ROBOTIC AUTOMATION

Karthik Jegannathan
Karthik Jegannathan - Gallup Assessed Leader
Highly accomplished Senior Principal with 15 years of experience exposed in verticals relating to Automotive (tire
manufacturing), Manufacturing and Logistics (Fixtures), Supply chain and Retail, Consumer and packaged goods
(Beverages) and financial services that includes Banking and Healthcare. As a Master Black Belt/Lean Leader
worked in business process improvement, business transformation and change management projects in
customer locations. Exposed to Customer experience in the areas of CX Journey mapping, Web Analytics, Google
analytics, Page analytics, Sentiment analysis and customer spend/buying pattern, Loyalty decision tree in the
Omni channel and mobile environment and a vivid speaker with 6 white papers across the globe including ASQ
Reliability, AUTVS, QFD, IEEE ITNG,. QAI/STC forums

As a Digital transformation leader have worked in areas relating to Platforms and Products, Social analytics,
Cloud readiness assessments, Digital security assessments, and Risk and Trust analytics. Experienced in setting
up and leading the OCM projects with demonstrated ability to lead business and Technology CoE improvements
across SDLC, STLC, PDLC and IDLC areas. Have developed high performing teams and enabled results across
Service management, Business Excellence, Operational Excellence and Business Transformation areas using IPA,
RPA, FDM and O2C Simplification and BOTS and also significant experience in Value management for Retail
Banking, KYC, Customer master, payments and POS transactions
Background, Scope and Business Case for RPA

Background : One of the Top Comtech Major had complete manual processing for billing systems, sales file consolidation and complete billing
and payments treatment and accounting while the organization had financial module it didn’t have the ability to detect rejected transactions,
and exceptional transactions processed. Since this transaction happens both in Order to Cash and Procure to Pay area the overall volume of
transactions were as high as 15000 invoices and 12000 orders per month and the entire handling was challenging and lot of control accounts were
used instead of suspense account for balancing transactions, there were no SL to GL mapping. The key objective of initiating RPA was to control
the cash handling and the collections handling seamlessly and advocate for the right set of internal controls rolled up at the system level

Scope : Scope included the entire Contract to Cash life cycle to start with and subsequently the entire scope included the fully completed AR and
AP process which is currently in progress

Need for RPA

1. Globally Consistent financial processes across markets from system entry to subledger to GL and Statement of accounts including and
up to Balance sheets and controls around cash and expense related invoices
2. Treatment of prepayments and accruals across nett off transactions where both vendor and customer are same
3. PO to Invoice mapping reconciliations for Dr and Cr adjustments
4. Exception reporting and Rejected Transactions to be periodically reviewed with Markets team
5. Governance on process variations and recommend change or move to remediation team
6. Standardization of the existing clean up’s by monitoring actively (e.g. : Vendor Debit Balance, Clearing accounts, Suspense accounts
etc)
7. System control audit files that fail the controls and entries that are made without versioning of financial entries and cash handling as
this customer had a majority of markets using cash and they had maximum credit period of one month or debtor cycle as one month
8. Single view of the C2C process for all the PMO, Market and vertical stakeholders and possible fraudulent transactions reporting on the
floor
RPA Boot Camp

SEW Kaizen Executive Workshop

Rapid, high impact RPA Workshop designed to ensure senior management
commitment & imparting automation

Understand the landscape of processes and tools within the

organization along with system and environmental vulnerabilities

CTQ and Metrics

Business
Goals

VOC

Financial Impact
Organization RPA
al Alignment Capabilitie
Form a Governance committee
identify to, assign, Govern and drive s
Initiatives to closure

Transactional Frauds, Suspicious Transactions, Unrecorded receipts or payments and postings without
adequate approvals
4
Know your Scope

Global Transactions What are the system vulnerabilities and

Identify the do we have control on unapproved
possible category transactions
of transactions

What can we
do better?

My systems are
too siloed and I How do I measure Do I have a single
am have no my accuracy view my process?
control over my
data and financials
integration
Key Concepts
Definition

The "voice of the customer" is the term to

Voice of the customer describe the stated and unstated
customer needs or requirements

Reduce Count of Reject transactions and value

Critical-To-Quality Reduce Count of unrecorded transactions volume and

value
Characteristics (CTQ)
Reduce Count and value of un approved transactions
Zero Balancing errors capturing and sanitization

Defect Any output that does not meet

the specifications

Defect Opportunity Any of the CTQ data beyond threshold

VOC Interpretation

Ask Customers  What is Important to you?

Single view of System Delivery Cost

What do you think as defect?

Unrecorded Postings Errors Rejected Transactions

What can delight you?

Single view upto SL/GL Rejected transactions
Build in controls
Recs success rate
Services Provided for Perform and Optimal state’s

Cost
Benefit Selected
Analysis Services
Single view
Change Mgt OLA/Service
of process
Known System issues Levels
and exceptions
Standard accounting
procedures SR SLA/KPI
80000+
Transactions
Financial entries
Eco system of tools for classification knocked off
financial entries
Financial
Conversion and posting of
O2C, P2P data Tooling impact of
Strategy 8million
Reports and Posting Selected
Services unrecorded
Financial Process balances RPA Inclusion
Management Reports entries
Rejected Transaction
KPI and Reporting OLA/Service balanced
by control
services parameters Levels
Subledger to General Daily files on control
Ledger Recs lapses MS Resolved 20
different
SLA/KPI
Trial Balance and Balance Role based access SOD
Sheet Rec’s ensuring appropriate Conflicts
SOD
Master Services List
• Service Oriented Organizational
P- Perform State Delivery benefits
RPA Tools and Scope management • ITIL aligned
0- Optimal State Processes
SR – Sub Ledger Recons
MS – Managed Services
Use Case

Largest Comtech Company in US

Implementation of RPA for Global Market in O2C and P2P process areas
 ClearCase, ClearQuest, VSS
 Legacy Applications
 SAP FICO and SAP OM

Complete Ownership Complexity Automation Standardized O2C

•
Challenges > Acquiring global transaction inputs from vendors, stores, let outs, Inter company transactions Across markets n
• Knowledge acquisition across 23 markets involving multiple technologies and multiple frequency of change
(Low, Very Low, High, Medium) and multiple approval/change transaction processes
• Identification of automation strategy that can work across markets agnostic of challenges

Solutions > • Proposed and implemented RPA Services Model by Abap Queries, SE16 reports and SAP DB automation
• Highly scalable model with pilot options across entries classified
• Platform automation tools that integrate batch uploads, SAP interface and integration of data across SAP and
non SAP systems through single source automation
• Customized inhouse automation solution integrated SAP Solution manager for order management for the
process and tools side of it

Results > • 80000+ transactions netted off

• Segregation of duties and control framework across SOC type 1 and type 2 audits
• Metrics and SLA’s on accuracy and timeliness of management of entries
• System driven reconciliations of data for subledger, suspense accounts, batch postings and control accounts
THANKYOU