Automated processes
within a large corporation
Create automatic processes to interpret and process information used in the company's day-to-day activities, namely, routine and repetitive activities.
context
In the energy distribution area, thousands of routine and repetitive activities were executed daily, with a highly negative impact to the workers, that consider these as boring and exhaustive tasks that prevented them from working on the most important aspect: Making the business grow!A Large company in the energy distribution domain, regardless of the amount invested in IT solutions, had a high percentage of unmotivated work force that considered that most of the time spent working was on high time consumption and low-level complexity tasks. As a consequence, the workers felt they were not achieving their main role purposes as well as pursuing more interesting projects.
Reduce costs, speed up processes and remove undesirable workload type
automated processes
1. Issuing requests for prior authorization
on the website "Portal das Finanças"
Issue
- Hundreds of items were uploaded on the website "Portal das Finanças" on a monthly basis.
- This upload would take a week to be completed, having to resort to expendious outsourcing
Solution
- A robot that automates this procedure was implemented, keeping an updated SQL database.
- The Orchestrator queue system was used in this robot, enabling the use of multiple robots to process the workload simultaneously.

Result
- Execution time is currently around 5-6 hours, distributed by 3 robots.
- The client is only required to send a file when The process has to be triggered
- A report can easily be sent to the client containing all the transactional data, which can be highly customizable.
2. Payment requests in SAP
Issue
- Hundreds of items were uploaded to SAP on a monthly basis.
- This upload took around 3-4 days to be performed.
Solution
- A robot that automates this procedure was implemented, keeping an updated Excel file, as requested by the client.
- The excel file is mantained by the client and updated by the robot, acting as a database.

Result
- Execution time is currently around 3-4 hours.
- The client is only required to add to the Excel file the new cases to be executed.
- Amazed with the results, the client requested several other automations.
3. Transforming native PDFs to CSV
Issue
- When required, information in several invoice PDFs was converted to CSV, in order to automatically insert the data in a database.
- Each invoice took around 15 minutes to be processed.
Solution
- A robot that automates this procedure was implemented, providing outputs with the formated CSVs.

Result
- Each invoice is processed in less than 10 seconds.
- The client can run this robot on-demand by supplying the input and receiving the output instantaneously.
4. Sending congratulation emails
Issue
- When na anniversary of a worker, or an important milestone regarding the years of service of a worker, were reached the worker would be congratulated through an email.
- This email would need to be differentiated in accordance with the situation (even regarding the amount of years of service).
Solution
- A robot that automates this procedure was implemented, which would access a database with all the security requirements, and would generate the emails whenever necessary.

Result
- This procedure is now nearly instantaneous.
- The automation has a customized email address, making it more interesting to receive this email.
- The execution is fully automatic, having no need for manual interventions, or triggers of any kind.
5. Mass data extraction in SAP
Issue
- Every month a massive amount of data from SAP would be downloaded, and transformed into TXT files, which would later on be uploaded to a database.
- This process would take several days, having to resort to expendious outsourcing.
Solution
- A robot that automates this procedure was implemented, saving all the data into TXT files, which were made available in na output folder given by the client.

Result
- Execution time is now only about 2-3 hours.
- The execution is fully automatic, having no need for manual interventions, or triggers of any kind.
6. Sending daily specially formatted emails.
Issue
- Emails that took several hours to draft were sent daily.
- These emails had several tables and icons.
Solution
- A robot that automates this procedure was implemented, generating these emails almoust instantly.

Result
- The execution time is now of mere seconds.
- The execution is fully automatic, having no need for manual interventions, or triggers of any kind.
Av. do Cristo Rei nº7 - 7ºEsq2800-055 AlmadaPortugalmake_it_work@spam @inspireit.pt
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