Case Study on Adjoin-RPA

Back to case studies

Adjoin-RPA provides a comprehensive guide for the data mapping and updating in the e-billing system process. This process involves mapping the details from the billing report containing data on work hours for different services provided across different regions (SDRC, CVRC, RCOC, and VMRC) to consumer working hours data from a separate sheet. The scraped data is then normalized and processed using the Power Automated Tool. The automation of these tasks has significantly reduced manual effort and improved data accuracy and timeliness.

Features

Calculate Staff Hours per Client: This involves calculating the total number of staff hours worked for each client. It requires the system to aggregate the hours logged by staff members assigned to a particular client and keep a running total of the hours worked.

E-billing: Authorized Hours Limit: This ensures that the total staff hours logged per client do not exceed the authorized hours specified in the billing report and e-billing portal. The E-billing portal enforces this rule by checking the authorized hours for each client and preventing any excess hours from being logged or processed.

Service Provider Mapping: This involves utilizing a mapping sheet to map specific services to their corresponding service provider codes. The mapping ensures the accurate assignment of service providers based on the specific services on the billing report.The utilization of the mapping sheet facilitates streamlined service provider selection and improves operational efficiency by providing a consolidated resource for accurate service-to-provider mappings.

Consumer Name Mapping: This involves utilizing a mapping sheet to achieve the mapping of consumer names between the billing report and the invoice details page of the e-billing portal. When processing the consumer names, the system references the mapping sheet to match the consumer names from the billing report with their corresponding names on the invoice details page.

Challenges

Adjoin has an Excel report that includes details of the working hours spent per day by each employee on different projects and needs to send these details to the clients using a third-party billing system where a user manually enters these details into the system.
Automation may encounter exceptions or errors that require specific handling. This includes scenarios such as missing or invalid data, system errors, or connectivity issues. Proper error-handling mechanisms should be implemented to address and resolve these exceptions effectively.

Project Goals

Prepare and cleanse the data: apply necessary calculations and business rules, and automate the entry process into your regional center’s E-billing portal.

Data Accuracy: Our bot ensures up to 90% data accuracy, significantly mitigating potential data entry errors, and providing a reliable base for calculations and invoicing.

Compliance Made Easy: Our bot ensures full compliance with Regional Center standards and regulations, eliminating this stress.

Productivity Boost: By automating labor-intensive tasks, we have seen a 40% boost in team productivity, as resources are redirected from data entry to tasks that truly drive your organization forward.

Our Value Addition

Empowering Automation

- Reading and logically manipulating Excel data

- Accessing browser UI elements, beneficial for interacting with UI components

- A user-centric interface for crafting workflows

- A system to visually design workflows via drag-and-drop, with the flexibility to modify the logic as per specific requirements

- Capability to refine the logic, insert or delete steps, and integrate business regulations to align the automation process with distinct needs.

Showcase

Data Preparation

Using SETWorks as the primary system for timekeeping and case management, our RPA bot extracts the necessary time-sheet data.

Data Consolidation

Your team drops the monthly Excel reports into a local or cloud folder, ready for the RPA bot to pick up and process

Calculation

Our bot calculates the number of service hours per client for each day of the month, using the provided mapping table (Service provider number, Service month, Service code, Service Sub-Code) and aligns them with the corresponding e-billing portal.

Business Rule Application

We apply multiple business rules to the data, adjusting for differences between various regions and other specifications. This used to take up to 40-60 hours at the end of each month, but our RPA bot dramatically reduces this time

Data Entry

For each region, our bot logs into the e-billing portal, selects the appropriate service provider number, service month/year, service code, service sub-code, and consumer name.

Recursion & e-Billing Process

The bot enters the calculated hours for each client and service into the e-billing portal, handling all the steps involved, including navigating the calendar screen.

Exception Handling & Logging

Our bot is designed to manage exceptions efficiently. It logs all activities in a text file, takes screenshots of entries made, and has a retry mechanism for failures, ensuring the continuity of data entry.

Retry Mechanism

In case of any disruptions or failures, our bot is equipped with a robust retry mechanism. This allows it to pick up right where it left off, minimizing any potential delays or data discrepancies.