Robotic Process Automation

UIPath Automation
Process design document

Process Design Document – Process Vendor Invoices for Vendor 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.
dd.mm.yyyy 1.2 Reviewer Vrabie Stefan Ui Path BA Approved v 1.0

Process Design Document – Process Vendor Invoices for Vendor for ACME Systems Inc.

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Table of Contents
1. Introduction ............................................................................................................................ 3

1.1 Purpose of the document .................................................................................................. 3

1.2 Objectives......................................................................................................................... 3

1.3 Process key contacts ........................................................................................................ 3

2. AS IS Process Description ..................................................................................................... 4

2.1 Process overview ............................................................................................................. 4

2.2 High Level process diagram ............................................................................................. 6

2.3 Detailed Process map....................................................................................................... 7

2.4 Detailed Process Steps .................................................................................................... 9

2.5. Exceptions handling .......................................................................................................14

2.6 Error mapping and handling ............................................................................................15

2.7 In-Scope application details .............................................................................................16

3. ..............................................................................................................16

3.1 Prerequisites for development .........................................................................................16

3.2 Password policies ............................................................................................................16

4. Testing preliminary details.....................................................................................................17

4.1 Alpha testing ....................................................................................................................17

4.2 User Acceptance Test .....................................................................................................17

5. Annexure ..............................................................................................................................18

5.1 UIPATH automated process details .................................................................................18

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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
Process Vendor Invoice
Function
Accounts Payable

Department Finance and Accounting

Process short description This process check if the vendor exist. them if the vendor exist, it
add invoices details and if the vendor doesn't exist it send an email
(operation, activity, outcome)
to the Vendor-Adding Department.

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 15 min / Vendor

item

Peak period (s) End of month, usually from 20th to 28th day of each month

# of FTEs supporting this 1

activity

Level of exception rate

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 Input data Vendor TaxID

Output data Invoice report – PDF file

Upload ID

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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Process Design Document – Process Vendor Invoices for Vendor for ACME Systems Inc.

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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

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 1.4 Access the Work Items Listing to consult all the available tasks to perform (Output data: task)

1.5 For each activity of the type WI3 perform the following steps

1.5.A Open the Details page for the selected activity and Download the PDF Invoice

1.5.B Retrieve all the information from the PDF Invoice

1.5.C Go back to the Dashboard and access the “Search for Vendors” section from the Vendors menu.

1.5.D Search for the Vendor specified in the Invoice based on its TaxID.
If the Vendor TaxID is missing from the invoice, Reject the activity. See Step #1.5.F-No_3

1.5.E Vendor exists in ACME Sytem 1?

Yes No
Go back to the Dashboard and access
Go back to the Work Item Details and open the
1.5.F-Yes_1 the “Add Invoice Details” section from 1.5.F-No_1
“Update Work Item”
the Invoices menu.
Send an email to [email protected] with the
1.5.F-Yes_2 Fill in all the fields of the form 1.5.F-No_2 Subject “Please add Vendor”, and attach the
invoice
Set the status to Rejected and the Comment to
Go back to the Work Item Details and
1.5.F-Yes_3 1.5.F-No_3 “Vendor with TaxID [invoice-number] not
open the “Update Work Item”
present in system. Email sent to VDD”.
Set the status to Completed and the
1.5.F-Yes_4 Comment to “Added Invoice [invoice-
number] to system”.

1.6 Continue with the next WI3 Activity

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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
E description Screenshot Expected result Remarks
P

Possible
Open the exception:
ACME Opening of a screen : System 1
1.1 System 1 - Handle
Web App
Web
exception if Web
Application
app not available

Possible
exception:
Log in to
- Handle
System 1
1.2 (input data: Access to the dashboard exception if
email and
Incorrect email or
password)
Password

Access the
Dashboard,
it’s the central
1.3 location
where the
user can pick
a specific
menu item

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 Access the
Work Items
Listing to
consult all the
1.4 available List of tasks
tasks to
perform
(Output data:
task)
Possible
For each exception:
activity of the
Handle exception
1.5 type WI3
perform the if no task of type
following
‘Process Vendor
steps
Invoice’ exist
Open the
Details page
for the
1.5.A selected
activity and
Download the
PDF Invoice

Retrieve all
the
1.5.B information
from the PDF
Invoice

Go back to
the
Dashboard
and access
1.5.C the “Search
for Vendors”
section from
the Vendors
menu.

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 Search for the
Vendor based
on its TaxID.
If the Vendor
TaxID is
1.5.D missing from
the invoice,
Reject the
activity. See
Step #1.5.F-
No_3
Vendor exists
1.5.E in ACME
Sytem 1?
Go back to
the
Dashboard
and access
1.5.F-
the “Add
Yes_1 Invoice
Details”
section from
the Invoices
menu.

Fill in all the

1.5.F-
fields of the
Yes_2
form

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 Go back to
the Work Item
1.5.F- Details and
Yes_3 open the
“Update Work
Item”

Set the status

to Completed
and the
Comment to
1.5.F-
“Added
Yes_4
Invoice
[invoice-
number] to
system”.

Go back to
the Work Item
1.5.F- Details and
No_1 open the
“Update Work
Item”

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 Send an
email to
vdd@acme-
test.com with
1.5.F-
the Subject
No_2
“Please add
Vendor”, and
attach the
invoice

Set the status

to Rejected
and the
Comment to
“Vendor with
1.5.F-
[vendor-taxid
No_3
or vendor-
name] not
present in
system. Email
sent to VDD”.
Continue with
1.6 the next WI3
Activity

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 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’’

2 Incorrect email or Step # 1.2 If message for Send email to [email protected]

password incorrect “Hello,
The username or the email is incorrect. Please check and restart
username or
Thank you’’
password
exist

Wait 30 min and retry

3 No task of type Step # 1.5
‘Process Vendor
Invoices exist

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 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.

*Feel free to insert an additional error mapping table for more complete explanation.

E Error Step where Parameters Action to be taken

error is
#
name
encountered

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

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 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

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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