BUSINESSMANAGEMENTREVIEW.COMJUNE - 202319THE CLOUD-BASED ALTERNATIVELike other cloud-based software solutions, RPAaaS enables organizations to access sophisticated technological capabilities without having to purchase software licenses, install servers or other dedicated hardware, or heavily engage outside professional services to get the system up and running. RPAaaS benefits include:· Speed and simplicity. With no permanent licenses or specialized software installations, RPAaaS can be up and running quickly (typically in a matter of weeks), which means benefits can begin accruing almost immediately.· Cost and efficiency. In addition to offering dramatically lower initial costs, most RPAaaS subscriptions allow users to add or remove bots as needed, so they pay for only the services they actually areusing.· Ease of use. An RPAaaS platform typically runs on a virtual machine, with user interfaces that are already familiar and intuitive to most users. The IT department generally does not need to commit significant resources to launch the effort.· Flexibility and scalability. Because components can be added or removed as needed, RPAaaS subscribers typically can modify features or add new capabilities with minimal difficulty. Moreover, if the organization eventually chooses to install a licensed, on-siteRPA solution, the transition generally is simple.· Security. Typically, RPAaaS providers do not store user data on their own servers; rather, the data itself remains secure behind the subscriber's own firewalls.One of the most attractive features of RPAaaS is the ability to start on a small scale to evaluate a specific solution or program feature without making permanent or high-cost commitments. In a sense, RPAaaS lets users "de-risk" their approach to RPA.GETTING STARTED WITH RPAAASThe first decision to be made when launching RPAaaS is choosing which processes to automate ­ and which to automate first. The most promising candidates are business processes that involve searching, updating, or manipulating information manually. Processes that involve entering data or moving data from one system to another often offer excellent opportunities for automation.Among the most commonly usedRPAaaS finance applications are bots that automate sales tax and other tax calculations, invoice processing, accounts receivable management, accounts payable management, cash reconciliation, financial reporting, and financial planning and analysis. Other administrative functions such as HR onboarding, call center operations, and sales and contract management also are good targets for RPAaaS. In general, the best opportunities are found in business processes that are:· Stable, not undergoing major changes or redesigns· Standardized, relatively consistent, repeatable· High volume· Prone to human error· Engaged with structured data, such as spreadsheets, comma-separated values (CSV) formatted files, or PDF documentsOnce a business process has been identified as a candidate for automation, the RPAaaS project team works closely with process owners and users to document the process steps in detail and spell out how each step can be automated. Another critical early step is to establish appropriate oversight and ownership for the effort. Ideally, the project will be overseen by representatives from the affected business unit andIT. In larger companies this oversight often is accomplished through a steering committee.In addition to immediate cost- and time-saving benefits, a carefully designed, well-managed, and effectively governed RPAaaS initiative can deliver an accelerated return on the organization's technology investment. More important, it can result in work processes and systems that are more cost-effective, adaptable, scalable, and user-friendly than those that could be achieved through a conventional on-site RPA installation. James J. HannanONE OF THE MOST ATTRACTIVE FEATURES OF RPAAAS IS THE ABILITY TO START ON A SMALL SCALE TO EVALUATE A SPECIFIC SOLUTION OR PROGRAM FEATURE WITHOUT MAKING PERMANENT OR HIGH-COST COMMITMENTS
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