Maurício Castro Lead Director of Deloitte's RPA practice Robotic Process Automation (RPA) for Corporate Legal - Information ...
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Maurício Castro
Lead Director of Deloitte’s RPA practice
clacastro@deloitte.com
(11) 96398-1498
Robotic Process Automation (RPA) for Corporate Legal
© 2018 Deloitte Touche Tohmatsu Limited. 1
We imagine, deliver and run the future. © 2018 Deloitte Touche Tohmatsu Limited. 2
Context
Type Vídeo Link
Robotic Process Automation – RPA: RPA The Robots are here!
automate business processes across the enterprise
using software robots RPA RPA Sample: Supplier Register
The Deloitte Approach to Robotic Process Automation
RPA
Robotics & Cognitive Automation – RCA:
RPA
automate business processes across the enterprise Deloitte Robotic Process Automation Services
using cognitive techs, such as machine and deep RPA
Doing more with less
learning
RPA 7 Robotic Skills and the rise of robotic and cognitive
organisations
RPA
What is Robotic Process Automation?
Enabling RXA to handle any processes will not only transform RPA
Software Robotics - Virtualising the workforce
and streamline your organization’s workflow. It will allow for
superior scalability and flexibility within the enterprise, doubled RCA Deloitte Cognitive Automation Life Sciences
by fast, tailored response to specific needs.
RCA Deloitte Cognitive Automation Banking
© 2018 Deloitte Touche Tohmatsu Limited. 3
To summarize what RPA does for Finance…
As-Is To-Be RPA:
- Improves Customer Experience
- Frees up time
- Reduces costs
RPA - Eliminates human errors
implementation
... and remember that RPA:
- has fast implementations
- perfectly allows phased
approach (flexible investment
and robotization %´s)
- is easily scaleable
- has short payback, generating
high ROI
Value adding activities performed by person
Non value-adding, repetitive, time consuming activities performed by person
Activities performed by Robot (RPA)
© 2018 Deloitte Touche Tohmatsu Limited. 4
Definition of RPA
Computer-coded, rules based software that automates manual activities by performing repetitive rules-based tasks
Bots is software programmed to perform repeatable tasks: Using recorders and easy programming language,
robots are programmed to replicate repetitive human tasks
RPA operates in the User Interface layer: It is able to automate rules-based work without compromising the
underlying IT infrastructure
RPA replicates human interactions with proven technology: It mimics common tasks such as queries,
cut/paste, merging, button clicks, etc.
RPA can be implemented at the desktop or in the virtual environment: Flexibility to quickly deploy robots
directly onto existing desktops (PCs, laptops) or virtually (virtual machines) to save on additional hardware
costs
Robotic process automation tools help businesses improve the effectiveness of services faster and at a
lower cost than current methods
© 2018 Deloitte Touche Tohmatsu Limited. 6
RPA Capability & Areas of Coverage
In an RPA solution, the robot is capable of mimicking most user actions ranging from simple to advanced processes
Simple Process
Scraping data from the
Opening email and
web
attachments
Logging into web/ enterprise
Connecting to system APIs
applications
Moving files and folders Making calculations
Extracting structured data from
Copying and pasting
documents
Filling in forms Collecting social media statistics
Reading and writing to databases Following “if/then” decisions/rules
Advanced Process
© 2018 Deloitte Touche Tohmatsu Limited. 7
Robotic Process Automation – How It Works
RPA can easily be deployed and managed from a central controller to interact with a wide range of business applications
ILLUSTRATIVE
1 Business Architects specify the detailed instructions for robots to
perform and “publish” them to the robot controller repository 1 Business Architect 2 Control Room 4 Business Users
2 The Control Room is used to assign jobs to robots and to
monitor their activities
3 Each Robot is located on an organization environment – which
may be virtualized or physical (i.e., desktop computer) – where it
interacts directly with business applications
4
Business Users review and resolve any exceptions or escalations
3 Robot 5 Applications
5 Robots are capable of interacting with a wide range of
Applications
Key Functions Replaced by Bots
Routine Keystroke Operations Application Interface Manual Data Collection & Manipulation
• Opening emails and attachments • Logging into web/enterprise applications • Scraping data from the web
• Moving files and folders • Connecting to system APIs • Merging data from multiple places
• Following “if/then” decisions and rules • Extracting structured data from documents • Extracting and reformatting data into reports or
• Copying and pasting data • Collecting social media statistics dashboards
• Populating standard forms • Reading and writing to databases • Conducting data calculations
© 2018 Deloitte Touche Tohmatsu Limited. 8Quantitative Benefits RPA
RPA automatization results in faster and more efficient processing, whilst reducing operational errors and freeing up time to focus
on more value adding activities
24/7 Operations
High quality, high returns
performance
Dependent or linked processes
Cost reductions between
Permits the construction of automated
30% - 60% per automated process.
connections/ interfaces without IT
Robot costs on average adding up to
arquitecture investments between 20% to
about 1/9th of the costs of an FTE
50%
Speed
Scalability Respond time reductions up to 80%. 1
Fast and easy capacity expansions Robot minute is about equal to ~15
minutes of manual work
Benefíts
Quality
Short Payback Period Reduce erros and time to correct and
RPA implementation costs normally $
review between 70% 99%
having payback periods < 12 months
Added Value improvements
Reduction of time spent on repeatable, non-
value adding tasks. Permits and frees up time to
focus on analytical activities between 30% to
60%
© 2018 Deloitte Touche Tohmatsu Brazil
© 2018 Deloitte Touche Tohmatsu Limited. 9RPA Plaforms
Deloitte has certified and qualified professionals to perform over the best RPA platforms available, among others out there.
© 2018 Deloitte Touche Tohmatsu Limited. 10RCA Plaforms
Deloitte has certified and qualified professionals to perform over the best RCA platforms available, among others out there.
© 2018 Deloitte Touche Tohmatsu Limited. 11Criteria for RPA in corporate legal processes
Although applications of RPA are varied, a finite set of criteria can be used to determine opportunities for maximum impact
Criteria Typical examples and questions Automation
High number of systems used Legal process should typically require law department staff/attorneys to access multiple systems
to complete the process.
High transaction volume / value Candidates for robotic automation need not necessarily be limited to high-value transactional
transaction processes. Any process that is labour intensive, high throughput time or high-cost impact errors
is a good candidate.
Prone to errors or re-work Manual activities in the process today result in a substantial number of errors due to human
operator mistakes e.g. flexibility of work-force, complexity of work or infrequency of activity
High predictability The process needs to be defined in terms of a set of unambiguous business rules that describe
the process. No need for full documentation today, but it certainly helps!
Limited exception handling Simpler processes with little exceptions in delivery are excellent candidates for robotic
automation in the beginning. When learning, the organisation can expand to processes which
are complex or error prone.
Significant manual work involved Processes with little automation support today and large chunks of manual work involved benefit
more from Robotics, although the process does not need to be completely ‘straight through
processed’.
© 2018 Deloitte Touche Tohmatsu Limited. 12Overview of Emerging Technologies
The Automation and Cognitive Intelligence spectrum ranges from enabling technologies that improve parts of the business, risk
or compliance process to sophisticated technologies with cognitive elements
Area Technology Description
Data Integration Integrated data to provide a consistent information foundation (e.g. contract lifecycle management, matter management and automated
Foundation
billing)
Predictive Analytics Software solutions using predictive models (e.g. discovery, settlement history/analysis)
Analytics
Data Visualization Software placing data in a visual context (e.g. background investigations, due diligence)
Automation Robotics Process Automation Rules-based systems that mimic human behavior to automate parts of repeatable processes (e.g. subpoena compliance, restraining
(RPA) notices, periodic reporting)
Applications that accept/convert structured data inputs (Excel-like rows/columns), to generate narratives (e.g. compliance reporting, AML
Natural Language Generation SAR reports, control checks)
(NLG)
Natural Language Processing Applications that process narratives and allow querying and generation of structured data (e.g. waivers, NDAs, regulatory requirement
Cognitive (NLP) extraction)
Intelligence
Machine Learning (ML) Applications that are able to improve predictability and operation based on data they receive over time (e.g. law firm and vendor
management, transaction analysis)
Artificial Intelligence (AI)
Applications able to mimic human behavior, such as visual perception, speech recognition, decision-making, and translation
between languages (e.g. legal file review, legal identification for compliance risk assessments)
What’s changed? : convergence of 20+ years of artificial intelligence research, improvements in Big Data, increased computing power, cost pressures, speed to complete, larger fact sets
© 2018 Deloitte Touche Tohmatsu Limited. 13RPA Potential in the Legal Department
Corporate legal departments are tasked with delivering a multitude of services some of which are more ripe for robotics process
automation than others
RPA potential among representative corporate legal department processes
Contracts & Transactions Corporate Governance Intellectual Property
Negotiation M&A / Joint Contract Due Annual Corporate Policy Policy Infringement Patent Cease & Desist
Support Venture Diligence Meeting Development Enforcement Analysis Proofing & Notices
Docketing
Contract Contract Contract Board Patent Drafting IP Portfolio
Review Drafting Management Subsidiary Corporate Reporting & Review Patent / Management
Management Reporting Copyright
Research
Litigation Regulatory & Compliance Support Services
Matter Specific Legal Legal Drafting Pleadings Material Environment Health Immigration General Document
Counsel (e.g. Civil, Opinions Database Creation
& Briefs & Regulatory Government & Safety Support Business Management
IP) Maintenance Matters Support
Affairs
Case / Matter E-Discovery Regulatory Regulatory Regulatory Paralegal & Statutory / Case Legal Billing
Management Support Inquiries Reporting Secretarial Law Research Services
Services
Potential for RPA: Low Medium High
Note: The above categorization is illustrative and not comprehensive of all services within the legal department. Furthermore, each legal department is different and may vary in their particular services and
ability to automate those services.
© 2018 Deloitte Touche Tohmatsu Limited. 14RPA potential in Legal sub-processes
Representative example: Contract Lifecycle Management (CLM)
Obligation
Opportunity Management Management Performance Management
Transact & Settle
Plan Create Evaluate & Review
CLM Admin & Create Contract Standard Non-Standard Order Monitor / Track Create Contract
Governance Templates Contracts Contracts Management Performance Templates
Determine Need for Determine Need for New Receive Customer Determine Performance Review List of Upcoming
Determine Governance Determine Need for Order / Request Contract Expirations
Rules (workflow, New Contract (e.g. Contract (e.g. Contract & Risk Assessment KPI’s
New or Revised Customer Request from Sales)
metadata, naming Contract Template Registration)
conventions)
Create Contract Header Create Initial Contract Check Order Terms Develop Customer Determine if Contract
Establish Security Draft Contract and Document in CLM Header in CLM System Against Commercial Scorecard Should be Renewed or
Parameters Language System Terms in CLM Terminated
Select Appropriate Manage Sales Renew Contract with
Set Up and Maintain Exception Process Develop Internal Customer
Review and Approve Template from CLM
Users in System Contract Template Repository Performance
Scorecard
Conduct Negotiations in Approve Order or Request Terminate Contract with
Set Up and Maintain Publish Approved a New Order from Complete Regular Customer
Template to Geos CLM System or Offline Customer Reviews of Internal &
Approval Workflows in
System External KPIs
Review and Approve Update Contract Header Determine Standard
Localize & Translate Contract in CLM with Order Info Reports in CLM System
Manage CLM Admin and Contract Language
Upgrade Requests
Execute Contract and Potential for RPA:
Manage CLM System Notify Contracts
Integrations for Master Governance of Store in CLM Repository
Template Changes Low (e.g. requires high manual input)
Data Elements
Populate CLM Header Medium (e.g. RPA enabled process that still requires
with Final Contract some manual input)
Complete CLM Training Information
and Communications High (e.g. low manual input, well suited for RPA)
© 2018 Deloitte Touche Tohmatsu Limited. 15Getting started: Next steps in implementing RPA for Legal
Successful Legal RPA implementation is dependent on several key considerations, and achieving a balance between risk
management and implementation speed
Key Automation Considerations Governance, Design and Control Considerations
Business Problem Ownership
< Are all stakeholders aligned across product functions and
Important to view Automation as a Automation transformations
business units for processes undergoing automation?
business opportunity to standardize should be overseen
legal processes and identify areas to collaboratively with vendors for Tools
cut Legal operational costs smooth and effective execution
Are SMEs from Shared Services and Operations involved in the
Success Measures Scalability process automation program?
Skills
Pre-defined agreement on the Scope of automation can
approach to track and measure the gradually increase from basic
benefits of automation for Legal processes to entire workflow Has a detailed roadmap been created?
automation across Legal
Have experienced teams been identified to lead the pilot and other
subsequent process automations?
Pilot Approach Smooth Transition Methods
Pilot 1-2 legal processes in RPA As processes shift from manual to
Has a detailed business case been outlined? Have the appropriate
environment to better assess future automated, it is essential that Legal
opportunities and develop learnings stakeholders are aligned and identification and measurement criteria been determined to ensure
effective controls are in place the correct processes with most benefits to achieve through
automation?
Standards
Implementation Approach
Change Management s
A thorough implementation Is there a strong, central governance model and a collaborative team
Automation should take into strategy and pilot program structure setup to oversee the automated processes and to mitigate
account the possibility of change specifically tailored will increase
Governance risks ?
across Legal and impacted automation velocity and ‘bot’
business units, and should have throughput
modification flexibility
© 2018 Deloitte Touche Tohmatsu Limited. 16DBJus Analytics: a tool for legal analytics
VÍDEO
© 2018 Deloitte Touche Tohmatsu Limited. 17Cases
# Robô Descrição Vídeo
01 Cadastro de Fornecedores Cadastro de fornecedore no SAP a partir da leitura de um excel no email. Atualizando a planilha com o
código SAP gerado e resposta do email
02 Ligação ativa antecipação de recebíveis Ativo para antecipação de recebíveis através de ligação com diálogo, identificação de fornecedor e título
em aberto no SAP e fala do saldo.
03 Consulta SCPC Consulta de situação no SCPC a partir da leitura de excel no email com resposta por email incluindo
evidências em anexo.
04 Admissão Parte 1: Cadastro completo de admissão incluíndo dependentes no sistema FPW e envio para analista de
RH realizar a conferência.
Parte 2: Geração e envio por email do kit admissional contendo todos os documentos que deverão ser
assinados pelo novo funcionário.
05 Conta Telefônica Corporativa Leitura através de OCR de conta telefônica corporativa para popular planilha excel, enriquecimento da
planilha através do sistema fiscal Docs e do site da Receita (com resolução de captcha) e posterior
movimentação para servidor SFTP.
06 Captura Nota Fiscal de entrada (Prefeitura) Captura de nota fiscal de entrada no site da prefeitura, leitura de OCR e consulta de CEP no site dos
Correios e devolução do endereço completo no arquivo Notepad.
07 Geração de boletos Consultas no site do banco de intervalos de notas fiscais a partir de planilha excel e geração de boletos no
formato pdf.
08 Verificação no CPOM Conciliação de notas fiscais do sistema Docs com site da prefeitura e aplicação de checklist com regras de
verificação.
09 Taxa de câmbio Atualiza no SAP diariamente (schedulado) a taxa de câmbio corporativa através do site do Banco Central
para todas as moedas.
10 Tratamento de boletos Analisa e separa os boletos em digitais e imagem, coletando o código dos boletos digitais.
11 Segunda via de boleto Registram no CRM a solicitação de geração de segunda via de boleto. A informação é baixa em Excel que
serve de base para leitura pelo robo e geração no site do Santander e envio da segunda via de boleto por
email. Redução de 20% de FTE em um mês
© 2018 Deloitte Touche Tohmatsu Limited. 18Cases
# Robô Descrição Vídeo
12 Geração de Budget Geração do Budget Corporativo a partir do SAP BI (EPM) – 220 pastas excel
13 Cotação Dollar – Oracle EBS (várias instâncias) Recupera o valor do dólar do dia no site do Banco Central e cadastra nas bases do Oracle EBS.
14 Monitoramento Contábil Monitora as notas de entrada pendentes de um determinado cliente através de uma aplicação de inventário e
em conjunto com a aplicação Docsys alimenta uma planilha com os dados dessas notas, onde posteriormente é
analisada pelo Analista fiscal e enviada via e-mail para o cliente.
15 Revisão DCTF Gera uma planilha acionando algumas macros para validação de informações da Receita Federal para
fechamento de DCTF (Processo de Fiscal Diretos)
16 Conciliação Folha com Portal E-Social Compara dados extraídos da base do FPW(Programa de folha de pagamento) com os dados lançados pelos
funcionários de uma determinada empresa para verificar as alterações efetuadas, e caso as tenha, é gerado um
arquivo para ser importado no FPW atualizando as informações encontradas
17 Ficha Cadastral de Investimento (PDF Editável) Preenchimento Ficha Cadastral de Fundo de Investimento (PDF Editavel) com dados da Receita Federal a partir
de planilha de CNPJ
18 Aging Contas a Receber Preenchimento de planilha de fallow up de cobrança de contas a receber, consulta através transação SAP FBL5N
incluindo cálculos e regras de negócios
19 Contestação e Análise Fatura TELCO Suporte Atendente na Analise Fatura - Processo Contestação. Analise de 68 informações em 22 Telas com 15
(CASE NICE) regras de negócios e 4 cálculos complexos.
20 Entrada de Notas Fiscais Shopping Center No vídeo do processo manual, o usuário possui dois monitores e entra no sistema WiseIt (utilizado pelos clientes.
nos Shoppings para entrar com informações de NFs de fornecedores), faz uma análise prévia, copia as
informações e digita no MXM (sistema especialista para Shoppings). Na segunda semana de funcionamento
houve uma redução de 30% do FTE
21 Cedência de Equipamentos Processo de entrega de celulares. Utiliza o sistema Lead Traking e SAP para realizar a operação. Um operador
demora mais de 15 minutos para realizar uma operação, que é realizada pelo robo em menos de 5 minutos
© 2018 Deloitte Touche Tohmatsu Limited. 19No job too big
No tech too deep
No problem too complex
© 2018 Deloitte Touche Tohmatsu Limited. 20For further information, please contact:
Fábio Pereira – Brazil Technology Consulting Partner
Maurício Castro – Brazil Robotic Process Automation (RPA) & Robotic & Cognitive Automation (RCA) Leader
Deloitte refers to one or more of Deloitte Touche Tohmatsu Limited (“DTTL”), a UK private company limited by guarantee, and its network of member firms, each
of which is a legally separate and independent entity. Please see www.deloitte.co.uk/about for a detailed description of the legal structure of DTTL and its
member firms.
Deloitte Touche Tohmatsu Limited is a subsidiary of the United Kingdom member firm of DTTL.
This publication has been written in general terms and therefore cannot be relied on to cover specific situations; application of the principles set out will depend
upon the particular circumstances involved and we recommend that you obtain professional advice before acting or refraining from acting on any of the contents
of this publication. Deloitte Touche Tohmatsu Limited would be pleased to advise readers on how to apply the principles set out in this publication to their
specific circumstances. Deloitte Touche Tohmatsu Limited accepts no duty of care or liability for any loss occasioned to any person acting or refraining from
action as a result of any material in this publication.
© 2018 Deloitte Touche Tohmatsu Limited. 21You can also read
