RPA - Orchestrator - Modern folder & Move to Cloud

Pour la séance de juin 2024, nous vous proposons un retour d'expérience de la part Jérôme Jouet, responsable de la plateforme UiPath pour le groupe Richemont. Il nous présentera la gouvernance qu'il a mise en place autour des Modern Folders et son expérience de la migration vers Automation Cloud.
Richemont est un groupe leader mondial de l'industrie du luxe composé de nombreuses maisons prestigieuses telles que Cartier, Van Cleef & Arpels, Montblanc, Jaeger-LeCoultre, Azzedine ou encore Piaget.
Jérôme nous présentera la gouvernance qu'il a mise en place, notamment via les Modern Folders et son expérience de la migration vers UiPath Automation Cloud.

1. ROBOTIC PROCESS AUTOMATION
PROCESS ORGANIZATION & CLOUD MIGRATION
June 2024

2. ATRICHEMONT,
WECRAFTTHEFUTURE
Richemont,foundedin1988,isoneofthe
world’sleadingluxurygoodsgroups.
OuruniqueportfolioincludesprestigiousMaisons
distinguishedbytheircraftsmanshipandcreativity.
OurOnlineDistributorspioneerexpertcuration
and technologicalinnovationtodeliverthehighest
standardsofservice.
THE RICHEMONT GROUP

3. WHAT DOES A ROBOT NEED TO EXIST?
In the context of RPA, a robot is in essence the combination of 4 key assets.
The robot, when thought of as a virtual worker, actually only exists during the time when these 4 assets are brought together.
Organizations manage these assets for their different entities through their RPA Orchestrator, using a hierarchical folder structure. In the setup
of UI Path Orchestrator at Richemont, the ‘Modern Folders’ option will be used, and is illustrated in the following pages.
3
My right to
exist
My arms and
legs
My
authorizations
My
instructions
Processing Power
(Machine)
Script (Process)
License
Credentials
Organized in
Orchestrator Modern
Folders
Human Organization
Business Area (FI,HR,SCM...)

4. RPA OPERATING MODEL: A DECENTRALIZED MODEL
ROLES, RESPONSIBILITIES, GOVERNANCE
Brand
CoE
JLC
Business
Region
CoE
Europe
Business
LE
Product
Area
Central
CoE
Community
of Practice
Local
Processes
•Ensure application of Standards & Guidelines
•Deliver and maintain use cases for its Business Units
(depending its scope of responsibility)
•Enable local automation programs
(1 per Business Unit / Function )
•Define and steer RPA program objectives in line
with business goals
•Bring functional & optimization skills
•Secure intended outcomes (business impact)
BUSINESS
FUNCTION
RESPONSIBILITIES
LOCAL CoE
MISSION
STATEMENT
•Establish Standards & Guidelines
•Support RPA Platform & Deliver Central Reusable
Components
•Deliver use cases for Product Areas & Small Entities
On their budget – Not Activated yet
•Support setup of new Local CoEs
Brand / Region or Product Area
CENTRAL CoE
MISSION
STATEMENT
Training
Curriculum
Product
Area
CoE
FI / IO
Product
Area
Ex: JLC Ex: Europe
Ex:
Logistic
Global
Processes
Ex: Finance
/ HR / IO
Central
CoE
AIP CoE can transfer Admin/Delivery
competency to Product Area CoE
Such CoE ops. are same as Local CoE
Ex: IO, HR, Finance

5. MODERN FOLDER ORGANIZATION

6. MODERN FOLDER ORGANIZATIONIN ORCHESTRATORTENANT
6
Setup per Orchestrator/ Tenant
Orchestrator
Root Folder
Brand / Division
Subfolder 1
Department
Subfolder 2
Team
Business Area
Subfolder 3
Attended/
Unattended
segragation
RA
RU
Region
EU
US
FI
SCM
1 Tenant Organization
Subfolder 4
Business
Processes
Attended
Unattended
Launched
Processes
OrganizationLevel Process Level
Service User for UnattendedRobot
UiPathAutomatedProcess
Real User (human)
Assets & App Credentials
Job Scheduler
Server & Machine Key

7. MODERN FOLDER ORGANIZATION–USER ASSIGNMENT
7
UNATTENDEDUSER assignment ATTENDEDUSER assignment
Possible assignment
Usersinheritaccessto AttendedScripts down theirrecordedplace in Orga
Tree
Brand / DivisionCompany/
Department
(optional)
Team
Windows Service Usersare created/ assignedon Process Folder level.
Robot App accessisgrantedusingeither:
•SSO (Service User identity) or
•User ID/ PWD (Asset Credential)

8. RPAORCHESTRATORROLESIN MODERN FOLDERS
8
Region
EU
Finance
Tenant
Brand
Division
Role Description
AdministratorCentral CoE : Manage Tenant setup
Audit / SecurityAudit Robots runs / Manage App accesscredentials
Business User Access robot Logs to analyze runs
Robots Automation runs
Folder Unit
Administrator
Local CoE:
Manage Organization scripts setup (Assets / Processes / Triggers…)
Developer Process implementer
Team / Area
Department
Group / Central
Cartier

9. FOLDER & PACKAGE NAMINGCONVENTION –ORCHESTRATOR/ STUDIO
9
ModernFolder Process Folder Path and name must follow clear / readable naming convention
RPA Process name recaps this naming convention and gives Process type
ModernFolder Process Folder Path can be reused in other central
components
Git Repo I/O files - ShareDrive / SharePoint

10. 10
THE GLOBAL FOLDER CONCEPT
Robots often need global resources not directly associated to any Organization nor Business Area
Global Tenant Folder concept:
All Robots & Users groups are declared in this folder to get access / consume global resources
Global resources can be:
•Global Assets (like central App API Credentials)
•Storage Buckets containing global resource files
•Processes used by several organizations (like Orchestrator Manager)

11. SCRIPT SHARING - PRINCIPLE
11
Script Copy principle
LCoE A → Robot Script 1
LCoE B → Robot Script 2
Copy
procedure
1
We have two scripts running on their
own:
CoE A is responsible of RPA Run for its
scope
CoE B is responsible of RPA Run for its
scope
In Richemont, different local CoEs could be interested by the same automations. Today, we'll look at the ways we can share RPA scripts among departments.
Context:
1.Local CoE A has developed and put into production an RPA Script.
2.Local CoE B hears about the script and wants to use the script with or without minor changes (Script must be re-adapted to match Local CoE B needs)
2
Script ReCentralisation principle
LCoE A → Transfert Script 1 to Central
LCoE B
Use
LCoE A
Technical sharing procedure will be
the same than Copy procedure.
Orchestrator
1 Tenant Organization(richemonttenant)
Root Folder
Brand / Division
Cartier
Process 1
Process 2
Process 3
Process 4
Root Folder
Brand / Division
Region
Process 1
Process 2
Root Folder
Brand / Division
Central
Process 1
Process 2
Process 3
Orchestrator
1 Tenant Organization(richemonttenant)
Root Folder
Brand / Division
Cartier
Process 1
Process 2
Process 3
Process 4
Root Folder
Brand / Division
Region
Process 1
Process 2
Root Folder
Brand / Division
Central
Process 1
Process 2
Process 3
Process 4
Process 3 is
transferred to
central,
modified to suit
Local CoE A
and B needs
and stops
running in local
CoE A.
Process 3 is
copied and
modified by
local CoE B
and becomes
Process 2 for
their local CoE.
Both scripts run
in each local
CoE.

12. CLOUD MIGRATION

13. 13
CLOUD MIGRATION –KEY POINTS
•Review your Modern Folder & Scripts Naming convention.
No better chance !
•Use Orchestrator Manager as migration tool.
Gives flexibility to prepare / Test / run content migration. First in DEV then in PROD.
•All RPA AD content must be migrated in Azure ! (User groups & service users)
•We had to retest every scripts due to Studio version change + windows compatibility mode.
Business must be involved, this is not a pure technical migration
•Think about your strategy to migrate Servers running onPrem Orchestrators to Cloud Orchestrators
OnPrem running Scripts must still be maintainable all along the Migration !
•Robots and App Credentials migration is a real manual challenge (if maintained in Orchestrator)
•Total Preparation / Migration time: 2 months

14. 14
Q & A