How to Transition Your RPA CoE from One Implementation Supplier to Another

The decision to Transition your RPA CoE to a new supplier can be a daunting task, but it is important to ensure that it is done smoothly to minimize disruptions to your business processes. This article will outline the key steps involved in transitioning your RPA CoE, as well as some best practices to follow.

Why Transition Your RPA CoE?

There are a number of reasons why you might choose to transition your RPA CoE to a new supplier. Some of the most common reasons include:

• Cost savings: A new supplier may be able to offer you a lower price for their services.
• Improved service: A new supplier may be able to offer you a better level of service, such as faster response times or more experienced consultants.
• Access to new technologies: A new supplier may have access to new technologies that can help you to automate more processes or improve the efficiency of your existing automations.
• Strategic alignment: A new supplier may be a better fit for your overall business strategy.

Challenges of Transitioning Your RPA CoE

There are a number of challenges that you may face when transitioning your RPA CoE to a new supplier. Some of the most common challenges include:

• Knowledge transfer: It can be difficult to transfer all of the knowledge about your RPA environment and processes to a new supplier.
• Disruption to business processes:  Carefully plan and execute the transition process to minimize disruption to your business processes.
• Cost: The transition process can be costly, especially if you need to purchase new software or hardware.

How to Transition Your RPA CoE Smoothly

To transition your RPA CoE smoothly, it is important to follow a carefully planned process. Here are some of the key steps involved:

1. Create a transition plan. This document should include a detailed project plan and approach, as well as generic documentation templates and estimating/proposal templates.
2. Gather all process artifacts from the incumbent supplier. This includes any operational handbooks, PDDs, and SDDs. If any documents are missing, document them with your team or use your new supplier to assist you.
3. Ensure understanding of PDDs and SDDs. Make sure that your team understands the Process Design Documents (PDD) and Solution Design Documents (SDD) for all processes. If they are not complete, work with your team to fill any gaps.
4. Conduct effective knowledge transfer (KT). Prepare for these disruptions and develop a plan to minimize their impact.
5. Handover RPA production support. This should start with simple and medium complexity processes, and then move to complex processes once the new supplier has demonstrated confidence in managing them. Provide additional KT, exception handling, and process understanding where necessary.
6. Implement RPA Best Practice Methodologies. Hold joint process walkthrough meetings to ensure that the new supplier fully understands all the processes involved, including any complexities and exceptions.

Best Practices for Transitioning Your RPA CoE

Here are some best practices for transitioning your RPA CoE:

Start early. The earlier you start planning for the transition, the smoother it will be. As a result, you will be able to anticipate and avoid any unexpected problems.

Communicate with all stakeholders. It is important to communicate with all stakeholders throughout the transition process, including your employees, customers, and suppliers. By doing so, you can build trust and understanding, and minimize disruption.

Be prepared for disruptions. Even if you follow the best practices, there will likely be some disruptions to your business processes during the transition process. Consequently, it is important to firstly, communicate with your employees and customers about the upcoming changes. Secondly, you should have a plan in place to mitigate any disruptions that may occur. Thirdly, you should be flexible and adaptable, and be prepared to make adjustments as needed.

Work with a qualified partner. A qualified partner can help you to develop and implement a transition plan and manage the transition process. This can free up your time and resources to focus on other aspects of your business.

To transition your RPA CoE from one implementation supplier to another smoothly and minimize disruptions to your business processes, follow the tips above.

Transitioning your RPA CoE to a new supplier can be complex and challenging, but you can successfully do it by following the tips above. By carefully planning and executing the transition process, you can minimize disruptions to your business processes and ensure that your RPA CoE continues to operate smoothly.