How RPA in Tilburg University’s Finance department saves time and reduces errors
10,000+ validators assigned
12,500+ invoices checked
Participant in UiPath Academic Alliance Program
Since 2021, software robots have been at work within Tilburg University’s Finance Service Center (FSC). Within the FSC, employees deal with a number of tasks based on the same standard decision rules. They must be performed the same way every day and have few exceptions. These are time-consuming tasks that Robotic Process Automation(RPA) can help with perfectly.
“With the deployment of Robotic Process Automation (RPA) in the FSC, we want to robotize as many work processes as possible. This will free up valuable time for other, more enjoyable and inspiring work.”
Clementine Lichtenberg |Head of Financial Administration
More time, fewer errors and better data quality
First, the robotization of time-consuming tasks saves time. In addition, there are a number of other important results. For example, there is better continuity in the execution of work, more checks are performed to prevent errors, and data quality has improved. Also, processes now have a shorter turnaround time and incoming requests are responded to faster. All of this has had the direct effect of easing the workload on employees.
“We have been looking at what we can automate in our team for some time, not necessarily with a robot. When we really started doing this in 2019, the reaction of one of the employees was ‘Gee, so now I get to go along and see how I’m going to make myself redundant.’ But soon everyone saw the possibilities and that you get more time to properly figure out exceptions, for example. Ultimately, the quality of the work you deliver improves..”
Clementine Lichtenberg |Head of financial administration
Employees within the FSC monitor their digital colleague through an online dashboard (UiPath Orchestrator). Here they check whether the software robot has done his/her job properly. They also see which exceptions need to be manually picked up again.
More time for complex work
Optimus has already awarded more than 10,000 validators and verified some 12,500 invoices during his time at the university. By applying RPA in the SAP, Qlikview and Proactis applications, efficiency gains have been achieved within these processes. The time gained as a result can now be used for more complex work.
“You notice that the mindset of people also really goes along with these developments. Everyone can now take a really critical look at their own work in order to arrange things differently, so that there is even more time left to do the things that really require people’s commitment..”
Clementine Lichtenberg|Head of Financial Administration
Impact of RPA on future FSC
In the year that “Optimus,” as the virtual colleague is called, has been active, the presence of the software robot has had a positive impact on the university. In addition to reducing the workload for employees, new ideas for robotization are emerging in other departments. Thus, RPA can be used more widely in the coming years, and the accumulated knowledge and expertise can be utilized.
In addition, the university also teaches about this new technology as part of the Post-Master Accountancy program. Tilburg University is a participant in the UiPath Academic Alliance Program, giving lecturers access to lecture materials and free UiPath Studio licenses. During these lectures, students will learn, among other things, about the impact of new technologies and the changing role of an accountant.
About Tilburg University
Tilburg University has become a thriving medium-sized multidisciplinary university focused on human and social sciences. Within the educational institute, efforts are made to understand and study society (Understanding Society), contributing to solving complex social issues. Here, students are trained to become leaders of the future. Over the years, the university has delivered more than 87,000 alumni, from 73 bachelors and masters.
Like Tilburg University, do you also want to get acquainted with this new technology? And discover what benefits it offers your organization? Then please contact contact us for a free introduction and/or demo.
