1. Workshops – Show and tell #

When starting the project, you can hold small workshops in your departments. The purpose is to talk about RPA and what it can be used for, as well as how employees themselves can help find potential processes. For these, it might be an idea to create a use case so that you can demonstrate how RPA works. It can be as simple as clicking through a program, or filling in missing information in an Excel sheet.

You may optionally use the abbreviation vert below.

• Volume – Often repeated or can save the employee a lot of time if the process is automated
• Consistency – Same procedure every time
• Rule-based – Always the same fixed rules, and rarely discretion / professional judgment
• Accessibility – Data used is digitally accessible and well-structured

2. Good places to start #

It may be an advantage to start in departments where you have the opportunity to create templates or reuse processes. Here you can select an RPA process and use this as a test for the purpose. Below are a few examples where you can quickly dig up RPA processes. Please note that some examples are based on the municipal sector.

Reference is available here:

Name	Note	Link
KMD Opus Role-Based Input	See section 2 regarding invoicing, and section 3 regarding repostings.	Internal page
KMD SAP	See section 4 regarding uploading to personnel folder.	Internal page
KMD Nexus API	See generally.	Internal page

2.1 Economy #

Invoicing / reposting is a good place to start in finance. It almost doesn’t matter which finance software you use ( Schultz, Opus Role-Based, KMD SAP ), it is possible to create a reusable template for RPA purposes. It is almost always the same procedure, but with a difference in what is filled in. In some cases, it requires approval or review from the employee first. Here, for example, you can use an Excel sheet where all the data is in, and an extra column that tells the robot whether it can create the invoice or not. For a good example, see the link to KMD Opus Role-Based Input .

2.2 HR Staff #

There is potential in having documents journalized for the personnel folder or in ESDH ( SBSYS, eDoc, Acadre ). For this, templates can be created for upload/searches in ESDH. See the link to KMD SAP for upload to the personnel folder as an example. At the same time, there is huge potential if the RPA team has the opportunity to create digital forms themselves, for example through XFlow. To name examples, you can create forms for payment of 6th vacation, advance vacation, per diem and transportation to the board, and many more.

2.3 Schools #

In continuation of the above, schools continue to do a lot with paper and scans. Furthermore, they are required under GDPR to store this properly. Here, just like with HR Personnel, you may need to upload/search in ESDH. Furthermore, you can optimize the workflow by making it completely digital if you use digital form software such as XFlow. This can save a school secretary, class teacher, parents, etc. a tedious workflow with paper, and scans back and forth. Examples of processes/forms for this are various consent declarations ( for excursions, for example ), and the choice of elective subjects. If you can get hold of a school secretary, they can typically help you find the processes quickly.

2.4 Health and Welfare / Disability and Psychiatry #

While this area requires more technical knowledge ( API setup, scripting, and larger more complicated RPA solutions ) , there are many hours to save. It can be anything from grants to small things, to creating and preparing documentation for a referral to psychiatry. My experience is only with KMD Nexus API within this area, see the documentation about this if necessary.