Robotic Process Automation (RPA) has become a cornerstone of digital transformation for businesses seeking to streamline operations, boost efficiency, and free up human resources for higher-value tasks. However, migrating to a new RPA platform can be a complex undertaking fraught with potential challenges. Here, we explore the common pitfalls encountered during RPA migration and offer valuable insights from digital transformation leaders to ensure a smooth and successful transition.
Table of Contents
Understanding the landscape of RPA migration
The rise of RPA migration
According to a study by Deloitte, 53% of organizations are already using RPA, and this number is expected to rise significantly in the coming years. With such widespread adoption, the need for seamless migration strategies becomes paramount.A 2023 Blueprint research report revealed a compelling statistic: 58% of organizations are either considering, in the process of or have already migrated their RPA estates to a new platform. This surge in migration activity highlights the evolving needs of businesses. Initial RPA deployments may have focused on quick wins and proof-of-concept projects. However, as RPA scales and integrates with broader automation initiatives, limitations of early-generation platforms become apparent.
Why migrate? Unveiling the motivations
There are several key drivers for RPA migration:
- Cost reduction: A significant factor is the desire to reduce licensing fees. Blueprint’s research identifies this as the most cited reason for migration, with organizations seeking more cost-effective solutions. According to akaBot, migration can help to save up to 50% of the total cost of ownership.
- Scalability and functionality: Legacy RPA platforms might struggle to handle increasingly complex automation needs. Businesses require platforms that can scale to support a growing number of bots and integrate with advanced technologies like AI and machine learning.
- Security and governance: As RPA deployments mature, robust security features and governance controls become crucial. Newer platforms offer enhanced security protocols and improved user access management capabilities.
- Vendor lock-in: Businesses might feel locked into specific vendors with limited customization options. Migration allows for exploring alternative platforms with a wider range of functionalities.
Read more: Why Do Businesses Worldwide Start RPA Migration?
Challenges and common mistakes during RPA migration
A recent study by Everest Group found that 62% of organizations experience challenges during RPA migration, highlighting the need for careful planning and execution.
Here are some of the most frequent mistakes companies make when migrating their RPA infrastructure:
- Underestimating the complexity: Migrating RPA bots requires a comprehensive understanding of the existing architecture, dependencies, and functionalities. Underestimating the complexity of the process can lead to delays, cost overruns, and potential disruptions.
- Lack of clear migration strategy: A well-defined migration strategy is a roadmap to success. With one, companies can prioritize tasks, sequence migration phases, and ensure compatibility between old and new platforms.
- Inadequate testing and validation: Insufficient testing and validation during migration can introduce bugs and errors into the new environment. This can disrupt operations and negatively impact business continuity.
- Resistance to change management: Shifting to a new platform requires employee buy-in and training. Failing to address potential resistance to change can hinder adoption and impact the overall success of the migration.
- Neglecting security considerations: Security vulnerabilities can be exploited during the migration process. Organizations need to implement robust security protocols to safeguard sensitive data.
Key strategies for successful RPA migration: Insights from Digital Transformation leaders
Digital transformation leaders emphasize the importance of a well-defined approach when migrating to a new RPA platform:
- Establish a dedicated migration team: Assemble a team with expertise in RPA, project management, and change management to oversee the migration process.
- Conduct a thorough assessment: Conduct a comprehensive analysis of your existing RPA ecosystem, including functionalities, dependencies, and data flows. This will help determine the migration scope and resource requirements.
- Develop a clear migration plan: Create a detailed plan outlining the phases, timelines, resources, and testing procedures. Include clearly defined success criteria and communication strategies.
- Phased migration approach: Consider a phased migration approach, starting with simple bots and gradually moving to more complex ones. This mitigates risk and allows for course correction as needed.
- Invest in training and change management: Provide comprehensive training for employees on the new RPA platform and encourage open communication to address concerns. Foster a culture of change and highlight the benefits of RPA migration.
- Focus on security: Prioritize robust security measures throughout the migration process. Regularly assess vulnerabilities and implement appropriate security protocols.
- Leverage available resources: Many RPA vendors offer migration tools and services to streamline the process. Explore these resources to expedite migration and reduce risks.
Metrics and criteria for measuring success
Criteria for evaluation
- Scalability and Flexibility: Evaluate the scalability and flexibility of the chosen RPA platform to accommodate future growth and evolving business needs.
- Interoperability: Assess the interoperability capabilities of RPA solutions with existing IT infrastructure, applications, and emerging technologies.
- Security and compliance: Ensure that RPA platforms adhere to stringent security standards, data privacy regulations, and industry best practices.
- Vendor support and roadmap: Partner with reputable vendors that offer comprehensive support, ongoing updates, and a clear roadmap for product development and innovation.
Metrics for success
- Migration completion rate: Track the percentage of bots successfully migrated to the new platform.
- Time to value: Measure the time it takes to achieve ROI after completing the migration.
- Reduced processing time: Monitor the reduction in processing time for automated tasks after migration.
- Improved accuracy: Track the improvement in task accuracy after migrating to the new RPA platform.
- Employee satisfaction: Survey employees to gauge their satisfaction with the new platform and training programs.
- Cost savings: Quantify the cost savings achieved through process automation, resource optimization, and efficiency gains.
Key takeaways
- Prioritize thorough planning, assessment, and stakeholder engagement to mitigate risks and ensure alignment with strategic objectives.
- Embrace a culture of continuous improvement, agility, and innovation to adapt to changing market dynamics and emerging technologies.
- Invest in employee training and upskilling initiatives to maximize the value of RPA investments and drive sustainable growth.
- Establish clear metrics, criteria, and governance mechanisms to monitor progress, mitigate risks, and optimize performance throughout the RPA migration journey.
In sum, RPA migration presents both opportunities and challenges for organizations seeking to harness the transformative power of automation. By learning from common mistakes, leveraging insights from digital transformation leaders, and adhering to best practices, organizations can navigate the migration maze successfully and unlock the full potential of RPA to drive operational excellence, agility, and innovation.
References
The Challenges in Switching RPA Tools and How to Overcome Them
What is RPA Migration? Everything You Need to Know
akaBot (FPT) is the operation optimization solution for enterprises based on the RPA (Robotic Process Automation) platform combined with Artificial Intelligence, Process Mining, OCR, Intelligent Document Processing, Machine Learning, Conversational AI, etc. Serving clients in 21+ countries, across 08 domains such as Banking & Finances, Retail, IT Services, Manufacturing, and Logistics…, akaBot is featured in “Voice of the Customer” for Robotics Process Automation” by Gartner Peer Insights, G2, and ranked as Top 6 Global RPA Platform by Software Reviews. akaBot also won the prestigious Stevie Award, The Asian Banker Award 2021, Everest Group’s RPA Products PEAK Matrix® 2023, etc.
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