CUSTOMER CASE | EDUCATION SECTOR
Haaga-Helia invests in automation, which saves valuable working hours
Haaga-Helia, a private university of applied sciences, has a modern culture and strives to do things in a new way – and of course more efficiently and better. The university was interested in seeing how their operations could be developed and made more efficient with process automation, and Haaga-Helia chose Sisua Digital as their automation partner. Now, the university has benefited from automation for several years and they are planning to continue expanding it.
Haaga-Helia started their first automation project with Sisua Digital in 2019.
Over the years, Sisua Digital has made several automations for Haaga-Helia, most of which have been built to alleviate tasks in financial management. The automations have been built with UiPath techology.
Automation helps with daily financial routines
The current automated process in financial administration supports employees in decreasing the burden from the peak workload period that comes after the month changes. Individual automations at different stages of the process make this a Human-In-The-Loop automation, where the robot starts the process at the beginning, and from where the workers then continue, after which the robot continues the work, bringing the process to a conclusion. In the automated process, robots are given “robot-like”, manual work tasks, and employees are left with more challenging tasks.
The robot starts the process by retrieving information from different systems, after which it makes project-specific reports in Excel. At the turn of the month, this information must be obtained as quickly as possible, and without a robot it would be impossible to do this every month, because the amount of data is too large for people to process. The robot also creates an integration platform and works as a glue between systems by retrieving information from different systems and then creating cohesive reports. This automation has been further optimised so that it can now be completed in 10 minutes, whereas it used to take a few hours.
The beginning of the process also includes an automation, where the robot retrieves the profit and loss statements of the projects from the accounting program, ready-to-use for the employees. This too, is an integration automation, where the robot prints the income statements needed by accounting. Thanks to the automation, employees do not have to print the statements from the system themselves.
As another part in the financial administration automation process, the robot searches for various invoices with their attachments and compiles one file from each invoice and its attachment. These files are needed when reporting about the projects to financiers. According to Haaga-Helia’s employees, this automation saves working hours most significantly.
The accounting process ends with an automation, where the robot takes memo slips made in Excel to the accounting program. The employee enters the correct information into Excel and the robot takes care of the rest, i.e. creates the documents for accounting and deposits the attachments. Haaga-Helia’s employees comment that the robot makes this process about 50% faster and at the same time they are rid of a monotonous routine that is prone to typing errors.
Robots alleviate workload peaks and enable doing things for which there would otherwise be no resources
As many parts as possible have been automated of the busy end of the month financial process.
As a side effect, operating methods have also been harmonized. Due to automation, similar data formats must be used, which eliminates the varying data formats caused by different users.
In addition, Sisua has developed an automation for Haaga-Helia’s Library and Information Services function to streamline the payment of publication fees. The calculation of publication fees for certain publications requires data to be retrieved from several different systems, data comparison and calculations. The automation makes the service more timely and streamlined and saves several days of work depending on the frequency of payments. With automation, the turnaround time of the process is greatly improved and this allows for changes in the timing of the payments.
The successful cooperation continues and Haaga-Helia is already expanding robotics to other functions
The cooperation between Sisua Digital and Haaga-Helia has gone well.
Haaga-Helia plans to continue using robotics. The university recognizes the advantages of automation and wants to take it forward even more.
Author: Paiju Koivula
What was achieved
About the company
Haaga-Helia is a private university of applied sciences that offers educational training to become specialists in business and service industries. The university also researches and develops activities and know-how related to these fields. Haaga-Helia operates on five different campuses in Helsinki, Porvoo and Vierumäki. The university has 11,000 students and 731 specialists.
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