| Process Definition Document

Supplier
Management
System
Supplier Management System

Table of Contents

I. Introduction..............................................................................................................3
I.1 Purpose of the document.......................................................................................................................................... 3

I.2 Objectives..................................................................................................................................................................... 3

I.3 Process key contact..................................................................................................................................................... 3

I.4 Minimum Pre-requisites for automation.................................................................................................................3

II. As-Is process description...................................................................................4

II.1 Process Overview....................................................................................................................................................... 4

II.2. Applications used in the process............................................................................................................................5

II.3 As-Is Process map...................................................................................................................................................... 5

II.4 Process statistics........................................................................................................................................................ 6

II.5 Detailed As-Is Process Actions..................................................................................................................................7

III. To-Be Process Description.................................................................................8

III.1 To-Be Detailed Process Map.................................................................................................................................... 8

III.2 Parallel Initiatives/ Overlap (if applicable)..............................................................................................................8

III.3 In Scope of RPA......................................................................................................................................................... 8

III.4 Out of Scope of RPA.................................................................................................................................................. 9

III.5 Business Exceptions Handling.................................................................................................................................9

III.6 Application Error and Exception Handling...........................................................................................................10

III.7 Reporting................................................................................................................................................................. 11

IV. Other Observations.........................................................................................11

V. Additional sources of process documentation............................................12
I. Introduction

I.1 Purpose of the document

The Process Definition Document outlines the business process chosen for automation using UiPath Robotic
Process Automation (RPA) technology.

The document describes the sequence of actions performed as part of the business process, the conditions and
rules of the process prior to automation and how they are envisioned to work after automating it, partly or
entirely. This specifications document serves as a base for developers, providing them with the details required
for applying robotic process automation to the selected business process.

I.2 Objectives
The business objectives and benefits expected by the Business Process Owner after automation of the selected
business process are:

 Reduce processing time per item by 80%

 Better Monitoring of the overall activity by using the logs provided by the robots.

I.3 Process key contact

The specifications document includes concise and complete requirements of the business process and it is built
based on the inputs provided by the process Subject Matter Expert (SME)/ Process Owner.

The Process Owner is expected to review it and provide signoff for accuracy and completion of the actions,
context, impact and a set of process exceptions. The details are to be included in the table below.

Contact details
Role Name Notes
(email, phone number)

Alekhya

I.4 Minimum Pre-requisites for automation

1. A filled in Process Definition Document

2. Test Data to support development

3. User access and creation of user accounts (licenses, permissions, restrictions to create accounts

for robots)
II. As-Is process description

II.1 Process Overview

General information about the process selected for RPA prior to automation.

# Item Description

1 Process full name Supplier Management System

2 Process Area

3 Department

4 Process short description

Supplier Management System
(operation, activity, outcome)

5 Role(s) required for performing the process

6 Process schedule and frequency

7 # of items processed /reference period

8 Process execution time 0.0 sec.

9 Peak period (s)

10 Transaction Volume During Peak period

11 Total # of FTEs supporting this activity

12 Expected increase of volume in the next reference

period

13 Level of exception rate

14 Input data

15 Output data

*Add more rows to the table to include relevant data for the automation process. No fields should be left empty. Use “n/a” for
the items that don`t apply to the selected business process.
II.2. Applications used in the process
The table includes a comprehensive list of all the applications that are used as part of the process to be
automated to perform the given actions in the flow.

Application
System Thin/Thick Environment/
# name & Comments
Language Client Access method
version

*Add more rows to the table to include the complete list of applications.

II.3 As-Is Process map

High Level As-Is Process Map:
This chapter depicts the As-Is business process at a High Level to enable developers to have a high-level
understanding of the current process.
II.4 Process statistics
High level statistics

Action Mouse Keys Text Hotkeys

Processes Windows Time
s clicks pressed entries used

0 0 0 0 0 0 0 0.0 sec.

Detailed statistics

Window name Mouse Clicks Text entries Keys pressed

II.5 Detailed As-Is Process Actions

1. Open the Browser

Est. time: 0.0 sec.

2. Click on Supplier Management System

Est. time: 0.0 sec.

3. Fill the form

Est. time: 0.0 sec.

4. Select HR

Est. time: 0.0 sec.

5. Save

Est. time: 0.0 sec.

 6. Search your name based on External Name

Est. time: 0.0 sec.

7. Take screen shot from your browser

Est. time: 0.0 sec.

8. Send taken screen shot by email to “your email id”

Est. time: 0.0 sec.

9. Download report from Export CSV, Save as and Name it by your full name +
today’s date and time with (yyyy-mm-dd) format

Est. time: 0.0 sec.

10. Read downloaded CSV file.

Est. time: 0.0 sec.

11. EmpRemove any duplicate records ty Sequence

Est. time: 0.0 sec.

12. Write to Excel file based on Industry in different sheet

Est. time: 0.0 sec.

III. To-Be Process Description
This chapter highlights the expected design of the business process after automation.

III.1 To-Be Detailed Process Map

Highlight Bot interventions/ To-Be automated actions with different legend/ icon (purple)

*Mention below if process improvements were performed on the To-Be design and provide details.

Legend Description

Action number in the process. Referred to in details or Exceptions and Errors table

This process action is proposed for automation

This process action remains manual (to be performed by a human agent)

III.2 Parallel Initiatives/ Overlap (if applicable)

This chapter covers the proposed Business, Process & System changes to be made in the near future and their
impact.

S.N Initiative Name Process Impact on Expected Contact

o Acion(s) current Completi person for
where it is automation on Date more details
identified request? How?

  n/a        

III.3 In Scope of RPA

The activities In scope of RPA, are listed here:

1. Actions 1-10
III.4 Out of Scope of RPA
The activities Out of scope of RPA, are listed here:

Sub- Activity (action) Reasons for Impact on the Possible

process Out of To-Be measures to
(if scope* be taken into
applicabl consideratio
e) n for future
automation

1.1 1.1.1 Input: handwritten After processing action Collect the form in
form 1.1.2, an email is sent to an editable pdf
the user to perform format and
action 1.1.3 in a csv file electronically
signed
In order to go to action
1.1.4, the robot will read
the csv file

*Add more rows to the table to reflect the complete documentation provided to support the RPA process.

III.5 Business Exceptions Handling

The Business Process Owner and Business Analysts are expected to document below all the business
exceptions identified in the automation process. These can be classified as:

Known Unknown

Previously encountered. A New situation never encountered before. It can be caused by external factors. Cannot
scenario is defined with clear be predicted with precision, however if it occurs, it must be communicated to an
actions and workarounds for authorized person for evaluation.
each case.

Known Exceptions
The table below reflects all the business process exceptions encountered during the process evaluation and
documentation. These are known exceptions that occurred before. For each of these exceptions, define a
corresponding expected action that the robot should complete if it encounters the exception.

BE Exception name Actio Parameters Action to be taken

# n
Unknown Exceptions
For all other unanticipated or unknown business (process) exceptions, the robot should:

III.6 Application Error and Exception Handling

A comprehensive list of all errors, warnings or notifications 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, an action Never encountered before, or may happen

Applications plan or a workaround available. independently of the applications used in the process.

Known Errors or Exceptions

The table below reflects all the errors identified in the process evaluation and documentation.

For each of these errors or exceptions, define a corresponding expected action that the robot should complete
if it is encountered.

Parameter
# Error name Action Action to be taken
s

1 Application Crash / Any action Error message Recover & retry for maximum 3 times.
Internal Server Close the applications and run the sequence
Error again

Unknown Errors and Exceptions

For all the other unanticipated or unknown application exceptions/errors, the robot should:
III.7 Reporting

# Report type Update Details Monitoring Tool to

frequenc visualise the data
y

1 Process logs Daily How many times was this process run since Kibana
the beginning of the month and what was the
average run duration?

2 Process logs Monthly How many robots worked on this process per Csv file posted daily on
each month? share drive

3 Transaction logs Daily How many transactions were run by this Kibana
process since the beginning of the month and
what was the average transaction duration?

4 Error logs Daily Average number of errors by type per day Kibana

5 Error logs Daily All errors per month grouped by type Csv file posted daily on
drive

* For complex reporting requirements, include them into a separate document and attach it to the present documentation

IV. Other Observations

Include below any other relevant observations you consider needed to be documented here.

Example: Specific Business monitoring requirements (audit and reporting) etc.

V. Additional sources of process documentation
If there is additional material created to support the process automation please mention it here, along with the
supported documentation provided.

Additional Process Documentation

Video Recording of the process ACME-System1-Process-WI5-Manual- Insert any relevant comments

(Optional) Walkthrough

Standard Operating Procedure (s) Insert any relevant comments

(Optional)

Business Rules Library Insert link to Business rules library Insert any relevant comments
(Optional)

Other documentation Insert link to any other relevant process Insert any relevant comments
(Optional) documentation (L4, L5 process description,
fields mapping files etc.)

*Add more rows to the table to reflect the complete documentation provided to support the RPA process.