<Process Name>

Functional Requirements Questionnaire

 Robotic Process Automation Functional Requirements Questionnaire

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Document Name <Process Name> - Functional Requirements Questionnaire
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Creation Date <Creation Date>
Client Name <Client / Account Name>
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Current Version 0.1

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 Robotic Process Automation Functional Requirements Questionnaire

Title Author Version Date

Glossary/Terms/Acronyms:
The following terms, acronyms, and definitions are used throughout this document:

Acronym Description

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 Robotic Process Automation Functional Requirements Questionnaire

Table of Contents

1 METRICS 5
1.1 W ORKLOAD 5
1.2 MANUAL RESOURCE EFFORT 5
1.3 SERVICE L EVEL A GREEMENTS 5
2 CONTROL 6
2.1 O PERATING HOURS 6
3 EXECUTION 6
3.1 RESTRICTIONS 6
3.2 A LERTS 7
4 DATA MANAGEMENT 8
4.1 INPUT 8
4.2 INPUT STRUCTURE 8
4.3 IDENTIFICATION 9
4.4 O UTPUT 9
4.5 O UTPUT STRUCTURE 10
4.6 PRESERVATION 10
5 BUSINESS CONTINUITY 11
5.1 BOT UNAVAILABILITY 11
5.2 EXCESSIVE W ORKLOAD 11

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 Robotic Process Automation Functional Requirements Questionnaire

1 Metrics
1.1 Workload

How many records is the solution expected 600 per day. Expected to double over next 12 months
to handle? Include frequency e.g. 1000
records per week, 50 records per hour
What is the maximum expected volume? 800
What is the minimum expected volume? 400
Are there any periods when a higher No
workload is anticipated?
What are they?

1.2 Manual Resource Effort

How many FTE are currently required to 2.8

perform the process manually?
What is the average case handling time? 10 minutes

1.3 Service Level Agreements

Are there any SLAs this solution must Yes

conform to?
What are the SLAs?
Data should be made available by 8.AM EST everyday
Should the solution be expected to recognize an SLA breach? If so how?
No. The engineering team will monitor volumes and processing.

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 Robotic Process Automation Functional Requirements Questionnaire

2 Control
2.1 Operating Hours

Will the solution run outside normal working No

hours?
What time will the solution start?
Scheduler will start the process to coincide with the automatic input file creation. Files are created at
9am, 12pm and 3pm. Scheduler will start process at 9.15am, 12:15pm and 15:15pm.
Will the solution work to a stop time? No
What days of the week will the solution run? 7 days per week
Are there any days or times when the No
solution must not run?
Do we need to go through 2-Factor No
authentication to access client systems?

3 Execution
3.1 Restrictions

Are there any business thresholds that must No

be adhered to? E.g. payments below a
certain value
What are they?
Are there any time windows or periods No
when any of the target systems are
unavailable?
List the systems and when they are unavailable.

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 Robotic Process Automation Functional Requirements Questionnaire

3.2 Alerts

Will the solution need to send out any Yes

alerts?
What events should trigger an alert?

Scenario Method Recipient(s)

Failure to create exception Email [email protected]
report
Input file not available when Email [email protected]
process starts.
Input folder not accessible Email [email protected]

Report folders (exception / MI) Email [email protected]

no accessible

How will alerts be sent?

Alerts should be sent from the following email id.

[email protected]
Who will receive alerts?

[email protected]
[email protected]

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 Robotic Process Automation Functional Requirements Questionnaire

4 Data Management
4.1 Input

What input will feed work into this solution? SQL Server
Where will the work come from?
Data will be loaded into the candidate tables at 10.2.4.5.623 by the engineering team
What time and frequency will the work 9am, 12pm, 3pm
arrive? (e.g. once per day at 9am, every 2 Everyday
hours)
Is it possible that no work will arrive? Yes
What should happen then?
Bot should not run.

4.2 Input Structure

How will the data be structured? Where relevant, provide an example of the input.
The following fields will be provided (actual header names):
• Request_Date
• Member_ID
• Title
• First_Name
• Last_Name
• Email
• Contact_Number
• Postcode

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 Robotic Process Automation Functional Requirements Questionnaire

4.3 Identification

Can records be uniquely identified? Yes

What field or combination of fields will be used as the identifier? Only non-sensitive data should be
used as an identifier.
Records can be uniquely identified using a combination of fields. Field1 + Field 2
Is it possible that the solution could be Yes
supplied with duplicate cases?
Once detected, how should duplicates be Duplicates should not be processed.
dealt with?
Is it possible that a record can legitimately Yes
reappear at a later date?
How will a legitimate reoccurrence be distinguished from an unwanted duplicate?
It will have a different request date and time.

4.4 Output

How will exceptions be sent back to the Excel file created at the end of processing.
Business?
What will be the file structure or message format used for exceptions? Where relevant, provide an
example of the required output.
The exception file structure must mirror the input file structure
When will they be sent? At end of processing
Where will they be sent? File to be saved to shared network drive
//shareserver/operations/RPA/
Apart from exceptions, will the solution Yes
create any Management Information
output?
What will be the file structure or message format used?
Excel file:
• Loaded - Time the record was loaded to the work queue
• Work Time - Time taken to work on the record
• Request Received - Date and time the quote was requested within the portal
• Completed - Date and time email sent

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 Robotic Process Automation Functional Requirements Questionnaire

4.5 Output Structure

How will the data be structured? Where relevant, provide an example of the input.
The following fields will be provided (actual header names):
• Request_Date
• Member_ID
• Title
• First_Name
• Last_Name
• Email
• Contact_Number
• Postcode

4.6 Preservation

How long should input data be kept for? 30 days

How long should output data be kept for? 30 days

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 Robotic Process Automation Functional Requirements Questionnaire

5 Business Continuity

5.1 Bot Unavailability

If this solution became inoperable and the current DR strategy was unable to ensure availability how
continuity should be achieved?

After 12 hours of downtime of the bot, for whatever reason, the Operations Team will begin working
manually until the robotic processes can be restored by the Process Administrators.
How would the Business like to be informed of bot unavailability?

Send an email to [email protected]

What is the business effect of the process not running for one hour?

No effect
What is the business effect of the process not running for four hours?

No effect
Client requirement for automation throughput
Response time, slow don’t hammer

5.2 Excessive Workload

Is it possible that the solution could be No

overwhelmed by an excessive workload?
Is this solution required to detect such an No
event?
Quantify an overload threshold 1000
Is this solution required to respond to such No
an event?
How would this be achieved?

How should the Business be informed?

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