Business Analyst

Training
What is a Process.
The RPA Perspective

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Business Analyst Training

What is a Process
• Definition: A set of interrelated or interacting activities that transforms inputs into outputs
• Components: Inputs, Process Flows, Source Applications and Outputs
• Things to remember: The outputs of a process can serve as inputs for other processes

Planning and executing processes can help with:

Compliance Operational Needs Managing Risks Continuous Improvement

The relation between processes and procedures

A procedure explains:
• who is responsible for each part of the process
• when each part of the process needs to occur
• how to handle exceptions
Process Procedure • the specifications applicable to each part of the process
Business Analyst Training

Process Example
Order-to-Cash Process Description:

• A Purchase Order is received via email

• The agent opens the email attachment and checks that the product code is present in the PO

• If the product code is present in the PO, the agent opens the ERP system and runs a specific ERP transaction

• If the product code is not present in the PO, the agent looks it up in the master data file

• If the product code is present in the master data file, the agent opens the ERP system and runs a specific ERP transaction

• If the product code is not present in the master data file, the agent sends out an email to the Master Data Analyst to update
the file

• Once the product code is provided, the agent populates the required fields in the ERP screen, as per the organization
requirements and the PO

• Next, the agent generates and validates the Sales Order

• Finally, the agent replies to the initial email, adds the Sales Order in the attachment and moves the email to the processed
folder
Business Analyst Training

“As-Is” Process Flowchart

Start
OUTLOOK

Open Email Send Email to

Update File End

Open the PO in the Reply to Email and Move Email To

Email Attachment NO Attach SO Processed Folder

Lookup Product
DESKTOP

Match Found?
Description

YES

NO
Product Code Open The Master Get Product Code Validate Sales
Present? Data File Order

YES

Type in the Company Add Values for

ERP

Select the Appropriate

ERP Transaction in Specific Values for Sold To, Ship To,
Open ERP/ Login Generate Sales
the New Sales Order the Order (Sales Org, PO Number,
Order
Page Division, Channel, Material Code,
etc.) Quantity

Manual
Business Analyst Training

“To-Be” Process Flowchart

NO
Open the PO in the Input
Start Open Email Structured? Process Manually
OUTLOOK Email Attachment

YES

Send Email to End

Update File

Reply to Email and Move Email To

NO Attach SO Processed Folder

Apply OCR To Lookup Product Match Found?

DESKTOP

Extract Data Description

YES

NO
Product Code Open The Master Get Product Code Validate Sales
Present? Data File Order

YES

Type in the Company Add Values for

Select the Appropriate
ERP

Specific Values for Sold To, Ship To,

Open ERP/ Login ERP Transaction in the Order (Sales Org, Generate Sales
PO Number,
the New Sales Order Division, Channel, Order
Material Code,
Page etc.) Quantity

Manual Automated
Thank you

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