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:

Processes to be Automated: Identification of invoice receipt, data extraction, validation, and approval workflows.
Automation Boundaries: This project does not include automating vendor management or integration with third-party financial systems.

3. Business Requirements

3.1 Objectives

Increase Efficiency: Automate the invoice processing to reduce the time spent on manual data entry and approval.
Improve Accuracy: Minimize human errors in invoice data handling and reduce discrepancies.
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:

Input Handling: Capture invoices from email and scan attachments.
Processing: Extract data from invoices using Optical Character Recognition (OCR) and validate against purchase orders.
Output Generation: Produce outputs such as approval notifications and updated records in the ERP system.

4.2 User Interactions

User Interface: Provide a clear and intuitive dashboard for users to view and manage invoice statuses.
Notifications: Alert users when invoices are pending approval or require additional information.

4.3 Integration

Systems Integration: Connect with the existing ERP system (SAP) to update invoice records and financial data.
Data Handling: Ensure data integrity and security through encryption and secure data transfer protocols.

5. Non-Functional Requirements

5.1 Performance

Speed: Automation processes should complete invoice processing within 5 minutes of receipt.
Scalability: The solution must handle up to 1,000 invoices per day without performance degradation.

5.2 Security

Data Protection: Ensure sensitive invoice data is protected in compliance with GDPR and internal data security policies.
Access Control: Implement role-based access controls to restrict access to sensitive invoice information.

5.3 Usability

User Experience: The interface should be intuitive and require less than 2 hours of training for end users.
Support: Provide a comprehensive user manual and 24/7 support for troubleshooting.

6. Technical Specifications

6.1 System Requirements

Hardware: Minimum specifications include a server with 16 GB RAM and 4 CPUs and workstations with 8 GB RAM and 2 CPUs.
Software: Required software includes OCR software (ABBYY FineReader), ERP system (SAP), and automation tools (UiPath).

6.2 Architecture

System Architecture Diagram: The automation solution includes an OCR engine, a data validation module, and an integration layer with SAP.
Data Flow Diagram: Data flows from email to OCR processing, validation, and finally updates the ERP system.

7. Acceptance Criteria

7.1 Testing

Functional Testing: Verify that all invoices are accurately processed, validated, and recorded in the ERP system.
Integration Testing: Ensure that data integration with SAP is seamless and error-free.

7.2 Success Metrics

Efficiency Gains: Measure a 50% reduction in invoice processing time compared to the manual process.
Error Reduction: Achieve a 90% reduction in data entry errors.

8. Dependencies and Constraints

Dependencies: Successful integration with SAP ERP system and reliable OCR software.
Constraints: Limited budget for initial setup and potential integration challenges with legacy systems.

9. Glossary

Automation: The use of technology to perform tasks without human intervention.
Integration: The process of connecting different systems or applications to work together seamlessly.
Performance Metrics: Measures used to evaluate the efficiency and effectiveness of the automation solution.