HR Interview Reminder
A RPA solution that improves productivity.
PROCESS HIGHLIGHTS
Design challenge & responsibilities overview
Challenge
Design a solution that optimize process efficiency and improve user productivity.
Opportunity
Streamline the process by using automation tool to minimize manual errors and facilitate digital transformation .
Project Type
Individual Work Project
Role
RPA Developer
Contribution
Process Analysis Solution Design
RPA Development
User Testing
Tools
UiPath
Visio
Timeline
5 Weeks
Apr. - May. 2023
BACKGROUND
Project Context
During my tenure as a senior consultant, I worked on diverse client projects. One standout assignment was implementing a robotic process automation (RPA) solution for a leading convenience retail chain in Taiwan. My primary role involved deploying the UiPath RPA tool to streamline the HR interview reminder process, automating text reminders for the next day’s interviewees and email reminders for their respective interviewers.
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​Note: Due to the nature of the project and the presence of a Non-Disclosure Agreement (NDA), I am unable to provide specific details regarding the business and development process.
RESEARCH
Task & Workflow Analysis
To design automated processes that aligned with user needs and preferences, I conducted thorough interviews and observations to analyze and understand the tasks and workflows of the end-users who would interact with the RPA solution. This research phase allowed me to gather valuable insights and ensure that the development process was tailored to user requirements.
DESIGN
User Interface Design
When developing automation processes in UiPath, I prioritized an intuitive and easily navigable workflow. I achieved this by providing concise and descriptive names for each activity. For instance, when creating a sequence to read an Excel file and populate a DataTable, I would name the sequence as "Read FileName into DataTable."
DESIGN
Validity Checks & Error Handling
To ensure effective error handling with meaningful messages, I adopted a user-centric approach by considering the perspective of the users. This involved adding additional conditions for both system and business errors.
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For system errors, such as when the robot is unable to find an Excel file in the designated folder, I implemented error handling to provide relevant error messages to users. For business errors, such as ensuring successful text message delivery, I incorporated a step to validate the phone number format before sending the reminder. In case of incorrect format, I recorded the necessary details in a log file, including the file name, sheet name, and row number of the interviewee.
When designing error messages, I focused on providing clear instructions on how to resolve the issues at hand. I made sure that the error messages were user-friendly, concise, and included actionable steps for users to follow.
TEST
User Acceptance Testing
By conducting user acceptance testing prior to the system going live, I evaluated the effectiveness and user-friendliness of the RPA solution. This involved gathering user feedback and implementing iterative improvements based on their insights. Through this process, I ensured that the RPA solution met user expectations and delivered a seamless and satisfactory experience.
DELIVER
Training & Documentation
I developed clear, user-friendly training materials and documentation for the RPA solution to ensure a smooth experience. Before launch, I led training sessions, guiding users through system interactions, task execution, and troubleshooting with concise instructions. The documentation served as an accessible reference. During sessions, I engaged users with hands-on exercises and addressed their questions, equipping them with the skills for effective use. This boosted adoption, reduced errors, and supported a successful rollout.
REFLECT
Conclusion
​While RPA primarily enhances efficiency and productivity, a well-crafted user experience ensures the solution is effective, intuitive, and user-friendly. My RPA project experience highlighted the importance of centering design around users, ensuring the the automated process aligned with user needs and preferences. Thorough testing and detailed documentation were key to guaranteeing process reliability and effectiveness. I also learned to value continuous improvement, consistently refining the solution for greater efficiency and accuracy. Effective collaboration and communication proved essential in aligning stakeholders and coordinating efforts, paving the way for a successful implementation and adoption of the RPA solution.