In this post, we are going to learn about RPA Documentation. Some people also call this as RPA Process Documentation or RPA Project Documentation. Which every rpa developer refers to during the BOT development. It is necessary to have all the required documents with proper information and well designed with business approval and sign-off before the developers start with the BOT building process.
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RPA Project Documentation contain following information
· The Document must be easy to understand
· High level description must be there
· Process details must be there, step by step with all required screenshots (in key-stroke/mouse clicks level)
· Document must contain proper designed Flow-charts and properly linked with steps
· Must have SLA and stakeholder’s details
· Example with screenshots must be there
· Should have all the business exceptions and alternative flows
· In-scope and out of scope information must be there the document
· Should have required information or urls of all the applications involved
We will understand about following documents.
- Feasibility Analysis and RPA Scope Calculation
- Process Design Document (PDD)
- Solution Design Document (SDD)
- BOT Movement Checklist
- Run Book
Feasibility Analysis and scope calculation
In this phase,
RPA Expert and the business team will analyze the process to
understand if the selected process is a good candidate for automation or not.
Based on process steps, business logic, number of applications involved, any
human judgment required, data volume, data type (standard or not standard),
process frequency like daily, weekly, monthly, etc.
With the help of
the above information, we can get an idea about the scope
of Automation, and with the help of the feasibility calculation template, we
can get the percentage of steps that can be automated.
Let’s understand with a simple example – In a particular
process there are 10 steps
required to complete the process end to end and out of those 2 steps where the
human decision is required hence the scope of automation would be 80%.
What is PDD? or What is Process Design Document in RPA
Process Design Document or PDD is prepared by Business Analyst or Subject Matter Expert (SME) which contains information of actual process (AS-IS) information. This document contain informations like how the process can be done manually.
It also includes detail about process steps including business rules and other conditions as per process along with screenshots. This document will give you overall view on actual process where human is performing steps to complete the task.
Following information must be mentioned in Process Design Document or PDD.
- AS IS Process Flow
- Process Steps including Screenshots
- Applications required
- Business and Application Exceptions
- SLA and other downtime details.
- Process Owners/Business SME
What is SDD? or Solution Design Document in RPA
The Solutions Design Document is also known as “To Be Process” Document. This document contains information and design on how the RPA bot run to complete the process. Solutions Architect or Senior Developer from RPA team will be responsible to create this document.
Having an effective Solution Design Document plays a very important role to complete the successful development of any RPA process. Solution Design Document contain information about architecture design, applications involved in automation, decision and business logics, exception handling mechanism, work flow level details, reusable components (if any).
A good Solution Design Document should have following points into it.
- Scope of Automation – Current and Future Scope
- To Be Process Flow
- BOT and Human Interaction (if any)
- Exception Handling for Business and System Exceptions
- Compliance
- Risk
- Other Information
BOT Movement Checklist
This document is prepared by RPA Developer once end to end code development is completed. BOT Checklist document will help RPA team for smooth BOT movement from one Environment to another Environment.
The BOT Checklist document must contain following information:
- Applications details involved the process
- Share Drive path details (Input and Output folder etc)
- Email Server to read and Send email
- Email Mail Box using in the process
- Type of Browser required/supported
- Applications Like PDF, Microsoft Office required or not
- Zoom % Settings for Web Browser
RPA Run Book
Once RPA Code Development is completed and tested successfully in SIT,
UAT, and production environment, the rpa team will move the final code to the
production server.
RPA developer will create a document that contains steps on how the Bot
can be executed and verify any action if required manually.
This document must contain following points:
- Master Task and Other Dependent Sub Task
- Input file information
- Information on configuration file changes
- Contact Email Information
- Task Folder location
- Output File Location
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