How IT Compliance Teams Benefit from Implementing RPA
Do you and your team feel like you are endlessly performing the same manual tasks repeatedly each month on your projects?
Robotic Process Automation (RPA) has proven to be an excellent time (and money) saving solution for my team and client, and I’d like to share our success story so that you and your project team might be inspired to try a new tool as well!
My current client facilitates IT Compliance Quarterly Access Reviews for a large corporation, which requires us to audit the access to around 250 or so relevant applications used by their employees. To effectively do so, my client must have IT managers review every user that has access to the front end of the application, as well as all the DBA and IT employees who access the back end.
This is an extremely time-consuming process that requires data to be pulled from hundreds of servers and databases. It covers tens of thousands of users through excel sheets, SharePoint sites, and AGS certification requests. The evidence that we collect through this process is directly sampled by the external auditor, meaning it could result in audit findings for the corporation if we are not diligent. Our team found the process to be heavy on administrative work and manual excel work, which lead to wasted time and resources. With so many reviews and processes, the team also found there was a lot of room for manual error – which results in more time wasted at best, and audit findings at worst.
My client worked extensively with the corporation’s IT team to develop ways to automate this process: they broke down the steps of the 3 month quarterly review cycle, and identified ways to save time by implementing different BOTS. The BOTS were built to perform the tasks that the associates were spending tens of hours on each quarter, such as:
- Each review must be built using data from within the quarter. The RPA team was able to give our BOTS their own unique login credentials to access the servers and databases to pull the data. This would take a human being days to perform, but the BOT can execute the queries for 80+ applications in a few hours.
- The review packets can have 4 users or 3,000 users, depending on how large an application is. Formerly, the associates were manually building these packets and tying each user out to the corporation’s HR data to identify their user IDs. The BOT can use the data it queries and connect with HR data to tie these users out in minutes.
- The BOT has the ability to connect with many of the corporation’s ticketing systems – when a manager requests that a user no longer have access to an application, the BOT can use its own credentials to submit a removal request to the appropriate party depending on the application. This saves the team on hours spent submitting manual tickets.
Our implementation of RPA has vastly improved the accuracy, timeliness, and cost efficiency of the service that my client provides. For any project where a team finds themselves submitting the same requests, reports, or email messages on a routine basis, RPA is an excellent time saving investment.
Something to keep in mind, the BOT should be relatively self-sufficient once configured to perform a task appropriately. RPA allows for flexibility in that you can either set the BOT to run on a schedule or set it to be manually triggered – my team finds that both have their advantages depending on what point in the cycle we are in. Overall, RPA implementation allows human team members to focus on more elevated tasks, while the BOT takes care of manual day to day tasks, so that each can work within their strengths to deliver the most efficient results.
Reach out to Olenick to find out how we can help you and your team get started with RPA today!