Using Robotic Process Automation to upload documents to DATEV

M.O.E. operates in the specialised fields of certification, measurement, and inspection, supporting the implementation of verification guidelines for power generation systems. While their core business is highly technical, the challenge tackled in this project emerged from their administration department, which plays a crucial role in ensuring the company's smooth operations.

The department faced a particularly time-consuming task: uploading invoices to the DATEV program. This process involved several manual steps, including checking, stamping, and uploading documents, and took 1 to 2 hours per upload, twice a week. This routine consumed valuable time and resources that could have been better spent elsewhere. Seeking greater efficiency, the team explored Robotic Process Automation (RPA) with the assistance of EDIH.SH.

In collaboration with EDIH.SH, M.O.E. explored the potential of automation to tackle their administrative challenges. Through a series of joint online meetings and an on-site visit, the team developed a thorough understanding of working with bots. The process began with detailed documentation of the existing workflow, which was essential for defining the bot's requirements.

Using Microsoft Power Automate Desktop, a bot was created to automate the entire process, paying close attention to technical details such as file naming and implementing a time delay to ensure smooth integration with DATEV. The bot was designed to manage the full process, from checking document categories to uploading them into the system.

By eliminating the need for manual stamping, the bot further streamlined the workflow. The implementation was cost-neutral, and active participation from the team ensured the bot was tailored to their specific needs, resulting in a solution that not only met but exceeded expectations.

The automation bot significantly reduced the time required for the invoice upload process, cutting it from 2-3 hours per session to just 10 minutes. This change freed up about 1 hour each week, allowing employees to focus on more valuable tasks and enhancing overall efficiency.

The bot also eliminated the need for manual document stamping, reducing errors and ensuring accurate data entry. As a result, the entire workflow became smoother and more reliable, contributing to improved operational efficiency.

Additionally, employee satisfaction increased as the team could now focus on more meaningful work. The process of implementing the bot was a positive experience, fostering a sense of collaboration and creativity among team members.

The automation exceeded expectations, saving more time than anticipated and encouraging the team to explore further RPA opportunities. This success has laid the foundation for continued innovation and digital transformation at M.O.E.

Do’s:

• Identify and Solve Technical Challenges Early: Early recognition and resolution of technical issues, such as file naming and time delays, are crucial for smooth bot operation.

• Document Processes Thoroughly: Comprehensive documentation helps define clear requirements for the bot, ensuring it meets the specific needs of the task.

• Provide Training and Knowledge Sharing: Ensuring users understand how the bot works is essential for successful implementation and adoption.

• Pilot and Test the Bot: Conducting pilot and test phases allows for the identification and correction of any issues before full deployment.

• Encourage Team Feedback: Continuous feedback from the team helps refine the bot and adapt processes as needed.

Don’ts:

• Neglect Training: Ensure all involved are adequately trained to maximize the bot’s benefits.

• Overlook Small Technical Details: Attention to detail is critical for the bot’s smooth functioning.

• Set Up and Forget: Continuous optimization and updates are necessary to keep the bot efficient and effective over time.