Swivel-chair data entry
Staff copy the same information from one system into another many times a day.
02 / Automation
Robotic Process Automation
Robotic process automation is still one of the fastest ways to remove repetitive work from applications that have no usable API. The difference between RPA that pays off and RPA that becomes a maintenance burden is in the selection of processes and the engineering discipline behind the bots.
At a glance
- Service
- Robotic Process Automation
- Pillar
- Automation
- Typical starting point
- RPA candidate assessment
- Typical first phase
- 2 to 4 weeks for assessment; first bot often in 4 to 8 weeks
- Key technologies
- Intelligent Automation, Computer Vision, Natural Language Processing
Durations depend on scope, data readiness and integration needs.
What is RPA?
Short answer
Robotic process automation (RPA) is software that operates other applications through their user interfaces, the way a person would, to carry out repetitive, rule-based tasks such as copying data between systems, filling forms, downloading reports and reconciling records.
RPA bots click, type, read screens and move data. They do not need changes to the underlying systems, which is why RPA is popular for legacy applications, government portals and third-party websites.
That strength is also the weakness. Because bots depend on screens, a layout change can stop them. Good RPA practice therefore means choosing stable processes, building bots in a modular way, handling exceptions explicitly and monitoring every run.
We treat RPA as one tool among several. Where an API or a small integration would be more reliable, we recommend that instead.
Business problems
What problems does RPA solve?
These are the situations where organisations most often find this service worthwhile.
Legacy systems without APIs
Core applications cannot be integrated conventionally, so work is done by hand.
Peak-period backlogs
Month-end, quarter-end or seasonal spikes create queues and overtime.
Error-prone repetitive checks
Reconciliations and validations done manually produce avoidable mistakes.
Use cases
Where can RPA be used?
Representative applications. The right use case depends on your processes, data and constraints.
| Area | Example application |
|---|---|
| Finance and accounting | Bank reconciliations, journal postings, report downloads and ledger updates. |
| HR and payroll | New joiner setup across systems, attendance consolidation and payroll input checks. |
| Supply chain | Order entry from portals, shipment status updates and inventory reconciliation. |
| Compliance | Collecting evidence from multiple systems and preparing periodic filings. |
| IT operations | User provisioning, password resets and routine system health checks. |
| Customer operations | Updating CRM records, generating statements and processing service requests. |
Who should consider it
- Organisations with legacy or third-party systems that lack APIs
- Operations teams with high-volume, repetitive back-office tasks
- Businesses wanting quick, measurable automation before larger programmes
- Teams whose current bots fail often and need re-engineering
When it may not be the right fit
Processes that change frequently, rely heavily on judgement or depend on unstable web pages are poor RPA candidates. Intelligent process automation or a proper integration is usually a better choice.
How AARHIT approaches it
How we deliver RPA
Each stage ends with something you can review, so decisions are made on evidence rather than on promises.
Stage 1 of 6
Candidate assessment
We review processes for rule clarity, stability, volume, exception rate and system access, then estimate effort saved and build complexity.
Output: a ranked list of RPA candidates with a business case for each.
Stage 2 of 6
Detailed process definition
The selected process is documented click by click, including every exception and business rule, and validated with the people who do the work.
Output: a process definition document signed off by the process owner.
Stage 3 of 6
Bot design and build
Bots are built from reusable components with configuration outside the code, structured logging and explicit handling of known exceptions.
Output: tested bots in a development environment.
Stage 4 of 6
Testing and user acceptance
We test against real scenarios, including failure cases, and run the bot alongside the manual process before switching over.
Output: UAT sign-off and a cutover plan.
Stage 5 of 6
Deployment and control room
Bots are scheduled, secured with managed credentials and monitored from a control room with alerts for failures.
Output: production bots with runbooks and dashboards.
Stage 6 of 6
Maintenance and optimisation
We track run success rates, handle application changes and look for adjacent tasks where the same components can be reused.
Output: monthly bot health reviews and an improvement backlog.
Technology
What technologies are involved?
We choose tools on fit, cost, security and your existing estate. These are typical options, not fixed commitments.
Learn more about the underlying technologies
| Layer | Typical options |
|---|---|
| RPA platforms | UiPath, Automation Anywhere, Microsoft Power Automate Desktop or open-source options |
| Orchestration | Platform orchestrators, schedulers and queues for workload management |
| Credentials | Enterprise vaults such as CyberArk, Azure Key Vault or HashiCorp Vault |
| AI add-ons | OCR and document models for semi-structured inputs |
| Monitoring | Run logs, alerting and dashboards for success rate and exceptions |
Outcomes
Potential business outcomes
Targets are agreed with you during scoping and measured against a baseline. We do not quote improvement figures before we have seen your process and data.
- Hours of repetitive work returned to teams
- Fewer keying errors and reconciliation mismatches
- Faster processing during peak periods
- Consistent execution with a complete log of every action
How long does implementation generally take?
Typical timeline
A candidate assessment usually takes 2 to 4 weeks. A first production bot for a well-defined process often takes 4 to 8 weeks from definition to go-live. Programmes with many bots are usually delivered in waves every 4 to 6 weeks.
What determines complexity?
- Number of applications and screens involved
- Stability of the user interfaces
- Volume and variety of exceptions
- Access, security and credential constraints
- Need to read unstructured documents
Implementation
Implementation considerations and risks
Most difficulties in this kind of work are predictable. Planning for them early keeps delivery on track.
Select for stability
A process that changes every quarter will cost more to maintain than it saves. Stability is the first filter.
Treat bots as software
Version control, code review, testing environments and release management matter as much for bots as for any application.
Manage bot identities properly
Bots need their own accounts, least-privilege access and managed credentials rather than shared staff logins.
Plan for application changes
Agree with IT teams how upcoming system upgrades will be communicated, so bots can be updated before they fail.
| Risk to consider | How we manage it |
|---|---|
| Bots failing silently | Structured logging, success checks at the end of each run and alerts to a named owner. |
| Security of bot credentials | Vault-managed credentials, audit trails and least-privilege accounts. |
| Maintenance cost exceeding savings | Stability screening, modular design and periodic review of each bot's value. |
| Shadow automation | A central register of bots with owners, documentation and change control. |
FAQ
Questions about RPA
Which processes are best suited to RPA?
Processes that are rule-based, repetitive, high in volume, stable over time and operate on structured digital data. Good examples include data transfer between systems, report generation and reconciliations.
Which RPA platform do you recommend?
We are platform independent. The choice depends on your existing licences, IT standards, scale, budget and whether you need attended or unattended bots. We compare options during assessment.
Is RPA being replaced by AI agents?
Not for everything. Agents are useful for tasks that need interpretation and planning, but deterministic RPA is often more predictable, cheaper and easier to audit for fixed procedures. Many solutions use both.
What happens when an application screen changes?
Well-built bots detect the problem, stop safely and alert their owner. We use stable selectors and modular components so fixes are quick, and we coordinate with IT on planned changes.
Can bots run without anyone watching?
Yes. Unattended bots run on servers on a schedule or trigger. Attended bots run on a user's desktop to help with parts of a task. The right mode depends on the process and controls required.
Next step
Considering RPA for your organisation?
Share the process, product or decision you have in mind. We will ask the right questions, outline options and suggest a sensible first step.