Finance Case Study Process: Holdings, Futures, Security, and Trade

Challenge:Ensuring Unique and Efficient Processing of Data Files for Financial Market Integrity

Overview:

• This challenge involves the secure handling, processing, and validation of data files received via mail, which are crucial for the organization's stock market value and financial market data.
• Multiple support teams, including Data Quality Monitoring, finance, and accounts, manually process these files.
• The completion of this process is a daily requirement, and it must be done before the market opens at 9 am.
• The challenge also includes the manual correlation of various data sources such as FX rates, futures, securities, and holdings.
• High-quality data is essential to meet regulatory requirements, but the complexity of the data files contributes to a high human error rate.
• The process relies heavily on skilled full-time employees (FTEs) and interacts with multiple applications like CRM, Bloomberg, Terminal, legacy systems, web portals, email, and Excel.

RPA Solution:

• To ensure requests and data files are handled with efficiency and reliability, the bot utilizes a distinctive process. It begins by logging in as a designated user to the online portal, email, and FTP server. The bot scans for incoming requests and data files, extracting the necessary data and performing initial validation and cleaning.
• Next, the bot logs into the required applications using the specified user credentials and executes the transaction according to the designated process request type, adhering to the predefined design. These transactions involve interactions with both secured and unsecured portals, as well as real-time financial market data systems like the Bloomberg terminal.
• Once the process is completed, the bot automatically sends an email update to the appropriate parties, including the agent, fund manager, and relevant business unit, providing them with the necessary information and the status of the inquiry.
• Additionally, the bot generates a log file that records all processed transactions. This log file is then emailed to the nominated business unit, ensuring a comprehensive record of the completed activities.
• In the event of a transaction failure, the bot promptly notifies the designated business unit and transfers the inquiry back to them for resolution. For example, if the required data files are missing, the bot alerts the business unit to address the issue and complete the transaction.
• If a transaction fails due to the unavailability of a specific application, the bot automatically retries the transaction and notifies both the business unit and the service desk about the possible application outage, ensuring timely awareness and resolution of the issue.

Process Benefits-

This finance initiative has resulted in remarkable enhancements and process outcomes:

1. Attainment of 0% error rate:A significant quality improvement has been achieved, eliminating errors.

2. Complete automation:The software robots have successfully automated 100% of the tasks, ensuring maximum efficiency and productivity.

3. Enhanced service levels:Service delivery has been significantly improved, with a remarkable reduction in processing time from 45 minutes to just 7 minutes, leading to faster and more responsive customer service.

4. Risk reduction:By implementing automation, the organization has effectively reduced its risk profile, minimizing the potential for errors, inconsistencies, and compliance issues.

5. Cost reduction:Operational costs have been substantially reduced through the implementation of automation, optimizing resource allocation, and reducing manual labor expenses.

6. Improved scalability:The process of onboarding new bots has been streamlined, taking only 15 minutes compared to the weeks required to onboard human staff, thereby enhancing the organization's scalability and agility.

7. Reduced dependency on skilled full-time employees (FTEs):By automating tasks, the organization has decreased its reliance on skilled FTEs, allowing them to focus on more complex and higher-value work.

8. Improved staff retention:The automation of high-volume, low-value tasks has relieved employees from monotonous work, enabling them to concentrate on challenging and valuable assignments. This has contributed to enhanced staff retention rates.

9. Rapid return on investment (ROI): The finance initiative has proven to be highly cost-effective, with a return on investment achieved within a short period of four months.