Using Robots and RPA in the Workplace

With current advances in technology, robots are no longer science fiction. They might well be
your coworkers! Robots, whether physical or RPA (robotic process automation) software, are fast
becoming an integral part of the workplace. Robots and employees need to work well together to
succeed.

In this course, you'll learn about the characteristics of both physical and software robots. You’ll
explore how to distinguish between them and how they are being integrated in the workplace.
You'll also learn best practices for implementing and managing robots. And you’ll learn the
considerations for using physical robots and software robots in the workplace and how to optimize
the human-robot relationship.

Using Robots and RPA in the Workplace

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With current advances in technology, robots are no longer science fiction. They might well be
your coworker. Robots, whether physical or RPA, robotic process automation software, are fast
becoming an integral part of the workplace.

In this course, you'll learn about the characteristics of both physical and software robots. How to
distinguish between them and how they are being integrated in the workplace. You'll also learn
about the best practices for implementing and managing robots and their related risks.

Introduction to Robotics
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As automation technology continues to advance, businesses must learn to exploit it in order to

remain competitive. A prime example is robotics, used in many industries to perform laborious,
repetitive and time-consuming work.

Often, physical robots are used to do dangerous or strenuous work. At Singapore Aero Engine
Services Private Limited, for example, physical robots are used for materials handling and moving
engine parts between different process stations and production cycles.

In addition to improving safety, these robots have helped reduce man hours by 10% and beat the
industry benchmark turn around times by several days. The implementation of physical robots has
lowered costs, improved productivity, and enhanced worker safety by automating dangerous tasks.
In other industries, self-guided vehicles, another type of physical robot, can transport materials,
while robotic pickers can help to fulfill orders in warehouses. Physical robots now, also provide
surgical assistance and are frequently used in manufacturing plants for tasks such as welding and
assembly. In general, there are several characteristics that can be used to define robots.

A physical robot, like those mentioned, is a programmable machine that can carry out a task using
its sensors, movement and its own energy source. These can be machines that fly, such as drones.
They may be submersible. Or they might operate on solid ground. Further, they can be either semi
or fully autonomous. The latter meaning they can operate unsupervised for a defined period to
complete a task.
A software robot, commonly known as Robotic Process Automation, or RPA, by comparison, is a
piece of software that mimics what humans do to carry out rules based tasks. Software robots are
used, for example, in automated call centers, where they perform tasks such as redirecting calls to
the appropriate department. They can also be used to generate textual content automatically, such
as news reports on disaster events, and to automate business processes such as invoicing.

The ANZ banking group uses software robots for a variety of purposes, including transaction
investigations, tracing funds, and audit certifications. The use of software robots has allowed ANZ
to increase their speed, accuracy and quality, while reducing costs by nearly 40%.

There are numerous benefits to utilizing robots. Physical robots are highly accurate in performing
tasks, and are capable of consistently producing high quality products. They can also work much
longer hours than any human, and never get tired or distracted. As for the benefits of RPA, by
dealing with routine tasks, software robots free employs up to handle more complex work.

They also work significantly faster than humans, allowing companies to process more transactions
in less time. Robots can also reduce the amount of business process outsourcing, known as BPO.
As physical robots become more affordable, companies that use to outsource manufacturing will
be able to keep production local, while still reducing costs over BPO.

Similarly, software robots can perform many tasks that companies may currently outsource.
Organizations considering utilizing robots must plan how to integrate their employees and robots
effectively to meet their specific needs. But with careful consideration, the benefits can far outstrip
the risks. And understanding of robots is vital, if organizations want to benefit from their
possibilities.

Improving How Employees Work with Robots

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When companies introduce robots into the workplace, they need to create an atmosphere for a
productive working relationship between the robots and their human counterparts. This can be a
challenge, however. Not everyone may welcome the integration of robots.

Employees at an investment firm, for example, choose to use their own judgement when
predicting financial growth. Rather than relying on the computer algorithm provided. They argued
the algorithm couldn't be trusted because it was sometimes wrong, despite being far more accurate
than the humans.

However, when the employees were allowed to tweak the software robot's parameters to eliminate
the errors, they were much more willing to trust it's future results. In addition to allowing
employees to adjust the output, there are other things organizations can do to improve the way
employees work with robots.

First, in improving the way employees work with robots, companies should take care to frame the
robot's task as analytical rather than instinctive. People are more comfortable with a robot doing
work that's purely cognitive, but not instinctive or requiring judgement, as these traits are
considered to be too be human.

Second, and seemingly conversely, companies using physical robots should employ those with
humanoid features where possible. These include facial features, a voice, or even just a name.
Aping human features makes people more likely to attribute human characteristics, such as the
ability to think and feel, to these robots, such as those used in Japan's hospitality industry, greet
and answer simple questions from guests.

Finally, companies can improve the skills of their employees so they're augmented, not replaced,
by robots. This allows employees to use robots to achieve goals that neither would be able to do
on their own. One way is to focus employees work on higher level tasks, that requires a level of
abstraction that robots aren't capable of.

For example, Berg Engineering uses automated spectrometers that analyze large amounts of tissue
samples for potential new drugs. Human biochemists can then pick up where the machines left off
to test promising results.

Another approach is for companies to train employees in roles that require expertise too
specialized to automate economically. They can also train employees to pursue further advances in
technology, such as developing and applying the next generation of robots. These workers will
need strong computer science, artificial intelligence, and business analytical skills. Two final
points are appropriate here, for integrating robots and humans.

First, identify a reasonable timeline and a defined target area to allow the integration to occur at an
observable pace. Rapid implementation will be destructive to the organization. Properly timed
integration encourages synergistic human plus machine capabilities. As well, treat robots as staff
augmentation, a new set of subordinate coworkers that extend organizational capabilities, just as
businesses do today, but with human workers.

While it may prove challenging to get human employees to work in harmony with robots by
ensuring employees don't feel like they're being replaced by robots, companies can benefit from
these helpful additions to the workplace.

Considerations for Using Physical Robots

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Before an organization decides to implement physical robots, it needs to consider a number of

critical components that will impact physical robot capabilities. These are things like sensors,
processing, memory, operating system and utility software, navigation, algorithms, and artificial
intelligence. These components offer businesses great benefits, but also potential issues they must
address. When done right, physical robots can be invaluable for the future success of an
organization.

Take for example, the Ilchester Cheese Company, which uses physical robots to carry out their
picking and packing. The robots use vision sensors to identify the various types of cheese, and
their positions on the conveyor belts. They then pick the cheeses and place them in trays, to be
wrapped by an integrated wrapping machine.

The robots are both accurate and fast, leading to increased product quality and efficiency. The
robots have improved working conditions for employees, as they no longer need to perform these
repetitive and strenuous tasks. They work much faster and more accurately than humans, yielding
improved efficiencies in the company's picking and packing processes.

Robots can also produce a higher quality products that adhere to certain standards, while reducing
the amount of time required for quality control. They're also capable of working longer hours than
humans, without needing to stop or slow down. Furthermore, newer robots are adaptive. They can
learn new tasks from employees, and advances in sensors and mechanical limbs have made them
more flexible than their predecessors. They can now recognize the objects they need to work on,
regardless of their orientation. And they can stop working, and alert employees when their trays
are empty. They're also safer for humans.

By using collision detection sensors, similar to those found in newer car models, robots can sense
when something's nearby, and prevent collisions. And in the future, robots will increasingly work
together, either independently of people, or with human input.

For example, if a drone examined a large field and found that it was ready for harvesting, it could
dispatch an autonomous harvester. However, there are also potential issues with using physical
robots. Implementation has a high capital cost, and this may require companies to seek financing
for their robots. The implementation will also require training and expertise, acquiring or
developing either internal experts, or leveraging outside service providers.

Additionally, cyber security is often weak in physical robots, leaving them vulnerable to cyber
attacks. Cyber security firm IO Active was able to remotely hack the software that controls one
major manufacturer's industrial robots, and disable their key safety features.

Furthermore, they found issues with other robots, allowing them to be turned into surveillance
devices, spying on their owners. While there are advantages to having physical robots connected
to a corporate network, companies should ensure their robots are secure, and consider purchasing
robots with the necessary security from the start, rather than relying on suppliers to retrofit them
later. There are benefits and potential issues any organization needs to consider before
implementing physical robots.

With these in mind, businesses can identify, prioritize, and exploit robots to drive cost savings and
create new opportunities. Working with business leaders to map how and when to invest in and
integrate robotic systems into their operations

Types of Physical Robots

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Due to complexity, many business and industrial processes are time-consuming for humans to
complete, which can create a bottleneck in production cycles. However, physical robots are often
able to perform these processes quickly and to a high standard.

Toyota Motorsport, for instance, decided to use a robot to precisely smooth out or deburr the
cylinder heads on the engines of their Formula One cars. Prior to automation, this tedious and
difficult task had to be performed by an outside vendor, requiring added costs and down time.

Benefits like this have contributed to the rapid advancement of robotics. The high demand for
mobile devices has led to miniaturization and falling prices for robotic sensors such as
accelerometers. And the widespread use of open source robotics operating systems has made
robotics development increasingly accessible and flexible. Then there's the availability of 3-D
printing technology, which makes it possible to build prototypes rapidly and at relatively low cost.
And finally, there has been a convergence of technologies, such as object tracking sensors and 3-D
cameras that improve robotic capabilities.

Let's explore a few key types of physical robots that are revolutionizing the working world.
Warehousing robots are used to automate certain processes, such as picking and grabbing. And
they can be in the form of anything from self-guided carts to robotic grabbing arms.
Manufacturing robots perform tasks such as welding, painting, or deburring, like the Toyota
example. They can perform these tasks to a high standard with none of the usual risks a human
would face.

Collaborative robots typically consist of one or more mechanical arms, and are used to provide
human employees with an extra set of hands. These robots can learn tasks by watching employees.
And they also utilize technology such as torque sensors to avoid collisions, which allow them to
safely operate near humans.

Surgical robots provide assistance to doctors by performing certain tasks autonomously, and with
more precision than a human could. For example, surgical robots eliminate the risk from hand
tremors, and can also make incisions that are smaller and more precise, and are often used to
conduct neurosurgeries.

Telepresence robots typically consist of a screen, camera, and a body capable of free motion. This
gives remote workers the ability to videoconference with others, with the added benefit of being
able to interact with the environment remotely.

Self-driving vehicles are also a type of physical robot. While the applications for personal use are
still limited, self-driving vehicles can provide a much safer means of materials handling in
warehouses and factories. Self-driving trucks are now providing long haul truck drivers with
autopilot functionality that keeps the truck in its lane, follows speed limits, and reduces human
fatigue and accidents on the highway. Eventually, these trucks may no longer need drivers at all,
but only remote human pilots to guide them into and out of loading bays.

These and other physical robots are found throughout modern industries, performing a wide range
of tasks in a variety of fields. Organizations that want to implement their own physical robots need
to be aware of the relevant types and how they can best be utilized.

Benefits and Risks of Robot Process Automation

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In contrast to physical robots, software robots allow companies to automate certain processes in
what's known as robot process automation, or RPA. RPA has a variety of uses. It can be used in
telecommunications.

For example, automated call centers can place pre-recorded calls, such as appointment reminders
and customer surveys. RPA can also be used to create content. The Los Angeles Times uses a
software robot to automatically create news reports on the earthquakes from data compiled from
the US Geological Surveys website. And software robots are also used to process things like
invoices, by reading, validating, and cross-checking them before either approving or flagging
them for further action.

There are many benefits to RPA. First, software robots work faster than people, allowing for the
processing of more data in the same amount of time, which can also improve customer service.
Further, RPA can perform simple tasks on behalf of employees, which frees employees for more
meaningful work, increasing jobs satisfaction.

Additionally, RPA provides companies with an increased level of compliance. Software robots log
all their actions making it easier for employees to run internal reviews and ensure process
compliance. This also makes it easier to stay complaint as regulations and standards become
increasingly complex.

Finally, RPA is non-invasive. It utilizes the user interface of applications and platforms, just like a
human would, generally, eliminating the need to change existing systems during implementation
and eliminating interruptions during changeover. The benefits of RPA are clear but not without
risks. Errors in algorithms can cause mistakes that humans might not make. Since these robots
work so quickly, even small and infrequent errors can spiral out of control quickly.

For example, a robot that handles loan applications with an error rate of 1% might mistakenly
approve thousands of high-risk loans in a single day. There are, however, ways to manage these
risks. First, run a pilot program. The benefits of RPA tempt companies into a large scale rollout,
but it's much easier to manage a small number of robots at first.

Companies should test their pilot group for a period of time, gathering data, and ensuring
performance standards. They should make note of any changes required before the system can be
fully implemented.

Additionally, companies should give RPA separate credentials for logging in, allowing them to
distinguish the actions carried out by RPA from those of human employees. Further, having
software robots run on virtual machines inside the system instead of logging into a desktop further
eliminates security risks.

Power failures, for example, can negatively impact desktop-driven RPA and cause costly errors.
Additionally, businesses must ensure they don't lock in system weaknesses or neglect improving
the underlying process once software robots are implemented. This limits the long term
effectiveness of the RPA. They also need to ensure that knowledge of the automated processes is
retained.

This allows employees to verify that the RPA is receiving the correct data and that their
procedures are correctly defined. This ensures companies can fall back on manually completing a
process should the robots fail. Businesses that invest wisely in RPA, while working to mitigate the
risks, see significant returns and put themselves into position for continued and future competitive
success.

Implementing RPA
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Robotic Process Automation, or RPA, has made a major impact on the business world. For
instance, a major global bank has implemented RPA to perform a number of tasks such as closing
fraudulent accounts and handling loan applications. This led to a significant reduction in man
hours and bad debt write-offs.

Another example comes from an insurance firm that uses RPA for claims processing. Four people
can now process the same number of claims that it previously took 12 people to complete
manually. But successfully implementing RPA requires proper planning and commitment. There
are key best practices organizations should follow in implementation.

First, organizations should clearly define their goals for automation. Once the goals are clearly
defined, organizations can work backwards to ensure they implement systems in the most
effective way. Since RPA is a major investment, this ensures organizations can measure their
performance during every phase of implementation. A phased implementation allows
organizations to limit their potential losses if the RPA process isn't meeting their goals instead of
committing significant resources from the start.

Second, organizations need to identify champions for implementing RPA. Champions play an
integral hands on role in pushing the idea and adoption of automation. This includes
communicating, projects vision, motivating team members, and interacting with stake holders
such as senior management. Champions can also be project managers and organizations should
identify those with the skills necessary to effectively complete implementation within budget and
on schedule.

Third, organizations must allow business operations to take the lead. Managers in business
operations are in the best position to know which processes are most suitable for automation. They
have the knowledge and experience to identify those tasks that use structured data, have explicit
rules, are stable, and have high transaction volumes. Managers in business operations are also able
to identify the processes that provide the maximum benefit to employees and customers when
automated.

Finally, organizations must involve IT early in the implementation project. While some
organizations may not see the need for involving IT, there are many benefits to involving them as
early in the process as possible. IT are the ones most capable of vetting software robots to ensure
they don't compromise system security and they can develop access rules to prevent software
robots from exposing sensitive data. They will ultimately be responsible for maintaining a secure
and backed up infrastructure for the robots to run on.

Whether a company is implementing RPA as a standalone solution or as part of a larger

automation initiative that may include physical robots or other forms of AI, planning, preparation,
risk mitigation and following best practices ensure success and smooth transitioning