Process Definition Document

[Process Name]
 CONTENTS
1. Purpose of the Document.....................................................................................................3
2. PROCESS Overview.............................................................................................................. 4
2.1 Process Summary............................................................................................................... 4
2.2 Process Attributes................................................................................................................ 4
2.3 Current Manual Effort.......................................................................................................... 4
2.4 Service Level Agreements...................................................................................................5
3. Automation Scope and Limitations.....................................................................................5
3.1 Systems in scope................................................................................................................. 5
3.2 Bot Input(s).......................................................................................................................... 5
3.3 Bot Validation(s).................................................................................................................. 5
4. Future State Process............................................................................................................ 6
4.1 Future State Process Flow...................................................................................................6
4.2 Detailed Process Steps........................................................................................................6
5. Bot Complexity Matrix.......................................................................................................... 6
5.1 Complexity Matrix Diagram..................................................................................................6
6. Exception Handling............................................................................................................... 6
6.1 Business Exceptions............................................................................................................ 6
7. Test data................................................................................................................................ 6
7.1 Requirements...................................................................................................................... 6
8. Reporting and metrics requirements...................................................................................7
8.1 Reporting............................................................................................................................. 7
9. Notes...................................................................................................................................... 7
9.1 Notes................................................................................................................................... 7
 Document History

Version Date Change Summary

1.0

AUTHORIZATION

Process Name

Process Owner (Manager)

Process Owner (Supervisor)

Process SME

Process Architect

APPROVALS

Approver(s) Role Date

MM/DD/YYYY

“Insert screenshot of SME approval”

1. PURPOSE OF THE DOCUMENT

The Process Definition Document (PDD) captures the flow of a business process to be developed.

The flowchart contained within the document captures, at a high level, the business process to be automated,
the target systems used within the process and any assumptions that have been considered.

Once agreed as the basis for the automation of the target process, the flowchart and assumptions will be used
as a platform from which the automated solution will be designed.

Process Definition Document – [Process Name]

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Changes to this business process may constitute a request for change and will be subject to the agreed agility
program change procedures.

2. PROCESS OVERVIEW

2.1 Process Summary

2.1.1 Detailed description of process

Provide a detailed description of the process that is going to be automated

[…]

2.1.2 Recording of current process

Existing manual process: Process map of current process

[Insert current process map]

[Insert relevant Flow chart/ Diagram]

2.2 Process Attributes

Parameter Attribute Description

Business Unit/Regions
covered

Frequency

SME Time Zone

SME Working Hours

Maximum Transaction
Volume (Per Run)

Average Transaction
Volume (Per Run)

Seasonal Peak Times &

Volume

Time Sensitivity/Service
Level Agreement (SLA)

Dependencies

Process Definition Document – [Process Name]

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 Regular Application
Maintenance

Moratorium Periods

Failure Implications

Future System Changes

Input for Bot Kickoff

Output

Exception #1 Volume (Per

Run)

2.3 Current Manual Effort

How many FTE are currently assigned to perform the process x FTE
manually?

How many FTE hours are currently required to perform the X hours - The team processes
process manually? on average y account per
month, z per day @n minutes
per account (z*n minutes)

What is the average case handling time? x minutes per account

2.4 Service Level Agreements

Item Description

Are there any SLAs this I.e 24-48 hours turnaround

solution must conform to?

List any Service Level I.e. The restriction is it must finish by 4pm. M-F
Agreement (SLA) for the
process – EX: How much
time does the bot have to
process the transactions

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3. AUTOMATION SCOPE AND LIMITATIONS

3.1 Systems in scope

The following systems/ applications are in scope of the process

Name / Version System authorizations & Description Syste

access requirements m
(when applicable)
Downti
me

3.2 Bot Input(s)

Supplier Input Description

3.3 Bot Validation(s)

Process Step Number Description

Process Definition Document – [Process Name]

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4. FUTURE STATE PROCESS

4.1 Future State Process Flow

Future State process: Process map of Future State process

[Insert Future State process map]

[Insert relevant Flow chart/ Diagram]

4.2 Detailed Process Steps

Process Step files: 

Process Definition Document – [Process Name]

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5. BOT COMPLEXITY MATRIX

5.1 Complexity Matrix Diagram

SAMPLE:

5.2

6. EXCEPTION HANDLING

6.1 Business Exceptions

Business In/Out of
S.No Exception Notificatio Business Contact Error Message /
description n Method to Notify Notification Scope

Can’t access
1 systems or file Email SMEs No access to xyz In scope
folders

Processing not
In sufficient
2 completed by Email SMEs In scope
processing time
HH:MM CST

BOT error
Any other error in message. Couldn’t
3 Log file SMEs In scope
processing complete
processing

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7. TEST DATA

7.1 Requirements

SME Responsible for Access Available for

Test Data Availability Validity of test data Test Data Developers to Reset Test Data

 Validation checks
 Files presenting:
 Accounts that can
be verified
 Incorrect account
number
 Incorrect Address
 Incorrect Apt #,
Excel file examples Unit #, or Location Insert Name Y/N
 Incorrect
Company Name –
or – Apartment
Name
 Incorrect Last
Name a match
 Incorrect First
name

 Containing both
attachments
Sample Emails Insert Name Y/N
 Missing Excel file
 Missing pdf file

 Corresponding
Sample reports Insert Name Y/N
output files

8. REPORTING AND METRICS REQUIREMENTS

8.1 Reporting

Report Type Update Frequency Details Notification Method

Excel Email

Excel Email

Process Definition Document – [Process Name]

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9. NOTES

9.1 Notes

Process Definition Document – [Process Name]

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