. It was a tedious work for people that required only downloading data from one system and uploading it to another.

Solution

The robot opens easyOffice portal and loads items to queue. Then checks scraping method and uploads it to SAP. It writes down the uploaded items into easyOffice and saves PDF to shared drive.

Result

The time of the processing of all the items was decreased to one third of the original time. The employee dedicated to the work is able to focus on other important tasks.

Redemption Statement Creation

Applications Internal Applications
MS Excel
IE

Result 4 FTE saving
People performing value-added work

Challenge

For a customer in Poland operating in the bank sector creation of redemption statements became a challenging issue. A team of 5 employees takes care of the procedure that might seem quite demanding for people. As the rules are standardized, there is no need for people to perform the work anymore.

Solution

The robot extracts data from an internal system. It processes cases based on the given rules in the second internal system and then letters are sent to customers about redemptions statements. If any unusual cases occur it forwards them to a manual check and processing.

Result

The automation delivered a solution that saved 4 FTEs. The process became semi-automated because in a small number of cases manual check is necessary.

Credit approval

Applications MS Excel
Outlook
SAP
IE

Result 10-15 FTE savings
The process speed 5x increased

Challenge

A German bank has to involve more than ten employees in the process of approving credits for their customers. The employees must work with three systems and follow a complicated decision making logic. However, this logic is routine and standardized and can be done by a virtual workforce.

Solution

Contract numbers are loaded from a web application. Two SAP systems are used to find duplicates and check all the products that a customer has. Several decisions have to be made to check if the customer can get the credit or not.

Result

Automation of the process resulted in savings of 10-15 FTEs, as well as it resulted in much higher speed of the approval procedure.

Invoice Processing

Applications Outlook
Web-based application (DEX)

Result 3 FTEs saving
100% process quality delivered (0% error rate)

Challenge

A global technology company with SSC in Poland was constantly struggling with long time duration and high error rate of invoice processing.

Solution

With the process analysis and automation development we delivered a solution, which allowed the Robot to log into DEX (web based app), to gather all the necessary data. The invoice type was specified by selecting a specific territory and language. The Robot creates invoices based on the criteria, exceptions and the configurated process logic Than it sends the invoices to customers.

Result

The developed solution allowed the customer to streamline invoice processing, decrease number of errors in the process and accelerate invoice time to the customer.

Automated Reporting Process

Applications Outlook
SMCore
MS Excel
IE

Result Saving 7 days each month
2 FTEs saving
Nonstop run during day and night

Challenge

A global technology company SSC in the Czech rep. stuck with a reporting process for German operations. Employees use macro for reporting purposes so at least some calculations were automated. Even with this help an employee had to start the macro on each row of a huge master excel file and download additional files for each row from SAP. This process takes 10 MDs each month.

Solution

For each item of  the excel data input the robot downloads specific files from internal system and runs the macro on that file. The result of the macro run is getting a report relevant to the item. The goal is to get a file with the reports of all input items.

Result

Reporting process fully automated. Process runs without break 3 days instead of 10 MDs. Robot saves 7 days of 1 FTE each month.

Upload and Validation of Bank Statements in SAP

Applications Outlook
MS Excel
SAP

Result Error rate lowered
Automated in 3 weeks
2 FTEs saving

Challenge

Financial shared service center has to create reports about bank balances changes everyday. This process needs manual and routine work each day without the necessity of human thinking and making decisions. This process takes 10 MDs each month.

Solution

Bank statements are downloaded every day and the robot uploads them into SAP, then compares current statements with those from the previous day, as well as it validates the cumulative balances in SAP. At the end it exports a spreadsheet from SAP and sends reporting emails.

Result

Automation done in 3 weeks. Reports with balance changes are ready for managers each morning after night run of the robot. The process was absolutely moved from human to robot and the runs are done at night before each business day. In addition the robot is more precise and better at comparing the balances, the error rate has been lowered.

Audit and Review of Travel Invoices

Applications BCD Webtraveller
MS Excel
Acrobat Reader
Outlook
Ariba

Result Process 4x faster
Desired 0% error rate

Challenge

For SSC of an American entertainment company receiving dozens of travel invoices meant hours of work when auditing and reviewing them. Also the data quality was lower than desired. The aim was to decrease the error rate and speed up the procedure.

Solution

The robot is designed to receive travel invoices via emails and stores zipped attachments. It validates data from Excel documents and then inputs it to two web-based applications and prints PDFs. PDFs are merged and sent via emails.

Result

Since the solution was delivered the error rate has dropped to 0%. Now the process is 4x faster.

Changes in Fixed Assets in SAP

Applications SAP
MS Excel
Outlook

Result Saving up to 5 MDs a month
Process speed increased 4x

Challenge

Financial shared services of a technological company situated in the Czech republic deals with a significant amount or requests for changing cost centers in fixed assets in SAP. It is a routine work that requires performing minor changes in SAP according to the Excel file.

Solution

The Robot receives an input document specifying what changes are to be performed. It goes to SAP and performs changes in required asset numbers. Whether the changes are successful or not it sends an email reporting the run of the process.

Result

Time of the processing of one item has been reduced to a quarter. In months when hundreds of changes are requested the automation saves several MDs.

Upload and Validation of VAT in SAP

Applications SAP
MS Excel
Outlook

Result 100% correctness of the validation of VAT numbers
1 FTE saving

Challenge

Hundreds of VAT numbers are needed to be validated in Financial shared services every week. Orientation in such volume of data was causing a high error rate.

Solution

Instead of dealing with everyday validation of VAT numbers it is sufficient if the robot performs the required steps only twice a week. The robot opens an excel file with input data, validates it in SAP and then update excel file with SAP ID.

Result

The process can run at night, so the results are prepared in the morning. Automatic processing of numbers means zero error rate, since the robot cannot get tired and confused by great volume.

Product Costing

Applications SAP
MS Excel

Result Time of processing decreased to 1/3
8 FTEs saved

Challenge

A team of 8 employees in a shared service center in Poland has to take care of the process of product costing. The procedure is quite easy to understand as it is done only in SAP and Excel file, but very tedious.

Solution

The robot is navigated to SAP where it gets the needed data. Afterwards, the data is edited in Excel file according to the given rules, imported back into SAP. A new table is exported from SAP and the process is repeated until all products costs are calculated.

Result

Eight FTEs have been saved since the time the process was deployed. The employees originally performing the task moved to more useful and enjoyable work.

Download Remittance

Applications IE
MS Excel

Result 1 FTE saved
5x faster time of processing

Challenge

This routine process demanded an employee to perform very boring and lengthy task of downloading payments, the subsequent editing of related documents and distributing them.

Solution

The Robot was designed to go to an internal portal, download payments from there and then edit excel table based on the predefined rules and send it to the shared mailbox.

Result

The deployment of RPA resulted in saving of 1 FTE and in reduction of the processing time to one fifth of the original time.

Invoice Billing Process

Applications BPCS
MS Excel
Outlook

Result 0% error rate
The process speed 5x  increased 

Challenge

A shared service center of a world-leading provider of sustainable productivity solutions situated in the Czech Republic had to deal with tens of invoices every day. Invoices were processed in an internal system that requires the employee to be very focused on the work so that they are processed correctly. 

Solution

The robot was designed to be able to extract the necessary data from an Excel file and input all the information about individual invoices into internal system called BPCS. In BPCS application invoices were created and sent to colleagues in Belgium. At the end, the robot updated the source Excel file and sent a report email to dedicated employees.

Result

In two weeks we designed a solution that lowered the error rate to 0%. Owing to a very short response time of the application, the invoices are now processed 5x faster.

Checking Suppliers in Federal Provided Services

Applications Outlook
MS Excel
IE

Result Time savings
Process speed and quality acceleration
Process developed in 2 weeks

Challenge

Czech Facility management provider was under risk to pay penalties due to high volume of manual activities during taxpayer reliability check. Under Czech law, every entrepreneur is obligated to check the reliability of the taxpayer. Based on this, it is necessary to search for a particular supplier in the public register and verify that they are a trusted taxpayer.

Solution

The Robot searches information about suppliers in an internal system and federal web-based services. It validates results from the web search and prepares a report about taxpayer reliability. It sends results via e-mail immediately.

Result

List with information about reliability of suppliers is sent via e-mail each day. The process was developed in 2 weeks.

Insolvency Check

Applications MS Excel
IE

Result 8 FTEs saving
Weekend run

Challenge

To create a process which automates a checking procedure when a company is being searched for on the insolvency portal of the Czech Republic. This is done according to an excel file which is sent via email.

Solution

Data is taken from a CSV file which is attached in the email. It is up to the customer to set rules for the subject. Robot takes a company from the CSV one by one and checks it, to see if there is any record on the insolvency portal, if so, it writes down this into the CSV file. When it is done, it sends the updated file back to the sender.

Result

The automation removed 1 whole task. The results of the check are available every Monday morning, since the robot runs during the weekend.

MF-K Contract Changes

Applications Outlook
MS Excel
SAP
XML

Result 1000 hours per year automated
Processing time saved

Challenge

There was a huge amount of change requirements to be done in a SSC situated in the Czech Republic. The task was unnecessarily time-demanding for a human worker, that is why this was an ideal task for the robot.

Solution

Implementing of Blue Prism process which handles contract changes. Robot scans shared-drive folder for new XML files, then sorts them by last change time, opens the oldest one, reads all information from it and amends them into the SAP contract item according to the given process logic. After processing all files creates MS Excel report and sends it to the process owner.

Result

Implementing of Blue Prism process which handles contract changes. Robot scans shared-drive folder for new XML files, then sorts them by last change time, opens the oldest one, reads all information from it and amends them into the SAP contract item according to the given process logic. After processing all files creates MS Excel report and sends it to the process owner.

Postident Forms

Applications MS Outlook
IExplorer
MS Excel

Result Processing time decreased to 1/10
Error rate lowered

Challenge

The purpose of the process is to verify the data of loan applicants that are gained from a public web postal portal. The data obtained in this way was compared manually to the client's internal database. The results were then recorded into Excel and sent by email to the management for further processing.

Solution

The automated process opens the input csv file stored in the shared folder on the client‘s disk. It reads the requested data of the applicants, opens the web browser and logs into the client's system to verify the data. The results are written to an Excel file, which is sent at the end to the specified email addresses.

Result

The time taken to check and verify the data was reduced to one tenth of the original time. Employees who were performing the task before now have an opportunity to focus on more important tasks.

Checking Records about Disabled Employees

Applications Outlook
SAP
IE

Result 0,5 FTE
1 week needed for automation
Processing time reduced to 1/3

Challenge

An employee of the accounting department of a utility company unnecessarily spent much of his working time routinely comparing data. In addition, the notification emails that needed to be checked out were always received without any fixed schedule, so the employee never knew when to set aside time for this activity.

Solution

The robot checks the dedicated email box and looks for the notification emails sent from the portal of the Ministry of Labour and Social Affairs. It verifies the data listed on the portal against the data stored in the SAP system and if everything agrees, it confirms that the document correct on the portal. In case of discrepancies, it sends an alert to the authorized person who handles the document manually.

Result

Since the process only works with the Internet portal and SAP, automation was completed within a week. The process runs on a daily basis and has a slot at night when SAP is less busy, therefore the processing time is accelerated considerably..

Trintech

Applications SAP
IE (Interní Applications)
Excel

Result Lowered error rate
2 hours/day saved

Challenge

A finance team of a British pharmaceutical company dealt with a large number of Excel documents that had to be processed first, i.e. the data was copied from one system to another and then the updated documents had to be uploaded to both systems.

Solution

The process was automated in the way that spreadsheets are exported from SAP with all the entries. Each entry from the spreadsheet has to be put into Trintech – web application and the file attached to that has to be downloaded and uploaded back to SAP so that all the attachments saved in Trintech are available in SAP as well.

Result

Human errors that arose when copying data from Excel document into the internal system were eliminated. Two hours of a human daily work were saved.

Statement of Account

Applications SAP
MS Excel

Result Full automation = value added tasks for the human workforce
3 hours/day saved

Challenge

Employees of a British pharmaceutical company were spending their time quite uselessly when checking an Excel document every few hours, looking for updates. This was an ideal task for a virtual workforce.

Solution

The robot was programmed to perform checking the Excel document every few hours instead of the finance team – if a new journal was posted by one of the workers, it was checked in SAP and a report about the status of each invoice was recorded in another Excel file.

Result

The whole process was automated with virtual workforce so that it does not have to be done manually every couple of hours by the workers – the workers can move to more complex tasks without spending time uselessly on checking the Excel documents.

Cash Allocation

Applications SAP
Excel
Outlook

Result Processing time reduced to 1/5
0% error rate

Challenge

Every day financial services department of the leader in capital goods receives payments from business partners through its bank accounts in several countries. Amounts received every day need to be transferred to SAP CDFS and appropriately linked to the relevant open items via a payment posting.

Solution

The robot receives an Excel data table as an input and searches for the necessary information in the SAP system. Payments are linked to the open items, and then paired in the SAP system. Once these steps are completed, it sends the updated excel according to country of origin to the responsible people.

Result

Processing time decreased to one fifth. The process now runs at zero error rate.

Internal Orders Maintenance

Applications Outlook
SAP
Excel
CIM CDB

Result 4 FTE saved
100% quality of the process

Challenge

Updating unfinished orders in SAP was too lengthy due to the high number of cases. Parts of the process were carried out in several departments of the organization. Twice a year, unfinished orders are checked. To do so, you need to find contact information and then send a notification of an unfinished item to the responsible persons.

Solution

Process logic has been modified and it has been split into 3 threads. All parts of the process were automated, the robot searches for contact information and sends notifications to the responsible people. Then it notifies the process owner of undelivered notifications.

Result

Fully automated process without human intervention. The process runs at zero error rate and was 4x accelerated.

Deal Renewal Process

Applications MS Excel
SharePoint
Internal Systems
Outlook
IE

Result 5 FTE savings
50% of process renewal costs reduced

Challenge

A manufacturer company in Poland needed to improve its renewal process in Order management department. The process was too intensive for humans and generated a huge workload, which caused not delivering expected KPIs in this sector.

Solution

With RPA automation implemented we created a solution, where the Robot loads csv file from SharePoint. The Robot logs into internal systems goes through the given logic and renews expiration dates. At the end of the process a final report with information about success, errors or exceptions is sent by mail.

Result

Order renewal process semi-automated. Developed solution helped the client to proceed renewals according to its KPIs and workload equivalent to 5 FTEs has been substituted with the robot.

Claims Creation in an Internal System

Applications Internal Applications
IE

Result 1 FTE saving
3x faster claims processing

Challenge

Creating claims in a complicated internal system was causing difficulties and great workload of employees. The claims processing was often delayed and took too much time.

Solution

The delivered solution is designed in a way that the process works with an internal web-based application running in the IE browser, where the robot takes data about complaints from many different banks, and prepares it according to the given rules.

Result

The result of the automation is 3x faster processing of claims creation. Replacing humans in the routine by the robot saved 1 FTE.

Purchase Order Modification

Applications Outlook
WebService
IE

Result Improvement of data quality
1 FTE saving
Automation done in 6 weeks

Challenge

A global technology company SSC in the Czech rep. was facing a problem with high volume of transactions, what had a negative impact on the quality. The service center gets a big amount of tickets to proceed purchase order modification. A team of 5 FTE takes care about each request and do appropriate changes on customers accounts, which caused a huge workload and process delay.

Solution

We created a solution in which a ticket is received via email, where changes in purchase orders are requested. Opens SAP Portal Net Viewer (IE) and inputs the desired changes. After processing the POs it sends an answer back to the original system through a web service.

Result

Improvement of Data Quality from Customer side, 1 FTE Saving.

Incident Recording in an Internal System

Applications SAP
Internal Apps: Stella, Remedy, Lync

Result 4x faster 100% quality

Challenge

A British multinational retailer headquartered in London was facing a challenge of processing incidents records and transferring them into the database, which cost effort of 3 employees, who had to be able to work with more than 4 applications.

Solution

The designed solution takes incidents records from an internal system and creates records of them in the internal database system after the data are compared according to certain criteria.

Result

Automation solved the problem with the complexity of working with many various systems. It facilitated the work of 3 employees who could dedicate their effort to value added assignments.

Updating Customer‘s Contacts in an Internal System

Applications Internal NLP System
MS Excel
IE

Result Data quality improved
Automation done in 2 weeks
1 FTE saving

Challenge

A Czech company providing IT services was troubled by the fact that one employee has to spent time checking their websites if there is already the required file and performing changes in customer contacts.

Solution

We provided a solution where the robot is checking websites for a new file to appear, after that the file is downloaded and opened. Proper contact changes are made in an internal database according to the downloaded file data.

Result

The robot is able to check the websites in desired intervals and run the rest of the process only if there is any data to work with. It takes a few seconds. The quality of data was improved as the robot does not make mistakes in customer contacts.

Preparation of PTP reports

Applications SAP
Cadency
SPIDR2
IE

Result Fully automated process replaced 1 FTE

Challenge

In an entertainment company one full-time worker has to deal with PTP reports. This mundane work that consists of downloading reports from SAP and uploading updated and processed files to SPIDR2 and SharePoint can be transferred to a robot.

Solution

The robot downloads a report from SAP, pastes data from downloaded excel to the template from previous month. Then it uploads updated template to SPIDR2, copies the link from SPIDR2 and saves it to CADENCY with updated report as attachment. At the end it uploads the processed files to SharePoint.

Result

The automated solution we developed saved 1 FTE. The employee could move to more interesting and satisfying tasks.

Delivery Lists Processing

Applications Internal Apps
MS Excel
SAP

Result 100 % Accuracy​
Batch processing

Challenge

The customer is an international pharmacy corporation and needs to send delivery lists (DL) to customers in the required format and for each customer there is only one e-mail to be sent instead of many emails that are being sent now.

Solution

The robot extracts data from the list in excel file and enters it into SAP to generate proper DL. DLs are exported in the required format and sent to customers according to the list of customers. SMTP server is used for sending emails. As required, the robot deletes all generated files and creates a report in an excel table.

Result

No faulty emails for customers​ Depending on the amount of data, the robot is capable to save 0.25 FTE​ Robot is now processing requests in batch​

Creating of Courier Shipments

Applications SAP TM
TNT websites

Result 100% data quality
1 FTE saving

Challenge

Couriers in one of the world's leading providers of end-to-end supply chain solutions had to input the shipment orders first into web-based SAP portal and then duplicate the exact same data in myTNT websites. (But only until they realized that copying various data is an ideal work task for a robot.)

Solution

The robot goes to SAP TM where a list of desired shipments is downloaded. Afterwards the data about every single shipment is acquired and input into myTNT websites. At the end of every shipment the robot sends a required documentation so it can be printed out.

Result

Thanks to the precise work of the robot, the data which is copied from one system into another is of 100% quality.

Order Creation in SAP System

Applications Outlook
PDF
MS Excel
SAP

Result RPA automation project completed in 6 weeks
Process speed and quality acceleration
Immediate RoI delivered ( 7 FTEs saved)

Challenge

Intensive routine work in an order creation process, which consumed back office workforce capacity in a shared service center of global IT services provider in Poland.

Solution

The robot is configured to put data from PDF and Excel together. It validates it and if all mandatory fields are available, the robot inserts the data into the SAP environment. New Order in SAP is created and information about success/failure is sent by e-mail on daily basis.

Result

Order creation process fully automated. Equivalent of 7 FTEs was released from this process to support business in a different more value added area.

Mass-uploading of Claims and Scanned Files

Applications SAP
MS Excel
CRM

Result FTE savings
Process speed and quality acceleration
Updated data each morning

Challenge

Utility company in Slovakia had a problem with inaccurate data transfer into SAP. According this need someone has to collect changes done in several Excel files and upload them into SAP system manually with relevant file attachments.

Solution

In this process there are 1K rated changes made in SAP, same amount of scanned files are uploaded to SAP according to information created by combination of various Excel files exported from SAP

Result

The process done in 2 weeks. It runs during night, each morning there are uploaded data in the system. 1 FTE equivalent saving

Exception Management in Order Execution

Applications SAP
Excel
Outlook

Result Simplifies employees‘ work
Transaction processing time is reduced by half

Challenge

The client requested an automation of the tasks performed in the department focusing on reporting delayed orders. An employee of the department searches for discrepancies in the SAP system based on the information gained from received tickets. These discrepancies are subsequently reported to the customers affected by the delay.

Solution

The Robot uses webservices to retrieve a ticket from which it can read all the neceassary data. It obtains an order code of the particular customer in one SAP system that enables it to review the delay in another SAP systém. Finally, an Excel report is created and sent to the customer.

Result

Thanks to automation, an auxiliary report is created for employees and it is subsequently sent to them. The processing time of one item has been halved.

Entering orders into SAP

Applications SAP
Outlook

Result Problem with the lack of employees solved
½ of the processing time

Challenge

The direct sales department of a manufacturing company situated in the Czech Republic urgently needed to solve the data logging problem. The data came via email in an electronic order and needed to be transferred into the SAP system. The department did not have enough staff to do this, so the problem was resolved via automation.

Solution

The robot filters out relevant emails and downloads the necessary order information in the PDF format. The information is read from the PDF and written into the SAP system. The Direct Sales Department is informed about the creation of a new order in the system via email.

Result

Thanks to automation, the process time is halved. The process is now at zero error and the problem of staff shortage to perform the process has been resolved.

Boarding of New Employees for HR

Applications Outlook
Target
MS Excel
K2

Result Transaction time accelerated from 10 minutes to 5 seconds
Equivalent of 2 FTEs substituted

Challenge

Helping the HR department of one of the biggest Czech BPO providers to automate data transfer between two internal systems. Automation was applied for the employee boarding process, employee profile change management and employee profile termination. These processes were labor-intensive and time consuming.

Solution

Techstra team assisted the company in the process redesign and automation development. The bot was configurated to interact with 2 internal HR systems. According to the given logic the bot was responsible for the data validation and data transfer between 2 internal HR systems. After completion the report with results was sent to responsible POC.

Result

Transaction time was decreased from avg 10 minutes per transaction to 5 seconds per transaction, which allowed the HR department to focus on more value added activities.

OFAC Check

Applications Outlook
MS Excel
IE

Result Saving uo to 1 FTE
Procesiing time lowered 3x

Challenge

Customer´s need is to check the background of the candidate, specifically if the candidate for the job has no links to terrorist organizations.

Solution

The robot extracts data from a excel file. Each candidate is checked on OFAC portal and relevant information is added into word document named by their names. Automation is able to handle names with diacritics and interpret all results.

Result

The speed of the distribution was accelerated significantly because tasks like sending emails takes the robot a fraction of a second. It saved an hour a day.

Administrate Customer Portal

Applications IE (Intranet)

Result Processing time decreased to 1/4
Error rate lowered

Challenge

Deleting inactive accounts from the client's internal database has been being done manually until recently. The worker has always had to check each individual account and suspend those that were inactive. Due to the large number of employees and therefore the accounts in the database, the process was demanding and mundane.

Solution

The Robot opens the intranet where it audits employees‘ accounts and loads them to the queue. Using an email address it checks in the second internal system whether the account holder is still an employee of the company. The result is the deletion of inactive accounts.

Result

Inactive bills are automatically cleared every three months, this task usually lasts for a whole working day, the robot processes the task in two hours. The error rate has been reduced.

Payroll Processing

Applications KS Mzdy
MS Excel
Outlook
PDF

Result Processing time reduced by 70%
100 % quality

Challenge

The task of the HR department is to process monthly payslips for the employees dedicated to various projects. The process is the same for every employee, but great emphasis is placed on accuracy which makes it time consuming and critical.

Solution

The robot processes individual employees‘ records and checks whether or not they had a payslip available in the internal system for the given month. If it finds the payslip, it verifies that the generated paycheck really belongs to the particular employee and then it stores it on a shared drive as requested by the client.

Result

RPA was able to guarantee 100% accuracy. The error rate is 0% and the process time is reduced to 30% compared to manual processing.

Change Management in Employees‘ Profiles

Applications Internal app (Target)
Outlook
MS Excel

Result Request processing time decreased to 30%
HR specialists can dedicate their time to employees

Challenge

The task was to help the HR department of one of the largest Czech BPS providers to automate the assignment of employee changes in the internal system. These processes were very time consuming.

Solution

The robot has been configured to download data directly from the database and thus avoid working with a browser that was unreliable. The data has been converted to a collection that is then passed and makes the requested changes. Once this is done, it also changes the status of the employee in the database. Upon completion, it creates a report in MS Excel, where it writes what changes it has made and sends the report to HR specialists.

Result

Thanks to the robot deployment, personalists became more efficient and now have more time they can devote to employees of the company. In addition, processing time was reduced to 30% of the original speed.

Educational Events

Applications KS Mzdy
MS Excel
Outlook
IE

Result HR employees can perform value-added tasks
0.5 FTE saved

Challenge

The task of the HR Department is to submit daily requests of employees for participation in educational events in the internal program. The process is repetitive and tedious.

Solution

The robot downloads the input forms from the web application and then iterates through them and looks for particular data using regular expressions. This is followed by the creation of an educational event in the internal program and the subsequent addition of participants to the event and calculating the training costs.

Result

The RPA technology ensures correct data processing and allows employees to do value-added work. 0.5 FTE was saved

Status Changes after Region Council Meeting

Applications Excel
Internal web app
Outlook

Result Processing time lowered by 70 %
0% error rate

Challenge

Applicants' statuses have to be updated in the internal system of the organization. There were 4 employees involved in this activity, and although it is purely a repetitive task, it took 20% of the working day of the employees.

Solution

First, the robot checks what requests are meant to be processed based on the Excel input file. Then, the processing of individual requests in the web application interface is performed. In case of incorrect entry values, responsible people are informed via email.

Result

Automating the process resulted in decrease of the processing time by more than 70%. There is no need for coordination of 4 employees. The time that has been devoted to the Status Change process is now allocated to other tasks.

Income Identification

Applications GINIS EKO, KOF, DDP
Excel
Outlook

Result Routine activities were taken over by the robot
Zero error rate

Challenge

Records are processed in the GINIS internal application on the daily basis. An employee must check the organization's account statements and find out whether there are any movements. Each such a movement must be identified and recorded in a centralized table, which collects records for the whole year.

Solution

The robot generates individual statements and examines them to find whether there have been any new movements. In case of new movements, it searches for the necessary information in other application modules. If it cannot find the information there, it searches in the internal dials. The completed table is then saved on a shared drive and also sent via email.

Result

Thanks to identifying procedures that enable to track movements on the account, the robot became an outstanding employee helper. The employee now only completes the table of records that require human thinking.

Verification of Grant Applicants

Applications GINIS
PDF
Outlook
Webová Applications

Result Time savings (60 %)
Low error rate (1 %)

Challenge

The problem arises when it comes the time of new grant programs. During this period the department faces an increasing number of requirements. Subsequent verification of applicants is a process that runs across two applications and several environments within these applications. Generating the applicant's verification in a PDF format is also a part of the process.

Solution

The Robot verifies the applicants in two systems, one of which verifies the applicants themselves and the other cadastral ratios. If an incorrect combination of input data occurs the robot informs a dedicated person via email. The resulting PDF files are then sorted out and saved on the shared drive.

Result

This time-consuming procedure has been fully transferred to the RPA agenda. It saved 60% of the processing time and the error rate is about 1%. The time saved is now devoted to value-added work.

Duplicity Check

Applications MS Excel
Outlook

Result 70% processing time saved
Error rate below 1%

Challenge

Duplicity check is a time demanding and clearly defined process. There is a need to check new records every day and find out whether they have been processed in other workflows or not. Checking is performed within several complex Excel records.

Solution

The robot can upload individual complex files into its internal memory and perform a quick scan of the each individual record. It interacts with the user and if it finds a record it places it in a specific folder that belongs to that record. It also identifies the file in which the record was found and the record itself.

Result

The robot managed to reduce the time per transaction from an average of 1 minute to 15 seconds. This resulted in a 70% saving every day.

Sending Contracts by Email

Applications MS Excel
Webová Applications
Outlook

Result 50 % of the processing time saved
100 % quality

Challenge

As part of a complex process of processing grant applications, individual contracts are sent to applicants via email. There is an emphasis on the recording of individual emails as well as on the variable format of the email content and attachments, which are gradually generated within the process.

Solution

The robot starts the process by reading the requests that the client wishes to process. For individual records it logs into the internal application and generates a contract in PDF format. Subsequently, it creates an email with variable content and formatting to which it attaches a contract and sends it to the applicant.

Result

With the RPA technology, the process was made more efficient not only by the time savings (50%), but also by 100% quality of record processing.

Sending Contracts by Mail

Applications GINIS
MS Excel
Outlook
Web. app

Result Processing time reduced by 70%
Employees moved to more important tasks

Challenge

As part of a complex process of processing grant applications, individual contracts are sent to applicants via mail. There is an emphasis on the recording of individual letters as well as on the variable format of the letter content and attachments, which are generated within the process.

Solution

The robot downloads input data from a web application. This is followed by work steps in the internal program where the request is created. The request is then filled in and a .rtf document is generated, which is converted into .docx. The document is then filled in according to the input file. Then the attachment is attached to the internal program and the request is sent. Then, entering the date of sending into the web app is required

Result

RPA technology has ensured error-free processing and allowed the employees to perform value-added work. Processing time was reduced by 70%.

Date of Receipt

Applications MS Excel
Outlook
IE
GINIS

Result The process runs quarterly for about 30 continuously
70% acceleration
0% error rate

Challenge

As part of a comprehensive grant application program, individual applicants are enrolled in the internal system and are credited with the date of receipt of their application at the post office.

Solution

The robot lists the number of applications in GINIS and then exports them. It takes notes about already processed applications. Then, it opens the internal application and adds the date of receipt to the application form. The request is then updated and an e-mail notification is sent to the applicant.

Result

RPA technology has provided 0% error rate, overall acceleration, and has enabled the employee to make better use of their time.