When starting to think about automating any process, the first question that comes to mind is how to estimate the required efforts. The approach that is taken to estimate efforts and duration in RPA or process automation is as mentioned in the table below. These tables are just standard templates and can be modified as per your organization's benchmarking.
| Complexity | Process Design Document (No Weeks) |
Solution Design Document (No Weeks) |
Automation Flow Development (No Weeks) |
Unit and Integration Testing (No Weeks) |
User Acceptance Testing (No Weeks) |
Hypercare (No Weeks) |
Total Efforts (No Weeks) |
|---|---|---|---|---|---|---|---|
| Low Complexity | 1 | 0.5 | 2 | 0.5 | 0.5 | 0.5 | 5 |
| Medium Complexity | 1 | 1 | 4 | 1 | 1 | 1 | 9 |
| High Complexity | 2 | 2 | 6 | 2 | 2 | 2 | 16 |
The next step is to define the complexity of the RPA use case or process automation use case. There are different parameters to define complexity. These parameters are flexible and can vary based on different scenarios.
| Parameter | Low Complexity | Medium Complexity | High Complexity |
|---|---|---|---|
| Definitions | Process uses simple, rule-based, strictly defined automations. Data inputs are structured. No manual non-digital inputs like scanned images, handwritten documents, etc. | No manual non-digital inputs. Simple binary decisions (Yes/No). May require attended automation. | Subprocess handoffs need accurate management. HITL (Human In The Loop), unstructured inputs. |
| Number of Applications | 0 to 3 | 3 to 5 | 5 to 7 |
| Number of Fields | 1 to 99 | 100 to 200 | 201 to 300 |
| Number of Screens | 0 to 10 | 11 to 20 | 21 to 30 |
| No of Variations / Scenarios / Conditions | 0 to 3 | 4 to 6 | 7 to 10 |
| SLA Adherence | No | Yes | Yes |
| Image Based / VGI / Remote System | NA | NA | NA |
| Document Formats | 2 to 3 | 3 to 5 | 5 to 7 |
| Document Understanding / AI Fabric / IXP | No | No | Need More Evaluation |
When initiating an RPA (Robotic Process Automation) project, estimating the required effort and timeline is a crucial step. This estimation depends on the complexity of the process and is divided across key stages: Process Design, Solution Design, Development, Testing, and Hypercare. Complexity is evaluated using parameters such as the number of applications, screens, fields, and the presence of unstructured inputs or human decisions. RPA projects typically involve several key documents: the Process Design Document (PDD) outlines the current manual process, while the Solution Design Document (SDD) defines how automation will be implemented. These documents ensure proper understanding, reduce ambiguity, and serve as reference points throughout development and testing. The effort required increases from low to high complexity, and if a process exceeds high complexity, it’s best to split it into manageable phases. The timeline may also vary depending on the number and skill level of developers. Flexibility is important, as each organization may benchmark differently. Document types like scanned PDFs, structured spreadsheets, and emails must be assessed early to determine if OCR or AI-based document understanding is needed. This helps in planning the right approach and technology stack for successful automation.
