1. Introduction #
While it may sound like a simple task to start an RPA project, there are a lot of things on the checklist that you have to go through. If you clarify many of these things in advance, it is easier to structure and scale the project up later. This part is aimed at municipalities or larger companies that are divided into many departments. Therefore, this section is not necessarily relevant for smaller companies that want to start an RPA project. However, there may be parts that are also relevant, in the form of GDPR considerations and what qualifications an RPA developer should have.
Link to references in this review.
| Name | Note | Link |
| The Agile Manifesto | The Agile Manifesto and its 12 principles | https://agilemanifesto.org/iso/dk/manifesto.html https://agilemanifesto.org/iso/dk/principles.html |
| SCRUM | An agile software project management method | https://www.scrum.org/resources/what-scrum-module https://scrumguides.org/ |
| Kanban | Another agile software project management method | https://kanbanguides.org/english/ |
| XFlow | System for creating digital forms if you want to offer this service together with RPA | XFlow – Digital Forms – RPA Help |
| GDPR | General information about GDPR | https://gdpr.eu/ |
2. What is RPA? #
RPA stands for Robotic Process Automation , and in short, are software robots that can perform workflows instead of employees. You can call them office robots, as they do not have a physical form, contrary to what you would normally think of a robot (for example, from assembly line work in industry ) . The workflows are typically rule-based, time-consuming, and are often repeated. For this reason, they can be tasks that are boring and tedious to perform for an ordinary employee.
It should be mentioned that RPA cannot be used to do time-saving exercises. You can lift tasks from an employee, freeing up time that can be used elsewhere. If a robot stops working for one reason or another (change in the task, programs included in it, etc. ), it will still be the employee in question who must manually perform the task. Otherwise, you simply move the task from an employee who knows how to perform it to someone who doesn’t necessarily.
RPA also often involves digitization of data and process optimization. These typically end up becoming part of RPA, as these areas are most often touched upon when looking for processes for RPA development. For example, it could be a scanned hand-filled form, where the content is to be used for RPA, and further uploaded to an ESDH system. If you use XFlow or similar, you can create the form here, and further optimize the process by making the workflow completely digital.
3. Agile software development #
There is nothing that suffocates an RPA project faster than bureaucracy. It can come in the form of management involvement, documentation of everything, fixed steps, and checks that must be performed before actual development can begin. These roadblocks often prevent you from moving forward with the development. It also means that employees stop signing up for new processes because the time it takes to develop them becomes too long.
RPA development is perfect for agile software development. You get the opportunity to adjust the cogs in the machinery on an ongoing basis as needed. Below you can read the manifesto, and the link above also contains the 12 agile principles if you want to read more.
“Individuals and collaboration over processes and tools”
Well-functioning software rather than extensive documentation
Collaboration with the customer rather than contract negotiation
Managing change rather than sticking to a plan
There is value in the points on the right,
but we value the points on the left higher.”
The two classic project management tools for this purpose are Kanban and SCRUM . The tools both use are largely the same, the difference is what roles you have in the team. It is not uncommon to take the parts you need and use them in your own agile project management, rather than taking everything. Officially, you do not have to use either one, but you are welcome to use parts from these.
4. GDPR #
GDPR is mentioned many times in the following sections. This is typically in relation to various considerations regarding personal data and how to deal with it. Below is a refresher on the 4 types of personal data and examples of these.
| General personal information | Sensitive personal information | Criminal convictions and offenses | Confidential information |
| – Name – Telephone number – Address – Payment information – Employee number – Economic conditions – Service conditions | – Race and ethnicity – Political beliefs – Religious beliefs – Philosophical beliefs – Trade union affiliation – Genetic data – Biometric data – Health information – Sexual relationships and orientation | – Violation of the law (including cases where the violation has not resulted in punishment) – A reasoned report to the police (even if it has not yet led to an actual conviction, after which it will be considered a criminal offense) – Criminal record and child protection certificates | – Income and assets – Working conditions – Educational background – Employment matters – Family relationships – Accidents – CPR number |
