Automated Competitor Tracking

RPA Process Design Document

Version 1.0

Copyright © 2021, Tech Mahindra. All rights reserved.

Company Confidential Automated Competitor Tracking
RPA Process Design Document
Version 1.0

Table of Contents

1 Introduction.................................................................................................................................. 4
1.1 Objectives............................................................................................................................... 4
1.2 Process key contacts............................................................................................................... 4
2 As -Is Process Description............................................................................................................. 5
2.1 Process Overview................................................................................................................... 5
3 To-Be Process Description............................................................................................................. 5
3.1 Process Overview................................................................................................................... 6
3.2 Applications in the To -Be Process........................................................................................... 6
3.3 Detailed To - Be Process Steps................................................................................................. 6
3.4 Business Rules........................................................................................................................ 6
3.4.1 Rule 1 - BOT Schedule......................................................................................................... 6
3.4.2 Rule 2 – Subsequent run in the day....................................................................................11
3.4.3 Rule 3 - List of Email Ids.................................................................................................... 11
3.5 Email formats:...................................................................................................................... 11
3.6 IN Scope for RPA................................................................................................................... 11
3.7 Out of Scope for RPA............................................................................................................. 11
3.8 Business Exceptions Handling...............................................................................................11
3.9 Known Exceptions................................................................................................................ 12
3.10 Unknown Exceptions............................................................................................................ 12
3.11 Application Error and Exception Handling.............................................................................12
4 Other Observations..................................................................................................................... 13
4.1 Additional sources of process documentation........................................................................13

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Company Confidential Automated Competitor Tracking
RPA Process Design Document
Version 1.0

Document History:

Date Version Role Name Organization Function Comments

17 Aug 2021 1.0 Author Kankipati Tech Mahindra Business Created Process
Naresh Analyst document v1.0

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Company Confidential Automated Competitor Tracking
RPA Process Design Document
Version 1.0

1 Introduction
The Process Definition Document outlines the business process chosen for automation using Ui Path Robotic
Process Automation (RPA) technology.

The document describes the sequence of steps performed as part of the business process, the conditions, and
rules of the process prior to automation and how they are envisioned to work after automating it, partly or
entirely. This specifications document serves as a base for developers, providing them the details required for
applying robotic automation to the selected business process.

1.1 Objectives
The process that has been selected for RPA is part of the Tech Data’s Automation Initiative conducted within
the Tech Data,

The business objectives and benefits expected by the Business Process Owner after automation of the
selected business process are:

 Automate repetitive and time-consuming tasks

1.2 Process key contacts

The specifications document includes concise and complete requirements of the business process and it is
built based on the inputs provided by the process Subject Matter Expert (SME)/ Process Owner. The
Process Owner is expected to review it and provide signoff for accuracy and completion of the steps,
context, impact and complete set of process exceptions. The names must be included in the table below.

Role Name Contact details Notes

(email, phone number)

Point of contact for questions

Process SME Tatu Luostarinen Tatu.luostarinen@techdata.com related to process details &
exceptions

Process
Reviewer and Tatu Luostarinen Tatu.luostarinen@techdata.com
PDD Sign off

Approver for
production

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Company Confidential Automated Competitor Tracking
RPA Process Design Document
Version 1.0

The scope of this automation is applicable as below

 Countries: Nordics
 Department: Sales
 Process input: Excel from outlook
 Process output: should be uploaded to sap
 Systems used: Microsoft Outlook, Markit website, Excel and SAP 4.6

2 As -Is Process Description

2.1 Process Overview
General information about the manual process selected for RPA prior to automation.

Sr Item Description

1 Process full name BPA Solution Design

Automated Competitor Tracking
2 Process Area SAP
3 Department Profit
4 Process short description Login to “Markit website” and then search for the specific material using the
(operation, active ity, TD material number or MFP number shared by the local team. Copy/paste the
outcome) product availability information of each material in the Availability data
template and the price information into the Price data template. Save the files
in CSV format and then upload it to SAP. Add this recent data to the master
data sheet.
5 Vendor NA
6 Regions covered NA
7 Process schedule and TBD
frequency
8 # of items processes NA
/reference period
9 Average handling time X working days

10 Peak period (s) NA

11 Transaction Volume During NA
Peak period
12 Total # of FTEs supporting 4
this activity
13 Expected increase of volume NA
in the next reference period
14 Level of exception rate None

3 To-Be Process Description

This chapter highlights the expected design of the business process after automation.

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Company Confidential Automated Competitor Tracking
RPA Process Design Document
Version 1.0

3.1 Process Overview

General information about the RPA flow for automation.

Sr Item Description

1 Rights required for 1. Outlook Access

automation 2. Shared Folder Access
3. Markit Website Access
4. SAP Access

2 Input data Source • Outlook and Excel templates

for BOT
3 Output data by BOT • in .CSV format. Will be uploaded into SAP

3.2 Applications in the To -Be Process

The table includes a comprehensive list all the applications that will be accessed during process automation, at various
steps in the flow.

# Application name & System Thin/Thick Environment/Access Comments

version Language Client method

1 MS Outlook English Thick Client Local Computer To download the TD input file, for
sending out email notifications
1 Excel English Thick Client Local computer Input File & Output File
2 Markit website English Thick Client Web portal To retrieve data
2 SAP English Thick Client Local computer To upload the output file(.csv)

3.3 Detailed To - Be Process Steps

Automated
Competitor Tracking AS IS & TO BE_V1.0.pdf

3.4 Business Rules

3.4.1 Rule 1 - BOT Schedule

TBD

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Company Confidential Automated Competitor Tracking
RPA Process Design Document
Version 1.0

1. Go to the Automated Competitor Tracking 4.6portal, Login and click on “Logon to Staff Billing
(Formerly Staff Site)”

Step 1
 Go to the specific nordic country Markit website (Finland – markit.eu/fi/en; Norway –
markit.eu/no/en; Denmark – markit.eu/dk/en; Sweden – markit.eu/se/en), click on
“CATALOGUE” and search for the specific product using the input provided by the local
team. The local team will provide a TD material number that you will use to look up for the
product SKU number to search in the website.
 Apart from SKU, we could also provide a link, or search term to capture multiple objects or
product area at once.

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Company Confidential Automated Competitor Tracking
RPA Process Design Document
Version 1.0

Step 2

 Copy/paste the product availability information of each in the Availability data template and the
price information into the Price data template. The price information must be in the specific local
currencies and the VAT option must be turned off.

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Company Confidential Automated Competitor Tracking
RPA Process Design Document
Version 1.0

 The upload files can be created in Microsoft Excel and have to be saved in *.csv format. The excel files
have to look like this:
 Availability data:

 Price data:

 Only one sales org per file is allowed. In column C only the following keys are allowed:
 IM  Ingram
 AS  Actebis
 CO  COS
 AL  Also

the provide link or search term and get multiple results, we need to compare the MFP in Markit website
to our own product catalog, to get the TD material number, as all the uploads are based on TD SKU.

Step 3
 Go to SAP, enter transaction ZI_APPL_COMP and upload the templates. Attention: The upload
report will delete all entries for the selected sales organization. No updates of existing entries
are possible

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Company Confidential Automated Competitor Tracking
RPA Process Design Document
Version 1.0

Step 4
 After collecting the information and uploading it into SAP, also log it to a database or an Excel
file where all the items can be seen in order to make pricing review. Log example:


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Company Confidential Automated Competitor Tracking
RPA Process Design Document
Version 1.0

3.4.2 Rule 2 – Subsequent run in the day

TBD

3.4.3 Rule 3 - List of Email Ids

1. Below is the list of email ids to which BOT will only send the notification email.
2. The Notification email content - TBD

Europe Users list

Business Users - TBD
(Distribution List)
Distribution list or Individual email ids of Business user

3.5 Email formats:

TBD
3.6 IN Scope for RPA
The activities IN scope of RPA, are listed here:

 All steps in section 3.3

3.7 Out of Scope for RPA

The activities OUT of scope of RPA, are listed here:

 All other points not mentioned in ‘In Scope’

3.8 Business Exceptions Handling

The Business Process Owner and Business Analysts are expected to document below all the business exceptions identified
in the automation process. These can be classified as:

Known Unknown

Previously encountered. A scenario is New situation never encountered before. It can be caused by
defined with clear actions and workarounds external factors. Cannot be predicted with precision, however if it
for each case. occurs, it must be communicated to an authorized person for
evaluation.

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Company Confidential Automated Competitor Tracking
RPA Process Design Document
Version 1.0

3.9 Known Exceptions

The table below reflects all the business process exceptions captured during the process evaluation and documentation.
These are known exceptions, met in practice before. For each of these exceptions, define a corresponding expected
action that the robot should complete if it encounters the exception.

sr Exception name Step Paramet Action to be taken

no ers

1 Automated Any step Error BOT will stop & notify the BOT Support team.
Competitor message
Tracking - site
Crash / Internal
Server Error

2 SAP Availability Any step Error BOT will stop, Close SAP and retry once & notify the BOT
message Support team.

3 No results NA NA BOT will not take any action and email notification will be
available in sent to BOT Support team (DL) & business users whose
Markit website email ids will be present in orchestrator asset (DL)

3.10 Unknown Exceptions

For all the other unanticipated or unknown business (process) exceptions, the robot should:

Send an email notification at email id from input file and error message screenshot to be attached.

3.11 Application Error and Exception Handling

A comprehensive list of all errors, warnings or notifications should be consolidated here with the description and action
to be taken, for each, by the Robot.

Errors identified in the automation process can be classified as:

Area Known Errors Unknown Errors

Technology/ Experienced previously, action plan or New situation never encountered before or may
workaround available for it. happened independent of the applications used in
Applications the process.

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Company Confidential Automated Competitor Tracking
RPA Process Design Document
Version 1.0

4 Other Observations
Include below any other relevant observations you consider needed to be documented here.

Not Applicable

4.1 Additional sources of process documentation

If there is additional material created to support the process automation please mention it here, along with the supported
documentation provided.

Additional Process Documentation

Video Recording of the process We don’t have access for the

process recordings.

Process Document

DOCUMENTATION_
628_3304_AFA_Automated competitor tracking.docx

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