RPA brings improved quality and new ways of working

Case Senate Properties

Senate Properties
We believe that software robotics makes the employees’ everyday life easier and automates repetitive routine tasks.

Esapekka Kuikka, kehitysryhmän päällikkö ja Eemi Toivanen, robotiikan asiantuntija, Senaatti-kiinteistöt

The vision is that the Finnish government is a pioneer of new ways of working and work environments. Senate aims to utilize digitalization to fulfil this vision. Mr. Esapekka Kuikka, Head of Development team, says that Senate Properties has noticed the opportunities offered by Robotic Process Automation (RPA) and Artificial Intelligence (AI) as part of the promotion of digitalization. “We started with a pilot project and opportunity mapping for RPA and found more than 200 possible applications for software robotics”, Kuikka tells. After the pilot they organized a public tender with a strong focus on quality. “Efima won the tender, and we got a competent partner for the project”, Kuikka concludes.

Efima had already proven itself to Senate in a successful financial ERP system implementation, and collaboration in RPA seemed like a natural continuation to the partnership. One of the keys to success in the ERP project was a strong internal investment of resources, and Senate decided to use the same recipe again. Soon Eemi Toivanen was recruited as a Robotics specialist to the Senate team.

Senate properties has also encouraged many people across organizational boundaries to participate in the project. A smaller team led by Toivanen maps potential applications, and once that’s done, IT department and main users from all over the organization are involved. Know-how on robotics has been spread through specific trainings.

According to Toivanen, the collaboration with a competent partner works well. “The core team consists of us and people from our partner, and together we develop our understanding of RPA, and get better in the field of software robotics. Predicting and challenging the customer’s needs is important", Kuikka points out.

The importance of communications and good ground work

Kuikka raises internal communications as one of the key factors in change management. In Senate, they have informed about the first steps in Robotic Process Automation throughout the organization, and even now Toivanen puts emphasis on active internal communications, telling about robotics and its applications.

It’s also important to prepare carefully for the first RPA applications, says Toivanen. “You have to make sure that the robot has all the necessary rights and accesses and the capability to communicate with the system. Once the basics have been built into one system, robotizing the next one is easier.”

RPA requires the right kind of attitude. “When people trust that RPA makes their lives easier and automates repetitive routine tasks, they build a positive attitude towards it”, Kuikka tells. “From the very beginning we have been in touch with new personnel to see what in their processes could be robotized. Everyone has been enthusiastic and started to brainstorm new application areas”, Toivanen continues.

The vision is automated processes and new ways of working

According to Toivanen, a software robot is a welcome colleague all over the organization, and there is no shortage of RPA applications. “We started from 200 applications based on the kick-off mapping, and new ideas pop up all the time. Prioritizing applications and making choices is a continuous part of the job”, Toivanen describes. Senate decided to start from “easy wins”, through which new experiences, learnings and successes can be achieved.

A logical start for RPA was found from the financial management where processes typically include a lot of repetitive tasks. “The first applications in financial management have been really well received. I’ve even heard hoorays shouted”, Toivanen rejoices. According to Kuikka, successes feed the enthusiasm, and the desire to do new things with the help of robotics constantly increases.

In the future Kuikka and Toivanen see RPA as an increasingly more important part of Senate’s operations. Even now, RPA applications have spread outside financial management, for instance in document and customer relationship management and in HR processes. “In a few years we will see robotics as part of workflows in everyday life, and robotics will be visible all over the organization. With artificial intelligence, we can complete RPA in the future in tasks, where it is not enough as such”, Kuikka envisions. Toivanen agrees: “Robots as colleagues will soon be part of our everyday life here in Senate Properties”, he concludes.

Efima solutions
  • Robotic process automation (RPA) using UiPath
  • Consulting and training
Rewards
  • Automation of manual, routine tasks
  • Improved data quality
  • Freeing up experts' time for more strategic tasks

Senate Properties

Senate Properties is the work environment partner of the Finnish government. We make sure that our customers have the best possible conditions to succeed in their work. We want to ensure that the Finnish government is a pioneer of new ways of working and work environments.
www.senaatti.fi

Lumon

Lumon →

Lumon, a company known for its balcony glazings, terrace glass walls, blinds and balcony facades, has grown from a small, family-owned business in Finland into a globally recognized brand. Ever since they launched the very first balcony glazings in the world, this pioneering company has been pushing the development envelope in its industry. Thanks to Lumon's innovations, over a million customers around the world have had the chance to experience a better home.

Senate Properties

Senate Properties →

Senate Properties is the work environment partner and specialist of the Finnish government, managing 9000 properties across the country. Its objective, in cooperation with a network of responsible partners, is to provide its customers with work environments that help to improve their efficiency and save on premises costs.

Kotkamills

Kotkamills →

People at Kotkamills are proud of their agility. In the recent years, the company has taken on large change projects in which the market change has been converted into a possibility. The most significant project has been the deployment of a new boxboard machine. Efima has been a part of the journey by delivering the Microsoft Dynamics AX system for procurement, maintenance, and financial management needs.

Borenius

Borenius →

Values are guiding actions at Borenius, a company with a long heritage as a law firm for Finnish companies. Finance manager Anne-Mari Patteri and development manager Niko Jakobsson tell how they are always reflecting Borenius’s values to their partners’ way of working. Experience has proven that the partnership works when the both parties share common values. “Efima too follows our values”, they say.

Leijona Catering

Leijona Catering →

People at Leijona Catering know that good reporting needs to be up-to-date and visual, and available across the entire organization. This is the type of reporting they began implementing in collaboration with Efima. The tool used for applying this process was QlikView’s reporting software, which Leijona acquired as a cloud service from Efima.

Isku

Isku →

Isku was looking for new and creative ways to develop its financial management. They decided to outsource processes, but at the same time develop them in a way that allows subsequent fit-for-purpose reorganization. Efima was a competent partner for the task. The collaboration was well aligned and productive from the very start.

Veolia Transport

Veolia Transport →

A leading service provider in public transportation across Finland, Veolia Transport has worked in partnership with Efima to adopt new financial management systems. The goal was to dramatically cut down on manual routines in finance management, and to get the data and figures needed in reporting directly from the system without error-prone manual keying.

Peikko Group

Peikko Group →

Peikko Group is a Finnish producer of fastening technology for concrete structures. Key target groups are construction companies and factories producing construction materials. Peikko uses Microsoft Dynamics AX as its ERP system.

Fremantle Media

Fremantle Media →

One of the largest television production companies in Finland, Fremantle Media has adopted a purchase and travel invoice cloud application from Efima.

Talentum

Talentum →

The Nordic media company Talentum wished to unify its financial management practices in Finland and Sweden. The system chosen was Microsoft Dynamics AX delivered as a cloud service by Efima. In tandem with sharing the same accounting system, Finland and Sweden now also share the same chart of accounts and internal accounting structure. Transparency has improved, and the company now has more time for quality improvement.