Process Design Document

Generate Yearly Report

Process Design Document History

Date Version Role Name Organization Function Comments

Olfa Ben ACME Systems Creation

01.08.2017 1.0 Author SME
Taarit Inc. v 1.0
Vrabie Approved
06.09.2017 1.2 Reviewer UiPath BA
Stefan v 1.0
20.01.2018 1.3 Reviewer Vrabie UiPath BA Updated
Stefan v1.2
13.01.2019 1.4 Reviewer Silviu UiPath RPA Dev Updated
Predan

Process Design Document – Generate Yearly Report 1

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 Detailed Process map ......................................................................................................................... 6
2.3 Detailed Process Steps ....................................................................................................................... 8
2.4. Exceptions handling........................................................................................................................ 11
2.5 Error mapping and handling .......................................................................................................... 12
2.6 In-Scope application details............................................................................................................ 13
3. Development details.............................................................................................................................. 13
3.1 Prerequisites for development ...................................................................................................... 13
3.2 Password policies ............................................................................................................................. 13
3.3 Credentials and asset management ............................................................................................. 13
4. Document Approval Flow...................................................................................................................... 14
5. Appendix ................................................................................................................................................. 15
5.1 UiPATH automated process details ............................................................................................... 15

Process Design Document – Generate Yearly Report 2

1. Introduction

The Process Design Document describes the business processes chosen for automation using the
UiPath Robotic Process Automation (RPA) technology.

This document describes the sequence of steps performed as part of the process, as well as the
conditions and requirements prior to its 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. inside the Finance and Accounting department.

The objective of this process automation is linked to the project business case and is mainly
intended to:

➢ Deliver faster processing.

➢ Reduce the duration of time-consuming activities.
➢ Leverage automation to improve the overall performance and reliability of the department.

The design document includes a brief, but comprehensive set of requirements for the process. Its
structure is based on the input provided by the Subject Matter Expert (SME) in the process.

For escalation points, please review the table below:

Role Name Date of action Notes

Point of contact for questions related
Process SME Aurel Vlaicu TBD to business exceptions and
passwords
Reviewer /
Sergiu Celibidache TBD POC for process exceptions
Owner
Approval for
Nicoale Herlea TBD Escalations, Delays
production

Process Design Document – Generate Yearly Report 3

2. AS IS Process Description

General information about the process selected for RPA implementation, prior to its automation:

AS IS process details

Process full name Generate Yearly Report for Vendor

Function Reporting
Department Finance and Accounting

Process short description Download all the monthly reports for a specific vendor and
(operation, activity, outcome) generate a yearly report.

Role required for performing System 1 User

the process
Process schedule Yearly, in mid-January

# of item processes / day 7 – 15 Vendors

Average handling time per 15 min / Vendor

item
Peak period (s) No peak period

# of FTEs supporting this 1

activity
Level of exception rate Between 1 and 3 monthly reports for each vendor could be
missing. Those months are to be ignored.
Input data Vendor Tax ID

Output data Yearly Report – Excel File

Upload ID

Process Design Document – Generate Yearly Report 4

2.1.1 In scope for RPA
The activities and exceptions in this process that are in the scope for RPA, are listed below:

➢ Full Scope for RPA - the process is to be 100% automated.

2.1.2 Out of scope for RPA

There are no activities out of scope for RPA

Process Design Document – Generate Yearly Report 5

This chapter presents the chosen process in detail, which enables the developer to build the automated process.

Retrieve the Access “Download

Log in to ACME Access “Work Select an Enter the
Vendor Tax ID Monthly Report”
Start System 1 web Items” on the activity of retrieved
from the under Reports on
application dashboard type WI4 Vendor Tax ID
details page Dashboard

Download all Merge the monthly Access “Upload Fill in Vendor Tax ID, the Access Work Set the status as
monthly reports to an excel Yearly Report” year and select the excel Item details and Completed and add
End
reports in the file “Yearly-Report- under Reports file. System will prompt a open “Update Upload ID in the
previous year [Year]-[Tax ID].xlsx” on Dashboard unique Upload ID. Work Item” comments section

Step Short Description

1.1 Open the ACME System 1 Web Application.

1.2 Log in to System 1. Required input data: email and password.

1.3 Access the Dashboard - the central location, where the user can pick a specific menu item.

1.4 Access the Work Items listing to view all the available tasks to be performed (Output data: list of tasks).

1.5 For each activity of type WI4, perform the following steps:

Process Design Document – Generate Yearly Report 6

1.5.A Open the Details page of the selected activity to retrieve the Vendor Tax ID (Output data: Tax ID).

1.5.B Go back to the Dashboard and access the Download Monthly Report section in the Reports menu.

1.5.C Fill in the Vendor Tax ID and download all the monthly reports for previous year.

1.5.D Group the downloaded monthly reports into a single Excel file with the naming convention
“Yearly-Report-[Year]-[Tax ID].xlsx”.
1.5.E Upload the resulting yearly report file in the “Upload Yearly Report” section in the Reports menu.

1.5.F Fill in the Vendor Tax ID, set the year, and select the file on your hard drive. This will return a unique upload ID.
Output: Upload ID.
1.5.G Go back to the Work Item Details page and select Update Work Item.

1.5.H Set the status to “Completed”. Add the following comment: “Uploaded with ID [Upload ID]”.

1.6 Continue with the next WI4 Activity.

Process Design Document – Generate Yearly Report 7

The complete set of steps in the process, including keystrokes and clicks, are to be defined with
screenshots. If there are any data restrictions, mask the sensitive information, such as Policy
Number, Customer ID, bank account number, etc.).

Step action Expected

# Screenshot Remarks
description result
Possible
The display
exception:
Open the ACME of the
- Handle
1.1 System 1 Web System 1
exception if
Application Web App
Web app not
screen.
available

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

Access the
Dashboard - the
The display
central location,
1.3 of each item
where the user
in the menu
can pick a specific
menu item

Process Design Document – Generate Yearly Report 8

 Access the Work
Items listing to The display
1.4 view all the of the task
available tasks to list
be performed

Possible
exception:
Handle
For each activity
exception if no
of the WI4 type,
1.5 task of type
perform the
'Process
following steps:
Vendor
Monthly
Report’ exist
Open the Details
page of the
selected activity
1.5.A to retrieve the
Vendor Tax ID
(Output data: Tax
ID).

Go back to the
Dashboard and
access the
1.5.B Download
Monthly Report
section in the
Reports menu.

Process Design Document – Generate Yearly Report 9

 Fill in the Vendor
Tax ID and
1.5.C download all the
monthly reports
for previous year.

Group the
downloaded
monthly reports
into a single Excel
file with the
1.5.D
naming
convention
“Yearly-Report-
[Year]-[Tax
ID].xlsx” name

Upload the
resulting yearly
report in the
1.5.E “Upload Yearly
Report” section in
the Reports
menu.

Fill in the Vendor

Tax ID, set the
year, and select
the file on your
1.5.F hard drive. This
will return a
unique upload ID.
Output: Upload
ID

Process Design Document – Generate Yearly Report 10

 Go back to the
Work Item Details
1.5.G page and select
“Update Work
Item”

Set the status to

“Completed”. Add
the following
1.5.H
comment:
“Uploaded with ID
[Upload ID]”

Continue with the

1.6
next WI4 activity

The types of exceptions identifiable in the automation process can be classified according to the
table below.

Area Known Unknown

Previously encountered situation. A
possible scenario is defined, and A situation never encountered before. It
Business
clear actions and workarounds are can be caused by external factors.
provided for each case.

Based on the above criteria, the table below should reflect all the known exceptions identified
throughout the process and map the expected action the robot needs to take in each case.

Insert as many rows as required in the table, to capture all exceptions in a comprehensive list.

Process Design Document – Generate Yearly Report 11

 Step where
Exception
# exception is Parameters Action to be taken
name
encountered
If message for Send email to exceptions@acme-
incorrect test.com
Incorrect email “Hello,
1 Step # 1.2 username or
or password The username or the email is incorrect. Please
password
check and restart
exist Thank you’’
No task of type
2 Step # 1.5 Stop process
WI4 exists

For any 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, warnings, or notifications should be consolidated here with
the description and action to be taken by the Robot in each case.

The errors identified in the automation process can be classified according to the table below.

Area Known Unknown

Previously encountered situation A situation never encountered before, or
Technology - action plan or workaround may happened independent of the
available. applications used in the process.

Based on the above criteria, the table below should reflect all the identifiable errors in the process
and map the expected action of the Robot in each case.

Insert as many rows as required in the table, to capture all the errors in a comprehensive list.

Process Design Document – Generate Yearly Report 12

 Step where
# Error Name error is Parameters Action to be taken
encountered
Application
Retry 2 times.
unresponsive No response /
1 Any step Close application and run the sequence
/ page not blank page
again
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 automated process.

Application
Syst. Login Environment/
# name & Interface Comments
Lang. module Access method
Version
1 ACME System 1 EN Web Web Web Browser
2 Microsoft Excel EN n/a Client Local desktop

3. Development details

• Development or testing environment are to be provided for development purposes.

• The provided development and testing environments are exact replicas of the production
environment.
• Dedicated system and application access are given to developers with the adequate
permissions.

Users manage their own passwords. There are no special policies in place.

Login details (user IDs and passwords) should be stored under Windows Credential Manager or
UiPath Orchestrator Assets.

Process Design Document – Generate Yearly Report 13

4. Document Approval Flow
Organization Signature
Version Flow Role Name
(Dept.) and Date:

Document Business
1.0 Name Surname
prepared by Analyst

Business
Document
1.0 Process Name Surname
Approved by:
Owner

Dev/RPA
Document
1.0 Solution Name Surname
Approved by:
Architect

Process Design Document – Generate Yearly Report 14

5. Appendix

Note: this step is to be filled in after automation process is complete

Automation overview: (time to dev, test, etc)

Robots type: Unattended

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 made to facilitate the automation process and any steps taken to shift from the
human way of working to the automatic one. Any activity performed to improve the As Is process
and to enable higher rates of automation of the process:

➢ Process Assumption
➢ Input data assumption
➢ Number or types of input to be received
➢ Skipping the login interface and collecting backend details
➢ Extracting backend data without opening the file
➢ Data conversion / formatting

Reporting: The details and format of the logging mechanism available in the workflow have to be
specified here, whether it is a local log report or the Orchestrator log).

The format should be specified by the business users.

Workflow and scripts: A brief overview of each workflow and the sequence in which it is executed
should be provided here.

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