UiPath Automation Process Design Document

Process Design Document – Calculate Client Security Hash

Process Design Document History

Date Version Role Name Organization Function Comments

Olfa Ben ACME Systems Inc.

Creation 28.09.2017 1.0 Draft SME

Taarit v 1.0

Vrabie Approved 28.09.2017 1.2 Reviewer Ui Path BA

Stefan v 1.0

Process Design Document – Calculate Client Security Hash 1

Table of Contents

1. Introduction ………………………………………………………………………………………………………………. 3

1.1 Purpose of the document ……………………………………………………………………………………… 3

1.2 Objectives …………………………………………………………………………………………………………….. 3

1.3 Process key contacts …………………………………………………………………………………………….. 3

2. AS IS Process Description …………………………………………………………………………………………… 4

2.1 Process overview ………………………………………………………………………………………………….. 4

2.2 Detailed Process map ……………………………………………………………………………………………. 6

2.3 Detailed Process Steps ………………………………………………………………………………………….. 7

2.4 Exceptions handling …………………………………………………………………………………………… 9

2.5 Error mapping and handling………………………………………………………………………………… 10

2.6 In-Scope application details …………………………………………………………………………………. 11

3. Development details ………………………………………………………………………………………………… 11

3.1 Prerequisites for development …………………………………………………………………………….. 11

3.2 Password policies ……………………………………………………………………………………………….. 11

3.3 Credentials and asset management …………………………………………………………………….. 11

4. Document Approval Flow …………………………………………………………………………………………. 12

5. Appendix …………………………………………………………………………………………………………………. 12

5.1 UiPATH automated process details ………………………………………………………………………. 12

Process Design Document – Calculate Client Security Hash 2

1. Introduction

1.1 Purpose of the documentThe Process Design Document describes the business processes chosen for automation using the UiPath Robotic Process Automation (RPA) technology.

This document describes the sequence of steps performed as part of the process, as well as the conditions and requirements prior to its automation. This design document serves as a base documentation for developers to collect the details required for robotic automation of the same business process.

1.2 ObjectivesThe process has been selected for RPA as part of the larger project initiative conducted within ACME Systems Inc. , the Finance and Accounting department.

The objective of this process automation is linked to the project business case and is mainly intended to:

The Design Document includes a brief, but comprehensive set of requirements for the process. Its structure is based on the input provided by the Subject Matter Expert (SME) in the process.

Role Name Date of action Notes

Point of contact for questions related to business exceptions and passwords

Process SME Aurel Vlaicu TBD

Reviewer / Sergiu TBD POC for process exceptions

Owner Celibidache

Approval for production

Nicoale Herlea TBD Escalations, Delays

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 Deliver faster processing Reduce redundant activities Improve overall performance and reliability

1.3 Process key contacts

2. AS IS Process Description

2.1 Process overviewGeneral information about the process selected for RPA implementation, prior to its automation:

AS IS process details Process full name Calculate Client Security Hash

Function Security

Department Finance and Accounting

Process short description (operation, activity, outcome)

Generate the Security Hash for each Client based on their personal information.

Role required for performing the process

System 1 User

Process schedule Daily

# of item processes / day 7 – 15 Clients

Average handling time per item

2 min / Client

Peak period (s) No peak period

# of FTEs supporting this activity

1

Level of exception rate No expected exceptions

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Input data Client Data

Output data Client Security Hash

2.1.1 In scope for RPA

The activities and exceptions in this process that are in the scope for RPA, are listed below:

2.1.2 Out of scope for RPA

There are no activities out of scope for RPA

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 Full Scope for RPA – the process is to be 100% automated.

2.2 Detailed Process map

Process Design Document – Calculate Client Security Hash 6

This chapter presents the chosen process in detail, which enables the developer to build the automated process.

Log into ACMEOpen sha1.com

website and enterthe correct formula,

using client Id,name and country

START System 1 WebAccess “Word

listing item” on thedashboard

Select an activitytype of W15

application

Select Client detailson the details page

Go back to theWork item Details

and open the“Update Work Item”

END

Set the status toCompleted and add

the Security Hashinfo on the

comment section

Retrive CLientsecurity hash from

the website

Step Short Description

1.1 Open the ACME System 1 Web Application.

1.2 Log in to System 1. Required input data: email and password.

1.3 Access the Dashboard – the central location, where the user can pick a specific menu item.

1.4 Access the Work Items listing to view all the available tasks to be performed (Output data: Work Items).

1.5 For each activity of the WI5 type, perform the following steps:

1.5.A Open the Details page of the selected activity to retrieve the Client Details.

1.5.B

1.5.C

1.5.D Go back to Work Item Details and open Update Work Item.

Retrieve the Client Security Hash value from the webpage.

1.5.E

Open the SHA1 Online webpage – http://www.sha1-online.com , and provide the following -input: ClientID ClientCountry. Replace all the variables with the corresponding values. Use dashes between each item and the above.

1.6 Continue with the next WI5 Activity.

Set the status to “Completed”. Add a comment with the obtained SecurityHash.

2.3 Detailed Process StepsThe complete set of steps in the process, including keystrokes and clicks, are to be defined with screenshots. If there are any data restrictions, mask the sensitive information, such as Policy Number, Customer ID, bank account number, etc).

Step action Expected # Screenshot Remarks

description result Possible

The exception:

Open the ACME System 1 Web Application

display of – Handlexception ifWeb app notavailable

1.1 the System 1 Web App screen.

Possible exception:

Log in to System 1. Required input data: email and password.

– Handlexception ifIncorrectemail orPassword

Access to 1.2 the

dashboard

Access the Dashboard – the central location, where the user can pick a specific menu item

The display of

1.3 each item in the menu

Access the Work Items listing to view all the available tasks to be performed (Output data: task)

The display of

1.4 the task list

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Possible exception: Handle exception if no task of type 'Calculate Client Security Hash’ exist

For each activity of the type WI5 perform the following steps:

1.5

Open the Details page of the selected activity to retrieve the Client Details (Output data: Client Details)

1.5.A

Open the SHA1 Online Webpage – http://www.sha1-online.com/ and provide the following input: ClientID-ClientName-ClientCountry Replace all the variables with the corresponding values. Use dashes between each item and the next one, as shown above.

1.5.B

Retrieve Client Security Hash from the webpage

1.5.C

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Go back to the Work Item Details and select Update Work Item

1.5.E

Set the status to “Completed”. Add a Comment with the obtained SecurityHash

1.5.F

Continue with the next WI5 Activity

1.6

2.4 Exceptions handlingThe types of exceptions identifiable in the automation process can be classified according to the table below.

Area Known Unknown

Previously encountered situation. A possible scenario is defined, and clear actions and workarounds are provided for each case.

A situation never encountered before. It can be caused by external factors.

Business

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Based on the above criteria, the table below should reflect all the known exceptions identified throughout the process and map the expected action the robot needs to take in each case.

Insert as many rows as required in the table, to capture all exceptions in a comprehensivel ist.

Step where exception is encountered

Exception # Parameters Action to be taken

name

If message for incorrect username or password exist

Send email to [email protected] “Hello, The username or the email is incorrect. Please check and restart

Thank you’’

Incorrect 1 email or Step # 1.2

password

No task of 2 type WI5 Step # 1.5 Stop process

exists

For any other unanticipated or unknown exceptions, the robot should send an email notification at [email protected] with the original email and error message screenshot attached.

A comprehensivel ist of all the errors, warnings, or notifications should be consolidated here with the description and action to be taken by the Robot in each case.

The errors identified in the automation process can be classified according to the table below.

Area Known Unknown

Previously encountered situation – action plan or workaround available.

A situation never encountered before, or may happened independent of the applications used in the process.

Technology

Based on the above criteria, the table below should reflect all the identifiable errors in the process, and map the expected action of the Robot in each case. Insert as many rows as required in the table, to capture all the errors in a comprehensive list.

Process Design Document – Calculate Client Security Hash

2.5 Error mapping and handling

10

Step where error is encountered

E Error Parameters Action to be taken

# Name

Application unresponsive / page not loading

Retry 2 times. Close application and run the sequence again

No response / blank page

1 Any step

*Feel free to insert an additional error mapping table for more complete explanation.

2.6 In-Scope application detailsThe table below lists all the applications that are used as part of the automated process.

# Application Syst. Login Interface Environment/ Comments name & Lang. module Access method Version

1 ACME System 1 EN Web Web Web Browser

3.. Development details3.1 Prerequisites for development

3.2 Password policiesUsers manage their own passwords. There are no special policies in place.

3.3 Credentials and asset managementLogin details (user IDs and passwords) should be stored under Windows Credential Manager or UiPath Orchestrator Assets.

Process Design Document – Calculate Client Security Hash

� Development or testing environment are to be provided for development purposes.� The provided development and testing environments are exact replicas of the production environment.� Dedicated system and application access are given to developers with the adequate

permissions.

11

4.. Document Approval Fl

Organization (Dept.)

Signature Version Flow Role Name

and Date:

Document prepared by

Business Name 1.0

Analyst Surname

Business Document Approved by:

Name 1.0 Process

Surname Owner

Dev/RPA Document Approved by:

Name 1.0 Solution

Surname Architect

5.. Appendix5.1 UiPath automated process details

Note: this step is to be filled in after automation process is complete

Automation overview: (time to dev, test, etc)

Robots type: Back Office Robot

Level of human intervention required:

Use of Orchestrator:

Exceptions recorded in automation process:

Errors identified in the automation process:

Challenges identified in the automation process:

Lessons Learned:

Any adjustments made to facilitate the automation process and any steps taken to shift from the human way of working to the automatic one. Any activity performed to improve the As Is process and to enable higher rates of automation of the process:

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➢ Process Assumption➢ Input data assumption➢ Number or types of input to be received➢ Skipping the login interface and collecting backend details➢ Extracting backend data without opening the file➢ Data conversion / formatting

Reporting: The details and format of the logging mechanism available in the workflow have to be specified here, whether it is a local log report or the Orchestrator log).

The format should be specified by the business users.

Workflow and scripts: A brief overview of each workflow and the sequence in which it is executed should be provided here.

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