Intetics Reporting bot reduced 95% of manual work on project time tracking

Objective

Optimization of daily project task reporting to reduce the amount of manual work.

Challenge

Being the tech partner of the Client, the Intetics development team was engaged on several Client’s projects. The overall worklog was quite extensive and the Client needed detailed reports on completed projects’ tasks. The reporting was extremely time-consuming. Daily the actualized and sent Excel Reports using information, saved in JIRA reporting system. This approach required heavy transformation.

Solution

To optimize the process, the Intetics team ran the business analysis and mapped all the reporting activities. Based on the results, the team decided to apply a robotic process automation approach and create a reporting bot.

The bot was developed leaning on the agreed process patterns. For successful development, the team created a list including a dozen of performance conditions and implemented macros in Excel reports.

Since every client project used individual reports with various columns, structure, and overall format, it was essential to ensure the processing of their various types. To handle this, the team used a specific Variable (list type) and a separate Excel file with list of Reports and locations. After the bot deployment on the local server, the Intetics launched the process of receiving data received from different locations and notifying users when as the data and reports were up-to-date.

In line with developing the Bot, the team created the hand book describing the new process of reporting, ran a local workshop. The project managers held the special status update meeting for several weeks to help the team adapt to new reporting activities.

Results

In the result of Bot implementation, the Intetics team managed to reduce manual work by 95%. Only 5% of manual activities left for the managers. They create monthly reports for each specific project. The bot allowed to reach 240% of team efficiency improvement compared to other client teams.