Robotic Process Automation (RPA) at "KEGOC" JSC

Customer
АО "KEGOC"
Project manager on the customer side
Gulnar Bakirova
Руководитель проекта
IT Provider
JSC "KEGOC"
Project timeline
February, 2023 - August, 2023
Project scope
3696 man-hours
Goals
The implementation and launch of RPA at KEGOC involve automation of business processes using software robots, enabling the automation of tasks that previously required manual work. The main goal of the project is to reduce hours and expenses on completion of repetitive tasks, discharge employees from routine tasks to empower them to focus on more creative and strategic tasks, improve efficiency and accuracy of work by minimizing the human involvement into the process. Quantitative and qualitative benefits The total number of hours of the current processes before automation were 87,967.06. The hours saved through automation total 72,495.21. An efficiency gain of 83% in terms of employee hours was achieved, resulting in the "liberation" of 39 labor units for the execution of more critical analytical tasks within the company.
Project Results

Key results:
  • Error reduction. Operations that were previously performed manually by employees are now executed by robots, eliminating errors caused by the human factor;
  • Increased employees’ productivity. Since robots take on routine tasks, 39 workforce units were freed up to perform more important analytical tasks, which also led to increased man-power productivity in the company;
  • Faster task execution. This capability involves the processing of substantial volumes of information, conducting additional checks at each stage of task execution, and generating reports for every completed step;
  • Handling multiple tasks simultaneously. Robotic systems manage certain operations, while employees oversee others, enabling the concurrent resolution of multiple work tasks;
  • Control and efficiency in the company's operations. The utilization of robotic solutions facilitated a comprehensive analysis of each process, leading to standardization. This standardization extended to templates for contracts and reports, which were previously prepared in various formats by different business units. Moreover, the need for manual data provision in specific instances was completely eliminated.
The file with calculations based on the project's results is attached.

The uniqueness of the project


Project uniqueness: 1. Robotic automation of processes within the SAP system. 2. Using robots for end-to-end business processes in SAP (from request to payment). 3. Handling complex accounting procedures, including ledger entries. 4. Configuring SAP system integration for specific cases. 5. Robotization of a case to prevent fraudulent activities during financial document processing. 6. Robotization of cases for data entry in the tax system of Kazakhstan.

Used software
Blue Prism platform (a leader among RPA system providers according to technological research and consulting firm Gartner).
Difficulty of implementation
Implementation Challenges:: 1. Each case involved multiple processes; 2. Lack of a unified document template across business units; 3. Business processes with up to 1000 steps in the robotization algorithm for a single case; 4. Lack of understanding and acceptance of the project by the business; 5. Business process optimization during the RPA project implementation period; 6. Significant impact of external systems/projects on changes in case steps.

Project Description

RPA is an advanced technology that utilizes software robots or bots to automate and execute rule-based, repetitive business processes, tasks, and workflows. Scope of project - JSC "KEGOC" (Executive Office, 10 branches) and its subsidiary organization. Functional scope of work automation includes 16 cases: 1. Inventory Write-off Entry in the System. 2. Demand Plan Request Creation. 3. Contract and Purchase Order Generation 4. Invoice Processing and Electronic Invoice Reconciliation. 5. Service Execution and Electronic Invoice Generation. 6. Leave Allowance Disbursement. 7. Business Trip Advance Disbursement. 8. Payment Initiation. 9. Bank Statement Processing. 10. Tax Payment Generation. 11. Tax Report Generation in Taxpayer System. 12. Reconciliation of Tax Committee Ledger Accounts with Accounting Data. 13. Salary Advance Payment. 14. Requesting Addition of Business Partners and Material Records. 15. Generating a reconciliation statement. 16. Reconciliation of Payments for Salaries and Business Trips. P.S. SAP CIS LLC organized the competition "i-Roboticizing Business Processes" to provide a distinctive opportunity for automating mundane business processes through robotics. Following the conclusion of this competition, KEGOC JSC emerged as the victor in the contest for crafting the most outstanding concepts for automating repetitive business procedures with SAP Intelligent RPA. As a reward, they were granted the grand prize, which entails the equivalent execution of the pilot project "Business Process Robotization (RPA)*" for the subsequent processes, specifically "Service Execution and Electronic Invoice Generation" and "Bank Statement Processing."

Project geography
AO "KEGOC" (Executive Directorate, 10 branches) and its subsidiary organization.
Additional presentations:

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