Process Automation Requirements
Process Automation Requirements
1. Introduction
This document provides a detailed outline of the requirements for implementing a process automation solution within [Your Company Name]. The primary objective of this initiative is to streamline and optimize the workflow associated with invoice processing. By doing so, we aim to significantly enhance overall efficiency, ensure a higher degree of accuracy, and ultimately boost productivity levels within the organization.
2. Scope
The scope of this automation project includes:
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Processes to be Automated: Identification of invoice receipt, data extraction, validation, and approval workflows.
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Automation Boundaries: This project does not include automating vendor management or integration with third-party financial systems.
3. Business Requirements
3.1 Objectives
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Increase Efficiency: Automate the invoice processing to reduce the time spent on manual data entry and approval.
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Improve Accuracy: Minimize human errors in invoice data handling and reduce discrepancies.
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Enhance Reporting: Automate the generation of monthly financial reports to provide real-time insights into invoice processing metrics.
3.2 Stakeholder Needs
|
Stakeholder |
Needs |
|---|---|
|
Business Managers |
Timely and accurate reports on invoice processing |
|
IT Team |
Seamless integration with the existing ERP system |
|
End Users |
User-friendly interface with minimal disruption to their daily tasks |
4. Functional Requirements
4.1 Process Flow
The automation solution must:
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Input Handling: Capture invoices from email and scan attachments.
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Processing: Extract data from invoices using Optical Character Recognition (OCR) and validate against purchase orders.
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Output Generation: Produce outputs such as approval notifications and updated records in the ERP system.
4.2 User Interactions
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User Interface: Provide a clear and intuitive dashboard for users to view and manage invoice statuses.
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Notifications: Alert users when invoices are pending approval or require additional information.
4.3 Integration
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Systems Integration: Connect with the existing ERP system (SAP) to update invoice records and financial data.
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Data Handling: Ensure data integrity and security through encryption and secure data transfer protocols.
5. Non-Functional Requirements
5.1 Performance
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Speed: Automation processes should complete invoice processing within 5 minutes of receipt.
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Scalability: The solution must handle up to 1,000 invoices per day without performance degradation.
5.2 Security
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Data Protection: Ensure sensitive invoice data is protected in compliance with GDPR and internal data security policies.
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Access Control: Implement role-based access controls to restrict access to sensitive invoice information.
5.3 Usability
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User Experience: The interface should be intuitive and require less than 2 hours of training for end users.
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Support: Provide a comprehensive user manual and 24/7 support for troubleshooting.
6. Technical Specifications
6.1 System Requirements
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Hardware: Minimum specifications include a server with 16 GB RAM and 4 CPUs and workstations with 8 GB RAM and 2 CPUs.
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Software: Required software includes OCR software (ABBYY FineReader), ERP system (SAP), and automation tools (UiPath).
6.2 Architecture
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System Architecture Diagram: The automation solution includes an OCR engine, a data validation module, and an integration layer with SAP.
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Data Flow Diagram: Data flows from email to OCR processing, validation, and finally updates the ERP system.
7. Acceptance Criteria
7.1 Testing
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Functional Testing: Verify that all invoices are accurately processed, validated, and recorded in the ERP system.
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Integration Testing: Ensure that data integration with SAP is seamless and error-free.
7.2 Success Metrics
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Efficiency Gains: Measure a 50% reduction in invoice processing time compared to the manual process.
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Error Reduction: Achieve a 90% reduction in data entry errors.
8. Dependencies and Constraints
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Dependencies: Successful integration with SAP ERP system and reliable OCR software.
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Constraints: Limited budget for initial setup and potential integration challenges with legacy systems.
9. Glossary
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Automation: The use of technology to perform tasks without human intervention.
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Integration: The process of connecting different systems or applications to work together seamlessly.
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Performance Metrics: Measures used to evaluate the efficiency and effectiveness of the automation solution.
