How to implement RPA in SMEs?

1. How to implement RPA in SMEs?

When introducing RPA to small and medium-sized enterprises, many business owners may find it difficult to implement it because they have questions about cost issues and effects. However, recently, well-known overseas RPA software makers have also started their services in Japan, and low-priced products have also appeared.

Some people say that it is better to introduce it because it is a small business, so I think it is worth considering. Many small and medium-sized companies operate servers with an ordering system, and it is also possible to automate the process from order mail to shipping requests with RPA.

Nowadays, more and more companies are consulting which parts should be automated before the introduction, so it is possible to leave everything from product introduction to operation.

2. What is RPA for small start?

The RPA for small start is a desktop RPA used on a personal PC. With RPA at the small start, it is possible to improve efficiency by replacing the work that each individual has been optimizing using various tools up to now with RPA.

And the person in charge can make the RPA even easier to use, making it even more efficient. There are also products that can be started at 0 yen for installation and tens of thousands of yen per month. I think it’s also necessary to try it and experience what it really is, rather than thinking before you do it. Above all, by giving employees the opportunity to experience such an RPA, it will also be a chance to think about automation and efficiency of work in everyday life.

2.1. Benefits of RPA Starting with a small start

If you start RPA with a small start, you do not need to develop the system as before, and you can complete the process automation only by programming using GUI (icon drag and drop etc.) in your company.

Therefore, there is a merit that it is easy to introduce RPA even to a startup company that does not have a system department. Annual reduction time can be reduced by several tens to 100 hours. Even if you can’t save as much time as you do in a large company, you should still be able to see significant benefits.

Above all, there is a lot of merit because it reduces the working hours of employees and allows them to perform higher value-added work by being released from the simple work of acquiring data from the browser and inputting data in Excel and Word.

It means that if you write RPA programming first, you can do it in about two weeks with a simple training. After that, create it while incorporating the opinions of people who are familiar with the work to be automated. By constantly improving it, you can reduce wasteful time little by little.

3. Venture Company RPA Introduction Example

・Automation of attendance management

Previously, general affairs checked the time stamps for time stamps, but we have adopted a system that automates with RPA and transfers emails to the person and the boss. Then, the general affairs was able to work on the job that should be done. In this way, it is a merit of process automation using RPA that the person in charge performs more necessary work and high value-added work.

・Automation of invoice input, posting work, man-hour input.

Previously, it took time to manually enter invoices and post them separately, and to input man-hours. However, these processes are automated by RPA. Finally, the data is automatically registered in the sales management system and accounting system. Small and medium enterprises will first introduce a desktop RPA, and will develop it into a server or cloud type in the future. And it will be possible to put RPA into the core system in view.

・Automatic input by converting paper documents into data.

In the insurance industry and other clerical work, large amounts of paper documents are exchanged between departments. However, if you use RPA and *1 AI-OCR, you can automatically store paper documents in the server with a reading device. In addition, new data can be extracted from the server and mails can be automatically delivered to each branch. This has enabled a significant time savings.

*1 AI-OCR OCR is an abbreviation for Optical Character Reader, which is an optical character recognition function that recognizes the text part of image data and converts it to character data. Recently, printers and other devices are also equipped with the OCR function. With AI-OCR, you can learn the character recognition rate by machine learning and remember the wrong characters newly, or you can extract items without designing the form format.

(From “NaNaTsu AI-OCR with DX Suite”, an AI-OCR service that converts paper materials into digital data, and RPA solution “WinActor”: NTT DATA)

https://www.nttdata.com/jp/ja/news/services_info/2020/050100

Reference URL: https://xeex-products.jp/extelligence/rpa-case/

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