akaBot – Assisting businesses in Digital Transformation

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Robot software such as Apple Siri, Microsoft Cortana, drones, and self-driving cars – has recently become widely popular. This shows that robots are starting to become a digital Full-time equivalent (FTE) in the workforce, thus eventually changing the working process. In order to catch up with the global trend, FPT Software has researched and developed the akaBot – a comprehensive RPA solution for businesses, helping them to automatize various working processes in different fields.

A trained RPA software (Robotic Process Automation) can understand specific processes, and automatically handle deals, trigger reactions, and communicate with other systems when necessary. This technology is developed in order to minimize or omit the need for external IT assistance, which eventually reduces work time, remote infrastructure, and back-office.

akaBot – A comprehensive RPA solution for businesses

akaBot is a part of FPT’s akaMinds ecosystem, born to quickly generate concrete benefits for businesses by reducing expenses and errors, increasing efficiency, as well as expanding the capability of current business areas. By imitating repeat actions and tasks using various resources, akaBot helps to automatize various processes in different fields, such as: banking, insurance, retail, transportations, production…

Integrated with AI platforms, akaBot can be regarded as one of the pioneer platforms that leads the way to Digital Transformation. akaBot is easy to install and deploy, and little expertise or assistance from the suppliers is needed for minor deployments. RPA especially does not require any re-structuring of the current systems, and therefore will bring about quick and highly-effective ROI.

akaBot is built on its own structure for businesses level and smart digital transformation with three major features: akaBot Studio, akaBot Center, and akaBot Agent.

akaBot Studio – An easy and comprehensive bot-building tool

akaBot Studio is designed on the basis of visual graphics, and does not require any coding skills from the users: even an employee that knows little about technology can easily utilize it.

In creating a process, there is usually a need to automatize similar tasks. In this case, akaBot Studio can help developers to create processes that are applicable throughout different streams, as well as add them to the central library for future reuse. Moreover, with akaBot Studio, parts of the processes can be easily shared between teams and projects, making it suitable for the real case of having various people cooperating on a single working process.

akaBot Center – Centralizing bot management

akaBot Center helps in managing and notifying based on a focus web system; supervises, documents, and controls akaBot Agents; it also works on smart scheduling, security control, and third parties’ APIs integration.

akaBot Agent – Secret virtual assistant

akaBot Agent is designed to support employees in the business activities of the companies, especially those that require human interaction. For activities without human interactions, akaBot Agent can schedule automatically to optimize expenses and efficiency of various office works.

In particular, akaBot will carry out these tasks:

Applications of akaBot

During recent years, akaBot has assisted many businesses in building digital platforms, especially in banking, data sharing, insurance, and telecommunication.

Working process automation

Banks previously had to process over 1000 transactions by hand every day, rendering the efficiency low, as this type of manual labor was time-consuming and prone to errors. Moreover, system updates at the time were extremely complicated and costly.

To solve this problem, FPT has developed platform applications akaBot and akaOCR, which assist the automation of transactions, including data confirmation, transaction conduction, and data stores. The application automatizes processes without affecting any working IT systems of the banks, and from there improves the effectiveness and efficiency with a reduction of 40% in FTE, 80% in processing time, and 50% in errors made. This leads to more effective customer care systems, for customers can now conduct transactions 24/7.

Reducing the workforce

The handling of internal requests such as IT, human resources, accounting … of the business at over 300,000 requests annually is extremely consuming in both time and effort. Similarly, input data needs to be re-inserted, yet cannot stay in use; and inputting these data by hand is extremely time-consuming and hard to keep track of.

With the assistance of akaBot, data can be input to individual systems, automatically filled into required forms, and periodically operated to check its required status; additionally, it can also send advisory notices to users.

The automation of these processes can help reduce 40% of processing time and 30% of human resources, as well as minimizing man-made errors down to 1%, leading to an overall increase of customer satisfaction.

Automatic data entry

FPT has got two projects with two huge clients in the Japanese insurance and telecommunication fields. They both want to automatize the data collection and data entry process, by using the “Order” display in the Insurance Vendor Management System, with 20% VMS orders made using this method.

The UIPath Studio (an automation tool for automatic processes) is used to read order information in CSV files (Comma Separated Values), open the user interface for “Order” in the seller’s management system, then input the order information in respective fields in the “Order” display and submit.

This helps to reduce FTE expenses, human errors, and increase work efficiency of the virtual workforce. Furthermore, it also improves the work efficiency of employees by focusing on improving customer service.

Besides that, FPT has carried out some PoC case studies, using RPA and AI as automatic data entry for insurance agencies: compares accounts, automatizes on-board processes for new employees, as well as automatically re-signs contracts, purchases, receives and categorizes emails, creates wage reports, automatizes the accounting and finance processes, and calculate travelling expenses.

RPA is no longer “if”, but “when”

Nowadays, RPA has been applied by various businesses in various fields to increase speed, quality, and uniformity of service.

The more thoroughly researched and improved artificial intelligence is and the more capable it is to make decisions based on sets of data, the fewer processes that can only be done by a human there are. Supervision of activities, errors, and risks will be eventually automatized. Remote management processes of IT, audit records, security, and other fields can be controlled, tracked, and handled more quickly using RPA. For IT functions in particular, RPA can improve service operation and internet equipment control.

It can be said that RPA is creating a revolution in how we think and control task-ridden processes. RPA does not only bring about positive influences in business operation, but also bring about numerous benefits in the workforce, expenses, and profit.

Now is still the dawn of automation technology. Therefore, sometimes, visions can surpass reality. However, we can always expect breakthroughs from RPA technology in 2019.

Bui Dinh Giap, Vu Hong Chien – FPT Software
Thao Nguyen

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