RPA Team and Project Management: A Blueprint for Implementation Success

Setting up and managing an RPA team is a foundational piece of the equation, in which people management matters just as much as the automated technology in use.

The goal of Robotic Process Automation (RPA) is to transform and streamline business processes by automating repetitive, time-consuming tasks.  

However, like any large-scale technology implementation, a successful RPA project hinges on effective project management, including a carefully assembled team with the right skills, and a robust testing and quality assurance process.  

But according to Ernst & Young, the probability for RPA initial project failure is as high as 50%.
So, only with proper planning can organizations reduce that risk of failure.

RPA Team and Project Management Fundamentals

Robust project management principles are the cornerstone of a successful RPA implementation. Apply these examples:

  • Clearly Defined Scope: Outline project objectives, deliverables, and timelines. Identify processes ideal for automation and determine success metrics.
  • Risk Management: Proactively identify potential risks, such as data security concerns or resistance to change. Develop mitigation strategies.
  • Stakeholder Communication: Maintain clear communication with all stakeholders, including business users, IT, and management. Transparency ensures buy-in and smooth execution.
  • Agile Methodology: Consider an agile approach, breaking the project into smaller phases with regular feedback loops. This allows for flexibility and course corrections.

Team Roles and Requirements

Implementing RPA requires a diverse set of skills, including technical and non-technical talent.

These are the core resources your team needs:

  • Business Analysts (BAs): They play a pivotal role in process analysis and documentation. BAs identify potential automation targets, gather requirements, and ensure alignment with business goals.
  • RPA Developers: These are the technical wizards who design, configure, and implement the RPA bots. They require expertise in the chosen RPA software and basic programming knowledge.
  • Project Manager: This is the orchestrator who keeps the project on track and manages resources effectively. Strong communication and organizational skills are a must.
  • Quality Assurance (QA) Testers: The QA team meticulously tests RPA bots in a staging environment, ensuring they function as intended and meet all requirements.

Project Management and Collaboration Tools

Leveraging the right tools can streamline collaboration and promote more efficiency:

  • Project Management Software (Asana, Jira): Manage tasks, allocate resources, track progress, and manage reporting. Asana  
  • Process Documentation Tools (Visio, Lucidchart): Create detailed process flow diagrams, which are crucial for RPA development.
  • Collaboration Platforms (Slack, Microsoft Teams): Facilitate seamless communication and file sharing among team members.

Quality Assurance (QA) and User Acceptance Testing (UAT)

Meticulous testing is critical to ensure RPA bots function as expected and deliver the intended value.

QA Testing

  • Test Case Development: A thorough test plan outlines different scenarios that bots must handle, including edge cases and exceptions.
  • Test Execution: QA testers rigorously execute test cases, then identify and reporting defects.
  • User Acceptance Testing (UAT): Business users test the RPA solution in a real-world environment, validating functionality and usability. This ensures the automation meets their needs and addresses their pain points.

Key Considerations for Success

Here are some additional tips for RPA teams and a successful implementation project:

  • Start Small: Take baby steps. Begin with a pilot project targeting a well-defined process, and focus on a process area with a potential for high ROI.
  • Change Management: Address potential employee concerns early on. Communicate benefits of RPA and provide adequate training to ensure smooth adoption.
  • Governance Model: Establish clear roles, responsibilities, and decision-making processes for the ongoing management of your RPA program.

Expect and Deliver Greatness with RPA Projects

There is no doubt that implementing automation has the power to transform the way organizations operate.  

But as it stands, the chance of failure is quite high as Ernst & Young pointed out, underscoring the importance of a well thought-out plan for automation.

Thus, successful RPA team and project management depends greatly on how well human resources are utilized and how human activity complements the technology that drives many of the activities.

Here at Empaxis, we provide RPA team and project management resources for software companies in investment management. We understand the challenges associated with implementation projects, and Empaxis has experienced resources to take on these tasks, propelling your organization toward greater efficiency, accuracy, and agility.

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