TYPE

INPUT TYPES

PROCESS STABILITY

APPLICATIONS STABILITY
 BENEFITS

PROCESS COMPLEXITY

INPUT DATA
Instructions: Pick a task/process that you consider to be repetitive.
Then, write a value or select an option from the dropdown in the
Answer column, for each question. Check the results at the bottom
of the Spreadsheet.

QUESTION

How do the majority of your data inputs look like?

How will your process change in the next 6 months?

How will your applications change in the next 6 months?

How many employees are currently needed to perform the

process?
What is the frequency of the process?
What is the volume of transactions/frequency (number of times
the process is ran/selected frequency)?
What is the average time it takes for the process to be ran once
(average handling time/transaction)?
What is the average number of human errors?

How would you characterize the peaks of the process?

How many steps does the process have?

How difficult are the decisions that you must take to complete the
process?
What is the average number of cases where you are unable to
complete the entire process? (Either because you require input
form a different person or because you end up in a situation that is
not covered by a clear rule)
What is the number of applications that you use for the process?
Are any of the applications accessed via virtual machines?
What % of your input data is digital?
Is any of your digital input scanned?

What % of your input data is structured?

 EXPLANATION

Digital: any data that can be stored on a machine [server, laptop, IOT devices]
Structured data: has a predictable format, exists in fixed fields (e.g. an xls cell or a field in a
form) and is easily detectable via search algorithms. Think about your structured data as:
excels, tables with fixed structure, databases where you can easily extract your information
through a search function.
Unstructured data: may have its own internal structure, but this is not highly predictable.
Examples: web logs, multimedia content, customer service interactions and social media data.

Think about changes of the following type:

- legislative changes that are upcoming and could change the rules/logic of the process.
- organizational changes such as re-distributing bits of the processes between different
roles/departments;
- industry shifts that could change the business model and hence the rules of the process;
Think about not only applications but also interfaces, menus in apps and reports.
E.g. If the process happens weekly please then we need to know the volume that happens on
average during a week.

Please quantify the average handling time in minutes e.g. if 4 hours then insert 240

Structured data: has a predictable format, exists in fixed fields (e.g. an xls cell or a field in a
form) and is easily detectable via search algorithms. Think about your structured data as:
excels, tables with fixed structure, databases where you can easily extract your information
through a search function.
Examples: if your inputs consist of 5 excel files/or ERP reports then 100% of your data is
structured, whereas if your input consists of 4 excel files/ERP reports and 1 e-mail text then
80% of your data is structured.

RESULTS
EASE OF IMPLEMENTATION
BENEFIT/SUITABILITY
EASE OF DEVELOPMENT

BANDWIDTH FREED (man hours/year)

ERROR REDUCTION
 ANSWER

Digital and Structured

No change expected

No change expected

2
Quarterly
25

60
20%
Regular (e.g. month closing),
lasting for several days or
weeks in a row and increasing
the utilization of the team
capacity by > 20%
15-25 steps
The process involves simple
decisions (yes/no type)

0%

4-5 aplications
No
100%
No

>= 80%

Low Effort
High Benefit
Automating this
process requires
professional expertise.
Submit this idea to
your CoE.

98
98%