Robotic Process Automation
UIPath Automation
Process design document
Process Design Document – Verify Account Positions for Client for ACME Systems Inc.
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Process Design Document History
Date Version Role Name Organizati Function Comments
on
01.08.2017 1.0 Author Olfa Ben Taarit ACME SME Creation v 1.0
Systems Inc.
09.08.2017 1.2 Reviewer Vrabie Stefan Ui Path BA Approved v 1.0
Process Design Document – Verify Account Positions for Client for ACME Systems Inc.
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Table of Contents
1. Introduction ............................................................................. Error! Bookmark not defined.
1.1 Purpose of the document ................................................... Error! Bookmark not defined.
1.2 Objectives.......................................................................... Error! Bookmark not defined.
1.3 Process key contacts ......................................................... Error! Bookmark not defined.
1.4 Additional source(s) of process documentation ................. Error! Bookmark not defined.
2. AS IS Process Description ..................................................................................................... 5
2.1 Process overview ............................................................................................................. 5
2.2 High Level process diagram ............................................................................................. 7
2.3 Detailed Process map....................................................................................................... 8
2.4 Detailed Process Steps ...................................................................................................10
2.5. Exceptions handling .......................................................................................................13
2.6 Error mapping and handling .............................................. Error! Bookmark not defined.
2.7 In-Scope application details ............................................... Error! Bookmark not defined.
2.7.1. Detailed application field mapping .............................. Error! Bookmark not defined.
2.7.2 XML TO PDF Mapping – Part #1 Header .................... Error! Bookmark not defined.
3. Development details................................................................ Error! Bookmark not defined.
3.1 Prerequisites for development ........................................... Error! Bookmark not defined.
3.2 Password policies .............................................................. Error! Bookmark not defined.
3.3 Credentials and asset management .................................. Error! Bookmark not defined.
3.4 Operating Environment ...................................................... Error! Bookmark not defined.
Process Design Document – Verify Account Positions for Client for ACME Systems Inc.
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4. Testing preliminary details....................................................... Error! Bookmark not defined.
4.1 Alpha testing ..................................................................... Error! Bookmark not defined.
4.2 User Acceptance Test ....................................................... Error! Bookmark not defined.
5. Annexure ................................................................................ Error! Bookmark not defined.
5.1 UIPATH automated process details ................................... Error! Bookmark not defined.
Glossary .................................................................................. Error! Bookmark not defined.
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1. Introduction
The Process Design Document describes the business processes chosen for automation using
UIPath Robotic Process Automation (RPA) technology.
The document describes the sequence of steps performed as part of the process, the conditions
and rules of the process prior to automation. This design document serves as a base
documentation for developers to collect the details required for robotic automation of the same
business process.
The process has been selected for RPA as part of the larger project initiative conducted within
ACME Systems Inc., the Finance and Accounting department.
The objective of this process automation is linked to the project business case and it is mainly
intended to:
➢ Deliver faster processing
➢ Reduce duration of time-consuming activities
➢ Leverage automation to improve the department`s overall performance and reliability.
The design document includes concise but complete requirements of process and it is built
based on the inputs provided by the process Subject Matter Expert (SME).
For escalation points, please review the table below:
Role Name Date of action Notes
Process SME Aurel Vlaicu TBD Point of contact for questions related to
business exceptions and passwords
Reviewer / Sergiu Celibidache POC for process exceptions.
tBD
Owner
Approval for Nicoale Herlea Escalations, Delays,
TBD
production
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2. AS IS Process Description
General information about the process selected for RPA, prior to automation:
AS IS process details
Process full name
Verify Account Positions
Function
Accounts Payable
Department Finance and Accounting
Process short description Compare the transactions of system 1 and system 3. If there are
differences, mark them in the work item.
(operation, activity, outcome)
Role required for performing AP Process Associate
the process
Process schedule Daily, Monday to Friday, 9 am – 6 pm
# of items processes /month ~4500
Average handling time per 2 min
item
Peak period (s) End of month, usually from 20th to 28th day of each month
# of FTEs supporting this 10
activity
Level of exception rate ~1000 invoices have missing details
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Input data Client Account Number
Account Transactions
Output data Account amount Matches?
2.1.1 In scope for RPA
The activities and exception in of scope for RPA, in this automation workflow/sequence are listed
here:
➢ Full Scope of the process for RPA - to be 100% automated
2.1.2 Out of scope for RPA
There are no activities out of scope for RPA
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This chapter presents the chosen process in detail, which enables the developer to build the automated process.
Step Short Description
1.1 Open the ACME System 1 Web Application
1.2 Log in to System 1 (input data: email and password)
1.3 Access the Dashboard, it’s the central location where the user can pick a specific menu item
1.4 Access the Work Items Listing to consult all the available tasks to perform (Output data: task)
1.5 Open the ACME System 3 Desktop Application
1.6 Log in to ACME System 3 using the same credentials
1.7 For each activity of the type WI1 perform the following steps
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1.7.A Open the Details page for the selected activity and Read Account Number and Account Amount
1.7.B Access the Clients -> Search for Client by Client ID menu option in ACME System 3
1.7.C Enter Client based on the ID and double click the Client Name. Also check “Include Inactive Clients” as
sometimes even active clients will not be found otherwise.
1.7.D Open the Accounts page for the selected client
1.7.E Double click the current account based on its number
1.7.F Calculate the sum of all transactions for the specified account
1.7.G Go back to the Work Item Details and open the “Update Work Item”
1.7.H If the sum of all transactions in System 3 is equal to the Account amount in System 1
Yes No
1.8 1.9
Set the status to Completed Set the status to Completed
Add comment: ''Account has difference of
Add comment: ''Account value matches''
xxx''
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Complete and concrete process steps at keystroke level or clicks to be defined with
screenshots. (If there are any data restrictions, mask important data like Policy Number,
Customer ID, bank account etc).
S
T Step action Screenshot Expected result Remarks
E description
P
Possible exception:
Open the ACME Opening of a screen
1.1 System 1 Web - Handle exception if
: System 1 Web App
Application Web app not available
Possible exception:
- Handle exception if
Log in to System 1 Access to the
1.2 (input data: email Incorrect email or
dashboard
and password)
Password
Access the
Dashboard, it’s the
1.3 central location
where the user
can pick a specific
menu item
Access the Work
Items Listing to
1.4 consult all the List of tasks
available tasks to
perform (Output
data: task)
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Possible exception:
Open the ACME Handle exception if no
1.5 System 3 Desktop
task of type ‘Process
Application
Vendor Invoice’ exist
N/a N/a
Log in to ACME
1.6 System 3 using
the same
credentials
For each activity N/a N/a
1.7 of the type WI1
perform the
following steps
Open the Details N/a N/a
page for the
1.7.A selected activity
and Read Account
Number and
Account Amount
N/a N/a
Access the Clients
-> Search for
1.7.B Client by Client ID
menu option in
ACME System 3
Enter Client based N/a N/a
on the ID and
double click the
Client Name. Also
1.7.C check “Include
Inactive Clients”
as sometimes
even active clients
will not be found
otherwise.
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N/a
Open the
1.7.D Accounts page for N/a
the selected client
N/a
Double click the
current account
1.7.E N/a
based on its
number
N/a
Calculate the sum
of all transactions
1.7.F N/a
for the specified
account
N/a
Go back to the
Work Item Details
1.7.G and open the N/a
“Update Work
Item”
If the sum of all N/a
transactions in
1.8 System 3 is equal N/a
to the Account
amount in System
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1 Set the status to
Completed and
add comment:
''Account value
matches''
If the sum of all N/a
transactions in
System 3 is equal
to the Account
amount in System
1.9 N/a
1 Set the status to
Completed and
add comment:
''Account value
matches''
Exceptions identified in the automation process can be classified as:
Area Known Unknown
Business Previously encountered. A scenario is New situation never encountered before – it should not
defined with clear actions and workarounds really happen. It can be caused by external factors.
for each case.
Based of the above criteria the table below should reflect all exceptions identifiable in the
process and map the expected action the robot needs to take for each exception.
Below are the exceptions captured during the process study. These are known exceptions, met
in practice before. For each exception an action is defined.
Insert as many rows as required in the table, to capture all exceptions in a comprehensive list.
E Exception name Step where Parameters Action to be taken
exception is
#
encountered
1 Web app not Step # 1.1 If Web app is Send email to [email protected]
available not available “Hello,
System 1 web App could not be open because the web app is not
available’’
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2 Incorrect email or Step # 1.2 If message for Send email to [email protected]
password incorrect “Hello,
username or The username or the email is incorrect. Please check and restart
Thank you’’
password
exist
Wait 30 min and retry
3 No task of type WI1 Step # 1.5
For all the other unanticipated or unknown exceptions, the robot should send an email
notification at [email protected] with the original email and error message screenshot
attached.
A comprehensive list of all the errors or warnings or notification should be consolidated here
with the description and action to be taken, for each, by the Robot.
Errors identified in the automation process can be classified as:
Area Known Unknown
Technology Experienced previously, action plan or New situation never encountered before, or may
workaround available for it. happened independent of the applications used in the
process.
Based of the above criteria the table below should reflect all errors identifiable in the process
and map the expected action the robot needs to take for each error.
Insert as many rows as required in the table, to capture all errors in a comprehensive list.
E Error Step where Parameters Action to be taken
error is
#
name
encountered
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Application Crash / Any step Error Refresh / Retry
Internal Server Error message
Send email with screenshot to [email protected]
Close application and run the sequence again
Application Any step No response / Wait 5 minutes and retry 2 times.
unresponsive / page blank page
Close application and run the sequence again
not loading
*Feel free to insert an additional error mapping table for more complete explanation.
The table below lists all the applications that are used as part of the process automated, at
various steps in the flow.
# Application name System Login module Interface Environment/ Comments
Lang. Access
& Version
method
1 ACME System 1 EN Web Web Web
Browser
2 Microsoft Excel EN n/a Client Local
desktop
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3.
• Development or testing environment will be provided for development.
• Development/testing environment is an exact replica of production environment.
• Dedicated system and application access are given to developers with adequate
permission.
Users manage their own passwords. There are no special policies in place.
3.3 Credentials and asset management
Log on details (user IDs and passwords) should be stored under “Windows Credential Manager”
or “UIPath Orchestrator Assets”
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4. Testing preliminary details
Below are the various stages in testing. Update each item with Testing plan.
Testing Owner Start date End # of test % of Status
date cases Success
Alpha RPA Project
Lead
User Acceptance
Testing Process SME
Regression
Testing Process Owner
Security Testing Client IT / Info
Sec Team
Alpha and Beta Testing: Alpha testing is the testing done by RPA developers and RPA project
lead after development.
Business operations team creates test cases and provides test data for development and
testing. This is due to be provided by POC.
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5. Annexure
Note: this step is to be filled in after automation process is complete
Automation overview: (time to dev, test, etc)
Robots type: Back Office Robot
Level of human intervention required:
Use of Orchestrator:
Exceptions recorded in automation process:
Errors identified in the automation process:
Challenges identified in the automation process:
Lessons Learned:
Any adjustments done in the automation process to facilitate (steps tweaked from the human
way of working to an automatic programing way of working).All activities which have been
performed to tweak the as is process to enable higher rates of automation on the process.
➢ Process Assumption
➢ Input data assumption
➢ Number or types of input to be received
➢ Skip logon interface and collect back end details
➢ Extract data from backend without opening the file…
➢ Data conversion / formatting
Reporting: The details and format of the logging available in the workflow must be specified here.
(Whether it is creating local log reports or Orchestrator logs).
The format should be specified by the business users.
Workflow and scripts: A brief of each workflow and the sequence in which are executed should
be described here.
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