RPA for BTR
What is robotic process automation? Bots can securely log into applications, pull data from the web and applications, connect to system API's, perform in a workflow, read and interpret data, copy and paste data, read and write to databases, open and send emails and attachments, and manipulate files and folders.
Danielle Rettino (REdirect): Hello and welcome. Thank you for joining us for today's webinar covering robotic process automation and thank you as well to UK for Co hosting
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Danielle Rettino (REdirect): This is a live webinar and will be recorded a recorded version of this webinar will be available to you. If you have opted in to receive emails, please use the Q AMP a button at the bottom of your screen to ask any questions. Our presenters will be available to answer.
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Danielle Rettino (REdirect): questions throughout the webinar. If there's something you would like to discuss with us in more detail.
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Danielle Rettino (REdirect): There will be a pole at the end of this webinar to let us know. You can also use
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Jason Schedler: The chat feature.
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Danielle Rettino (REdirect): At the bottom of your screen.
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Danielle Rettino (REdirect): To message panelists privately.
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Danielle Rettino (REdirect): Now I'll pass the mic over to Rob critchlow
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Danielle Rettino (REdirect): To get us started.
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Rob Crichlow: Welcome to our automation webinar for BTR
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Rob Crichlow: I will be going through a brief agenda here to give you
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Rob Crichlow: An understanding of what the
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Rob Crichlow: Webinar will include I will be introducing the panel, we're going to discuss what the
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Rob Crichlow: Potential of our Pa.
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Rob Crichlow: Is and we will give you some indications of where opportunities may be found.
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Rob Crichlow: To implement it, then we will go through four use cases and open it up to discussion for people who would like us to explore
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Rob Crichlow: The ideas of
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Rob Crichlow: Some other
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Rob Crichlow: Cases that they feel like would be appropriate.
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Jason Schedler: And
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Jason Schedler: With that
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Rob Crichlow: I would like to introduce myself.
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Rob Crichlow: My name is Rob critchlow I'm the managing director of redirects international
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Rob Crichlow: Operations and
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I have a
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Rob Crichlow: History with the
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Rob Crichlow: Tech Not real estate technology.
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Rob Crichlow: Industry that dates back to the
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Rob Crichlow: Late 80s.
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Rob Crichlow: Where I developed a software company that eventually turned into the products that MRI software offers
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Rob Crichlow: So I've been in the industry for some time.
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Rob Crichlow: Both from a technology standpoint.
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Rob Crichlow: And from a
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Rob Crichlow: Business Development standpoint.
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Rob Crichlow: And I would like to introduce our speaker this morning, Jason.
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Rob Crichlow: Shetler Jason, go ahead and it was some of your background.
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Jason Schedler: Thanks, Rob. I've actually had the pleasure of working with rap since 2001 when I joined him or I software in a consulting capacity.
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Jason Schedler: For their I spent a long time in doing technical consulting for MRI creating
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Jason Schedler: bespoke solutions for our clients. I went on to work for Equity Residential one of the largest Rosie companies in the US for a couple years before returning 10 Ryan.
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Jason Schedler: To work as a product manager.
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Jason Schedler: I finished my time that number I software as a Director of Product Management for all the residential products and then
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Jason Schedler: Little, little sidestep in my career, I wanted to kind of check out a different space, but eventually wound up back with redirect.
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Jason Schedler: When I found there was an exciting opportunity around our Pa. So I've been back with redirects now for almost two years. And we're working around and bringing robotic process automation and other streamlining opportunities to our clients.
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Jason Schedler: Fantastic.
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Rob Crichlow: I also like to introduce
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Rob Crichlow: Rohit courage, who is
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Rob Crichlow: Part of our UK
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Rob Crichlow: Consulting team Rohit please give some of your background.
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Rohit Koorichh: Everyone very courage, have been a functional consultant with redirect for that.
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Rohit Koorichh: Year and a half now and I've been working at pleasure of working with pop culture and say, prior to that I was working for a BTR company get living. I'm sure you may have
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Rohit Koorichh: Heard of it based instruction. So as part of their project team. We were implementing yardy software. And so they were like migrating from God. But I was, I was actually Management Accountant working as as
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Rohit Koorichh: Part of the project team for that implementation and prior to that, I've got circa 2025 years in property finance working for various different properties.
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Rohit Koorichh: The likes of gel be my real estate partners and
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Rohit Koorichh: So some other other firm what for quite a few different properties.
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Rob Crichlow: Thank you, bro. Head, I would like to now give a brief introduction of to what redirect is
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Rob Crichlow: Redirect is a global software and technology consulting firm for the real estate industry. Our goal is to take people from the industry.
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Rob Crichlow: That are actually doing the day to day work and bring technology to them and help them use it effectively so that they can do their jobs better we've been doing that for 20 years and about a year and a half ago, we decided to take our business.
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Rob Crichlow: International and we open operations in London, and we are now.
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Rob Crichlow: Working towards expanding into both Western Europe and Australia. However, because of the nature of the way we do business. We have clients all over the world, all the way from Australia, Asia and all the way back to the United States and Canada.
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Rob Crichlow: The if you'll notice on the right hand side of that slide we have
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Rob Crichlow: Over 100 BTR type clients around the world where the referred to it as BTR or multifamily or residential we have
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Rob Crichlow: A strong business practice to help people in that industry not only understand their business processes and what they're trying to accomplish. But we help them determine what gaps there might be in those processes and solve help them solve it with technology.
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Rob Crichlow: Next slide.
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Rob Crichlow: In a sense, we cover three different major areas from a consulting standpoint, we help people in the business consulting to help them understand
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Rob Crichlow: Some of the what we might call best practices in the industry. We've developed over a 20 year period of n plus many of us who are
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Rob Crichlow: With the company, including many of our consultants have been in the industry for an excessive over 20 years
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Rob Crichlow: As you noticed with row hats experience. So we bring to bear. A lot of that experience when we do our business consulting to help people really determine
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Rob Crichlow: Best practices and what they might want to consider in terms of either some change management or
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Rob Crichlow: Understanding how to adapt their business to a more modern error, error of technology, then we can help them select products that they would best fit their needs, whether that be a an accounting system or a
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Rob Crichlow: Specialized technology products, we then can help them implement those products and take it from
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Rob Crichlow: Literally end to end type operation where we can then after the implementation offer support on those products and we have a very large operations for our help desk type product offering where we have clients all over the world using that support system. Next slide.
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Rob Crichlow: A would like to go ahead and introduce or bring back Jason who will be taking care of the
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Rob Crichlow: Rest of this presentation, I want to edify Jason. He is a
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Rob Crichlow: Has doing a phenomenal job.
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Rob Crichlow: With this automation process setup we have a strong team.
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Rob Crichlow: That has been
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Rob Crichlow: Able to implement this is some of the largest real estate companies in the world. So Jason, please take off.
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Jason Schedler: Extra so about arcade what we're all here for. And I'll start with saying that
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Jason Schedler: Anytime we do these webinars. It's very hard to gauge. Some of you may have a lot of experience with what our PA is. Some of you may be just starting to find out what it is. So I'll try to shoot right through the middle of that.
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Jason Schedler: Apologies. If I have to say things that might feel remedial but the first thing and the most important thing, I think, to discuss is what the capability, you know, what is our PA and what is a capable of doing so.
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Jason Schedler: Our PA is it stands for robotic process automation and it's basically software that is designed to operate other software at its core.
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Jason Schedler: So when we talk about about about is really a
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Jason Schedler: It's a program that designed to do a series of of operating other software's as a program and
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Jason Schedler: You know, it can operate often independently or anonymously, but can only do what it's instructed to do. So when we talk about what bots can do. Here's a few of the things they can securely log into applications.
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Jason Schedler: So if that's you know your property management software or it could be a web application or could even be their own individual email account will talk about how you give spots, their own email accounts later.
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Jason Schedler: But are capable or our PA is capable of pulling data from the web or other applications.
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Jason Schedler: Excel is very common example of somewhere where we would pull a lot of data using about
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Jason Schedler: We may pull data from emails and often you know will pull email from one application or, you know, to move it to another. We'll talk about those examples as well.
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Jason Schedler: But very importantly, can connect to system API's. So when you have systems that connect to each other. They can act as often as like a web hook to initiate an API.
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Jason Schedler: Call and data from one system to another. I think perhaps the most important thing about our PA is that you can build your RP a solution.
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Jason Schedler: In a workflow kind of format. It looks like you're working in Vizio or some kind of flow chart. And so when you think about what your solution is going to be. It's very easy to map out
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Jason Schedler: How the bachelor operate what it should do when it should perform certain capabilities and women should not and that often looks a lot like a flow chart.
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Jason Schedler: Box can read and interpret data. So you can have these kind of if then logic components in our PA programs that have them operate a different way based on
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Jason Schedler: Different circumstances could they can copy and paste data read and write two databases. So often we can we can set apart to do sequel commands and a sequel database or right to another type of database or read from it as opposed to interacting with the application on the front end.
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Jason Schedler: bots kind of again send emails and attachments. And then finally,
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Jason Schedler: In the shortlist, they can manipulate files and folders. So those are the things that are Pa.
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Jason Schedler: App application applications can be set to do. I have several examples that I'll walk through and we'll kind of hit back on, you know, which of these are happening before I do that, let's talk a little bit about opportunities to streamline and how, how do you identify a process that
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Jason Schedler: Is a good opportunity to use and our PA or some other type of technology to automate a process often
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Jason Schedler: First and foremost, the process has to be computational so if you have some kind of process that requires human judgment, you know,
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Jason Schedler: Interpretation of things that are not spoken or stated, that's a human type of task.
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Jason Schedler: But things that are computational that always follow the same rules if this, then that kind of rules, those are areas where you start getting into the opportunity to automate using our Pa.
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Jason Schedler: When you find that a task is monotonous you're performing the same loop. The same actions, the same keystrokes and mouse clicks repetitively over and over again.
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Jason Schedler: Those monotonous activity is often indicate that possibility to streamline using our Pa.
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Jason Schedler: One thing that's very helpful is frequency. So, you know, I've seen I've seen opportunities to use our PA before where
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Jason Schedler: The task is very repetitive.
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Jason Schedler: But it's only a one time thing, and it might take someone a couple hours to to do this very monotonous tasks. They'll probably never do it again. It might take two hours to develop that
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Jason Schedler: The RPI so it's kind of a wash up. So it's really an evaluation of return on investment. So when you start seeing things that are confrontational monotonous and happen every day or every month or even quarterly
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Jason Schedler: And you know, you know, three months from now, I'm going to be doing the same set of tasks. Again, that's a great like those three together and start to show a real opportunity for streamlining with our Pa.
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Jason Schedler: One really great closed multiple applications. So if you find yourself or you find your, you know, your people that are under your employee.
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Jason Schedler: sitting at the computer with two applications reading from one writing to the other copying from one pasting to the other, you know, checking back and forth.
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Jason Schedler: working their way down less like these are things we've all done before, there are also things that are very capable of doing.
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Jason Schedler: The last one that will talk about. And this is a little bit of a different kind of thing is processes that are very chatty.
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Jason Schedler: And that's the word that that I've heard before that I use, but to explain it. It's a process that starts with maybe one user involves a second user
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Jason Schedler: It's a third user goes back to the first user, you know, where lots of people are involved. And there's a lot of bouncing the task back and forth between different people.
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Jason Schedler: Those are what I call chatty types of processes and those are really great place to use arcade because
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Jason Schedler: They eliminate all the potential gaps where a task might fall, fall off. You know, one user sends an email to another one. They don't get it for a week. They get a reminder. Oh yeah, I'm supposed to enter these
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Jason Schedler: Items into a batch when they do it. They send it to someone else and before you know you know a couple weeks or a month. It's gone by and
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Jason Schedler: Whereas about could possibly perform that same task within moments. So those are some great opportunities to streamline we'll touch back on these as we go through some of the use cases.
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Jason Schedler: So the first use case we have a client that
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Jason Schedler: They keep a monthly draw workbook from an investment perspective and they did. This is a 16 hour per month manual effort that they do.
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Jason Schedler: Kind of starts at the the email the workbook to some poor person who has to log in.
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Jason Schedler: They go through their property management system looking for a certain account numbers whenever they see transactions in those account numbers they copy the
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Jason Schedler: The transactions into a workbook each set of transaction goes to a tab in the workbook that matches the entity, they're working in
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Jason Schedler: And then they fill out this whole thing and then they say that and send it on to the next person.
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Jason Schedler: In the RPI that we built the workbook gets emailed to the bot we and you'll hear me refer to it kind of as a person. It's a sound embarrassing but we call our about Rosie, our first our first bought her name is Rosie, she's a she.
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Jason Schedler: And she has an email address and, you know, we do have conversations with her. So email. We email Rosie the workbook. She logs in to the application.
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Jason Schedler: She searches for the account ranges copies and pastes or you know copies all the activity out pasted into the workbook and emails, the workbook back to the user.
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Jason Schedler: So in this case, we've, you know, and this is by the way, this wasn't a. This was kind of a senior person who is performing this task spending all this time because this is being sent out to investors to very
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Jason Schedler: Kind of critical deliverable that this company found to be very important to what they do and it their reputation was kind of stayed on the
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Jason Schedler: The validity and accuracy of the deliverable. In this case, so it wasn't just it wasn't senior person that spending all this time.
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Jason Schedler: Doing this when you know they're real talent is and other places, rather than copying and pasting stuff. So this was a really great solution. If we go back
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Jason Schedler: To this first slide, we can talk about the bottom. This case securely log on to an application pull data. It was a web app pull data from the web app.
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Jason Schedler: Performed in this workflow did some reading and interpretation, you know, comparing the account ranges to what was in the system copies and pastes the data spreadsheet.
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Jason Schedler: And then would send an email back when completed and in during the course of all this is manipulating this file in that folder by the file in this case. So that's our first use case.
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Jason Schedler: Our second case.
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Jason Schedler: And it's kind of a pattern happening with these first two use cases, often we think about RP is a way to save a whole bunch of time or maybe some companies would think about it as a way to
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Jason Schedler: To reduce payroll or to invest their employees time in different ways, which which are all good use cases. But in these first two, what really drove that the RPI was the sensitivity around
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Jason Schedler: The activity. So explain, then the last one was, you know, they cared a lot about their deliverable as they really wanted to make sure it was perfect every time. And this one.
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Jason Schedler: We have a client who had had these very complex management fee calculations like super long almost like if you've seen recovery is formulas are no longer formulas that are they're taking up, you know, the equivalent of like a page in a Word doc.
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Jason Schedler: And the formulas change and they're very complicated and and tricky to troubleshoot and
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Jason Schedler: So each month when they ran their management fee is they wanted to capture what the formula did at the time that it created the fee.
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Jason Schedler: And store that for posterity way to to be able to memorialize that come back to it and explain it if if it ever had to happen. But in the process of doing it.
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Jason Schedler: The application that they were using didn't allow to export that activity. The only way to touch that activity was actually to go into the front end of the application.
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Jason Schedler: And copy it and paste it somewhere else. So by the simple act of wanting to memorialize that and store it, you're actually asking the user to go
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Jason Schedler: into that area that's very sensitive and then really didn't want. They don't want people in there, but they do want to store these pieces are kind of in a bind. There
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Jason Schedler: So there's some risk introduced and again like the risk of guns around
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Jason Schedler: You know reputation and and things like that. So in this case, the bot would log in to the software go through each entity. Look for the certain types of management fee is
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Jason Schedler: copy the formula salad paste them into a workbook and then store the workbook and say that somewhere in the network and also this one required multi factor authentication.
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Jason Schedler: So in order to have login about had to first put in its own Rosie entering roses credentials into the software application.
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Jason Schedler: And then wait for an email to come back with the special code for MFA and then enter the interface. So it's that popped up in your, in your mind, you know, can do MFA. This was one where we had to, you know, work through that process and it does work.
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Jason Schedler: So again, going back to this second use case you have about Rosie, who's severely logging into the application pulling data performing a workflow doing the copying and pasting and then manipulated file, a little bit more simple kind of example.
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Jason Schedler: And as you're coming up with questions or thinking about ways that your business might benefit from these, feel free to use the q&a section, when we get to the end, we can circle back to questions.
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Jason Schedler: Okay, third use case invoice entry and then this one I'll talk a little bit about
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Jason Schedler: The investment that redirect made and continues to make internally with with our PA to solve our automation problems, but this was also a client example used corporate air from MRI.
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Jason Schedler: So there's kind of two examples that I'll talk about it once, in our case it's Rob told you earlier. We do a lot of client support and redirect and we have a client who has
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Jason Schedler: 60. This is actually much higher. Now the climate one point was asking us to distribute
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Jason Schedler: Our support invoices amongst 60 properties that since increased to 200 and some properties. So they'll send us a spreadsheet that has their allocation of their support bill through redirect and how much each property should be paying for it and then some
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Jason Schedler: Sad person every draft would have to read the spreadsheet and go into the application and create 60 invoices. Now, like I said, it's over 200 so you can imagine you know how
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Jason Schedler: mind numbing, that would be after a few of these things and how you know most people they have a day job. So this isn't something where a human being would sit down and do 200 of these things in a row completed from start to finish, unless their job is specifically around data entry.
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Jason Schedler: So what did we do we we built about that would read each line of the spreadsheet and then go and enter the invoice.
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Jason Schedler: A note about that when you're thinking about how to solve these problems to redirect, we, we have a lot of tools to automate and our PA is one of those tools that we have
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Jason Schedler: It's a very important tool, but we always will evaluate other solutions first. So if you think about creating an invoice. You know what's actually happening. Some, some data is being inserted into a table.
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Jason Schedler: Presumably called invoice in the application. So the first thing we looked at was, can we just, you know, write an import from the spreadsheet and put it right into the sequel server and great invoice and that would be the most
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Jason Schedler: Elegant and easy to perform and troubleshoot solution, but we ran a sequel trace on the database and found that every time and invoices entered
00:28:33.960 — 00:28:41.010
Jason Schedler: The application is actually touching some you know dozen different tables. So there's there actually was a lot more happening than just
00:28:41.280 — 00:28:51.450
Jason Schedler: You know, one table being addressed with with some data. And so we thought that the best way to use the application was the way it was designed to go through the front end.
00:28:52.080 — 00:28:58.680
Jason Schedler: And therefore, a bot as a good solution because the bot will use the software as designed going through the front end.
00:28:59.520 — 00:29:19.770
Jason Schedler: So to go back. The before on this, you know, our person for 60 entries was taking about four hours, but the delivery time wisdom around a week because again, she had a job to do and that didn't involve spending four hours straight entering invoices for one client for their support period.
00:29:21.390 — 00:29:37.800
Jason Schedler: Correct attitudes around it was bored frustrated probably felt a lack of connection to her value to the organization, I would imagine, and the results, you know, there'd be an occasional error that we'd have to have a discussion, you know, was about the client and
00:29:38.880 — 00:29:47.730
Jason Schedler: You know that I was kind of upset confidence. The after the bot does this task eight minutes from the time that receives the
00:29:48.720 — 00:30:06.450
Jason Schedler: Spreadsheet employee really happy to not be performing this task again. And the result is that there are no more error. So it's this thing happens. Now, it's not even a thing that we really think about. And as I said, this is expanded from 60 to over 200 now so
00:30:08.580 — 00:30:22.470
Jason Schedler: So that's a great use case, you know, with very positive outcome, not just in terms of, you know, financial outcome or anything like that. But in terms of employee engagement in terms of our deliverable being accurate.
00:30:23.850 — 00:30:31.950
Jason Schedler: I'll tell a little bit about one of our clients had a similar kind of issue where their, their residential
00:30:33.390 — 00:30:44.580
Jason Schedler: Type of client and they use a product called corporate HR so they would receive invoices for all of their marketing for all their all their various properties out in the country.
00:30:45.450 — 00:30:52.680
Jason Schedler: They receive one invoice to home office and have to allocate that invoice back out to the property so that they can pay their share
00:30:54.120 — 00:30:57.720
Jason Schedler: And it was very much the same thing. There was a spreadsheet with an allocation.
00:30:58.560 — 00:31:16.290
Jason Schedler: You know, we're looking at. I think they were looking at some 500 different corporate area invoices that they're sending monthly and same thing we've built upon Rosie now handles this process. She does it very well. They're happy and everything is streamlined and efficient.
00:31:20.010 — 00:31:29.310
Jason Schedler: The next case study is a little bit different. So we have a another client who uses investment accounting and
00:31:30.750 — 00:31:35.940
Jason Schedler: In this doesn't you know if you're not familiar with investment account executive matter. You'll, you'll kind of get the idea.
00:31:37.170 — 00:31:51.630
Jason Schedler: But they have a personnel site level personnel that would propose and distribution. But in this case, distribution, but there's a there's another RP a solution built around contributions that almost looks identical to this.
00:31:52.470 — 00:32:05.850
Jason Schedler: But investment distribution would be proposed and then they would have to decide is this. We're actually, it would come in from a different place. So I was coming from portfolio. A HAVE COME IN CERTAIN WAY portfolio view would come in and different way.
00:32:07.980 — 00:32:19.200
Jason Schedler: A that an employee would have to decide, is this a balance forward period type of transaction and if he asked performance certain action if no performing different one.
00:32:20.760 — 00:32:29.250
Jason Schedler: Yet another person would then have to enter for the bounce, word for word records would have to enter the open period journal entry and reversing journal entry.
00:32:30.390 — 00:32:35.370
Jason Schedler: It's the books were open the journal entries could be entered in a slightly different way.
00:32:36.390 — 00:32:43.950
Jason Schedler: And get another employee indicated by purple here would record the distribution and the investment investment accounting application.
00:32:44.550 — 00:32:56.100
Jason Schedler: And then you have a third or fourth employee handling this for the open books, or sorry for a portfolio be and then another person handling the distributions and investment, accounting for portfolio be
00:32:56.760 — 00:33:12.180
Jason Schedler: So this is precisely when I talk about chatty. This is chatty, this is you know there's there's one task that really needs to be entered into it needs to originate from somewhere and be recorded and needs to
00:33:13.440 — 00:33:24.090
Jason Schedler: Be handled from an accounting perspective, it needs to be handled from an investment accounting perspective and because of the nature of the company's organization. These tasks are divided among
00:33:24.780 — 00:33:37.470
Jason Schedler: At least for probably more different employees. And so you can imagine if this were, you know, require expediency. This is very hard to pull off. What if employee three is outset who's supposed to cover
00:33:38.250 — 00:33:43.950
Jason Schedler: Or in you know they don't happen to check their email or the busy with more time clothes or whatever. So very chatty process.
00:33:45.900 — 00:33:55.110
Jason Schedler: So in our case, we built about that reinterprets the data manipulate it performs this precise workflow. It's a little more complicated. In the US, but
00:33:56.100 — 00:34:10.890
Jason Schedler: And that's Rosie. And so now what happens is a distribution gets proposed and Rosie comes in and and handles all of those users activities from start to finish and she performs these tasks every night.
00:34:12.810 — 00:34:15.510
Jason Schedler: In this case. Additionally, we've built some
00:34:16.560 — 00:34:18.690
Jason Schedler: Some additional web application.
00:34:20.250 — 00:34:34.200
Jason Schedler: To handle the recording of these distributions of contributions, so those can be recorded as well. Again, just showing that, you know, often there's not just one tool you need in the toolbox to solve these days there's there's a an assortment of tools needed
00:34:35.520 — 00:34:36.750
Jason Schedler: So if we go back
00:34:38.490 — 00:34:53.670
Jason Schedler: To this that task and all of the ones that I just went through our computational type tasks. There was nothing in here that requires some judgment, you know, things that are required judgment are
00:34:55.890 — 00:35:06.300
Jason Schedler: You can be, what, how should I code this journal entry, because I don't have the actual code. I have to think about what type of expenses.
00:35:06.930 — 00:35:13.020
Jason Schedler: And decide where to put it. You know, that's a judgment, kind of thing, unless you can create a mapping and have a code. It's not competition so
00:35:13.410 — 00:35:19.950
Jason Schedler: The use cases that I just showed you were all computational they were all very much monotonous, they had different
00:35:20.880 — 00:35:33.870
Jason Schedler: Amounts of frequency, ranging from daily to quarterly, they all use multiple applications. And the last example I showed you happen to be a very chatty example involving many different place.
00:35:35.760 — 00:35:44.490
Jason Schedler: So we'll move forward a little bit. And I want to talk about some of the things that maybe we haven't done, but we think about doing. We just need
00:35:46.200 — 00:35:53.550
Jason Schedler: A client that wants to do the solutions, but just kind of thinking about what I've said and how this might apply
00:35:54.720 — 00:36:09.120
Jason Schedler: There's a lot of ideas out there. And one of them is having to be very familiar with the pain of month and processing. So I think about my time with Equity Residential every month. There's this pre close activity.
00:36:10.230 — 00:36:16.560
Jason Schedler: You know, have all my properties posted all their batches of they performed all their movements have they
00:36:16.950 — 00:36:25.320
Jason Schedler: Close the books on all the different things that they do. They have errors sitting out there in the database waiting to interrupt the month end
00:36:25.890 — 00:36:32.070
Jason Schedler: Then pre close then you'll, you know, then you solve all those problems, make sure everybody's ready to go. Then you go and
00:36:32.640 — 00:36:40.890
Jason Schedler: Run a bunch of pre close reports to memorialize the month prior to the clothes you run the actual close to run the post close reports.
00:36:41.520 — 00:36:58.740
Jason Schedler: By the way, both sets of reports, you need to probably parse out at a property level and store somewhere in a SharePoint or some other document retention system that is a great, great place to think about using our PA as a potential solution.
00:37:00.840 — 00:37:09.060
Jason Schedler: Remembering that the bot can securely log on run suites of reports published reports to specify locations capture essential data from each one
00:37:09.900 — 00:37:25.230
Jason Schedler: timestamp things, you know, and really perform a month and in a very consistent way that's prescribed and do it in the evening hours where no one really wants to be actually doing work. So that's one potential solution.
00:37:26.610 — 00:37:34.620
Jason Schedler: Thinking about other potential use cases. I remember before I started really getting involved in our MPa I remember going to a trade show
00:37:35.220 — 00:37:48.690
Jason Schedler: And hearing someone in the property management space talk about using our PA and their business and say there's no reason anyone should ever have to enter a journal entry again.
00:37:49.440 — 00:37:54.840
Jason Schedler: Because the way they come in. They're all in at least in their organization and the way they were thinking about it.
00:37:55.680 — 00:38:10.860
Jason Schedler: They're all coming in with all the requisite information they have a code has a description to have an amount and then they have people who are you know entering these in rather than that they have a boss who just received them and enters the journal entries for them.
00:38:12.330 — 00:38:21.300
Jason Schedler: So that's a thought, you know, when you think about who enters journal entries and how route is that process how how repetitive and monotonous is that
00:38:23.130 — 00:38:34.590
Jason Schedler: The monthly running reports and preparation for clothes. We just discussed data validation. So this data validation happens often. And that's, you know, I talked earlier about having
00:38:34.980 — 00:38:48.420
Jason Schedler: multiple applications open and reading the screen and then checking that screen if you have a frequent, kind of, we need to compare this report to that system that's a really great opportunity to use a bot.
00:38:50.310 — 00:38:55.890
Jason Schedler: Entering cash receipts is another one in very similar to creating journal entries where may have
00:38:56.280 — 00:39:07.200
Jason Schedler: People in your business that are entering cash receipts from a file, you know, that maybe could be important or or leveraged within with an arcade or some other form of automation.
00:39:08.160 — 00:39:18.300
Jason Schedler: bank rec turns out to be one that people do the same kind of scanning very confrontational process very, very repetitively for banker.
00:39:20.910 — 00:39:27.990
Jason Schedler: I'm going to go through what time are we doing here. Okay, we're good. I want to talk a little bit about
00:39:29.070 — 00:39:37.320
Jason Schedler: How redirect is investing in our PA, there's a couple reasons. I want to do that. One is because we're doing some things that
00:39:38.160 — 00:39:43.650
Jason Schedler: We haven't had a chance to do for our client yet that I haven't had a chance to talk about from a use case perspective.
00:39:44.100 — 00:39:53.790
Jason Schedler: But another. I think it's important to know that to note that redirect we're investing in this technology pretty heavily internally, you know, it's not just something that we're offering for our clients.
00:39:54.810 — 00:40:02.280
Jason Schedler: The phrase eating, eating our own dog food comes to mind, you know, we're doing this same process. Internally, we believe in it.
00:40:03.120 — 00:40:16.260
Jason Schedler: So we had we have in the consulting world, there's really five systems that we rely on there's more about the five main systems that we rely on to do business. We have our CRM.
00:40:16.710 — 00:40:25.050
Jason Schedler: I have to be HubSpot, use a contract management systems do our statements of work and to memorialize our contracts with our clients.
00:40:25.620 — 00:40:33.420
Jason Schedler: Use teamwork to do our project management SharePoint for our document management and then we have built for accounts receivable and so
00:40:34.200 — 00:40:47.910
Jason Schedler: There's that redirect least had this very manual process of your prospect and then you get to a place where your price quote and then somebody has to create send the contract and then someone else has to
00:40:48.450 — 00:40:55.260
Jason Schedler: Track sometimes an Excel sometimes in teamwork. What's happening from a project management perspective.
00:40:56.430 — 00:41:00.540
Jason Schedler: When, when I talk about itself track and that is before we
00:41:01.770 — 00:41:05.730
Jason Schedler: Engage in a deal or engage in a solution with a client.
00:41:06.750 — 00:41:19.440
Jason Schedler: We need to have an understanding of of how much potential work we have in front of us so that we know and can tell our clients, how quickly we can get to their next job. And how long it's going to take that
00:41:20.040 — 00:41:26.520
Jason Schedler: Resource Allocation and that used to be a kind of offline thing for us. That was hard to track.
00:41:27.540 — 00:41:44.370
Jason Schedler: When we when business or, you know, earn business, there's this we have to retain the contracts that we have. That's a manual thing that we used to do create the project, which by the way the project is already created in the contract.
00:41:45.480 — 00:41:50.340
Jason Schedler: So now we have to create it again in some place that is more suited for project management.
00:41:51.330 — 00:41:59.850
Jason Schedler: Then you know we want to link to that file in our document management system that is the sign contract that describes what we agreed to do
00:42:00.390 — 00:42:10.800
Jason Schedler: And then we need to receive the accounts receivable and again in Council shareable recreating the same project that's already been created in the contract management system so
00:42:11.220 — 00:42:20.550
Jason Schedler: A lot of this data that we're we're using needs to be persisted, not just from one system but into the project management system that I got into the invoicing system.
00:42:20.910 — 00:42:30.930
Jason Schedler: And then if we don't win the business, we would want to archive that information and kind of get it out of the way of our of our daily stuff so we
00:42:32.400 — 00:42:42.780
Jason Schedler: embarked on a journey to use robotic process automation to do all these things and one of the pieces that was really helpful for us is that Rosie doesn't
00:42:43.200 — 00:42:51.300
Jason Schedler: You know, go into each of these systems and do all the data entry, like I described in some of the other solutions and a lot of cases what Rosie is doing.
00:42:51.900 — 00:43:05.040
Jason Schedler: Is receiving a trigger that something happened on the CRM side we either kind of new prospects, or we sent out a new price quote or we want some new business and then Rosie appropriately.
00:43:05.490 — 00:43:15.330
Jason Schedler: Is either entering data or triggering an API to connect those systems together. So a lot of these systems and presumably a lot of your systems.
00:43:15.720 — 00:43:26.580
Jason Schedler: Have these API's that you can use. The trouble is when can you trigger that, you know, what's the mechanism that's going to make those things trigger in a time fast enough for it to be useful to you.
00:43:27.390 — 00:43:32.280
Jason Schedler: At the same time, we have Rosie triggering API's that are creating
00:43:32.910 — 00:43:44.400
Jason Schedler: A data warehouse for us with all this data normalized and links so that we can finally start to leverage more information about how. Are we performing with our clients are we are we
00:43:44.880 — 00:43:50.820
Jason Schedler: Over, under budget on certain types of projects know what we're trying to just like everyone else out there trying to
00:43:51.780 — 00:43:59.820
Jason Schedler: gain insight on the data, the massive amount of data that we collect and until you normalize all these systems and relate all this data together.
00:44:00.060 — 00:44:09.900
Jason Schedler: You can't have those kinds of insights. So I know that's an aside from the forgive me for straying from property management. That's an aside from the topic, but it's
00:44:10.650 — 00:44:15.240
Jason Schedler: It's very similar. I'm sure to a lot of your situations where you have multiple applications.
00:44:15.570 — 00:44:24.930
Jason Schedler: Data that you'd like to normalize you have people whose job it is to persist that data from one system to the next. An RP can be a very effective solution for that.
00:44:25.320 — 00:44:37.410
Jason Schedler: And we've kind of proven that for ourselves. So actually that's good timing I i wraps all the use cases we have we have time for questions. So Daniel if you
00:44:38.370 — 00:44:40.320
Rob Crichlow: See, Jason. Can I ask a quick question.
00:44:40.380 — 00:44:41.520
Jason Schedler: Sure, please, Rob.
00:44:43.110 — 00:44:43.230
Jason Schedler: It.
00:44:43.530 — 00:44:44.940
Rob Crichlow: Will all this information.
00:44:45.540 — 00:44:47.010
Rob Crichlow: That a person, you know,
00:44:47.520 — 00:44:55.050
Rob Crichlow: Gains on learning about the robotic process automation. What would you say in their case is probably the
00:44:55.710 — 00:44:57.450
Rob Crichlow: Thing that causes them the
00:44:57.630 — 00:45:01.620
Rob Crichlow: The fear of moving forward with an RP a project or where do you see the
00:45:01.950 — 00:45:09.090
Rob Crichlow: The bottlenecks within BTR type organizations, when they researching this type of move forward.
00:45:10.290 — 00:45:26.850
Jason Schedler: So great question I'm going to answer it really transparently. I have found the biggest hurdle to moving forward with our PA is that it sounds sci fi and it doesn't sound. You know, people are afraid that it's not
00:45:28.110 — 00:45:41.820
Jason Schedler: You know, stable or worked out or maybe sounds too good to be true. I'm not sure. But that's been that's been a challenge in in moving forward with some prospects that we've talked to, I don't know if you had other things in mind.
00:45:42.270 — 00:45:43.290
Rob Crichlow: When you, when you
00:45:43.320 — 00:45:48.870
Rob Crichlow: When they move forward or they are attempting to move forward. Do we have ways of giving them some comfort that
00:45:49.860 — 00:45:51.480
Rob Crichlow: It's all going to come out. Okay. In the end,
00:45:52.260 — 00:46:05.880
Jason Schedler: Yes. Great question. So, most, most of our most of that all of the engagements with that we have. We actually have a team that where we host the solution on one of our servers and we have a team that
00:46:06.750 — 00:46:19.020
Jason Schedler: monitors the running of all the animations and will verify that the automation is ran completely we log, you know, data to make sure everything's happening. We send reports.
00:46:19.680 — 00:46:24.450
Jason Schedler: With the solutions that say here's, you know, here's what the bob was asked to dinners with about dead.
00:46:25.410 — 00:46:36.450
Jason Schedler: Yeah, those are all ways that we try to give confidence to what's happening in addition to having people whose job it is to make sure everything is performing as it should be. It's a great question, Rob. Thanks.
00:46:36.720 — 00:46:37.110
00:46:42.570 — 00:46:50.400
Danielle Rettino (REdirect): So Jason I did get a question, does the but take a scanned image like a PDF of an invoice and automatically
00:46:50.580 — 00:47:04.230
Jason Schedler: Coated that's a different type of data reading yes about can do that. That's called OCR optical recognition and the cases that I described the bat was taking actual texts.
00:47:05.370 — 00:47:23.310
Jason Schedler: And, and, you know, moving it from one place to another in in the concept that you brought up that's leveraging OCR where would actually read the images and then trance and then transform that into text. And yes, but about can do that as well.
00:47:28.110 — 00:47:36.690
Danielle Rettino (REdirect): I have another one that's come in. Are there any limitations on which modules or software as you can implement it on on it and automation.
00:47:37.440 — 00:47:57.480
Jason Schedler: And that's what we've seen so it's a you know this. We use a product called UI path, among others that are very effective that really should operate anything on the web or any kind of Windows application. So it's on the screen. You can train them to interact with that software.
00:47:58.710 — 00:47:59.280
00:48:00.780 — 00:48:02.490
Jason Schedler: Related breaking that say something
00:48:02.880 — 00:48:14.490
Rohit Koorichh: Yeah, Jason. Just, just that was really interesting what what you went through today and just out of interest when it, when it comes to property management least management sort of
00:48:16.380 — 00:48:38.160
Rohit Koorichh: Side of the business and one of working for like different property management companies, one of the pain points with when it came to these renewals and or x when a lease is coming up to expire. It was always quite a manual process that the sort of
00:48:39.990 — 00:48:43.800
Rohit Koorichh: The people dealing with the least would have to actually
00:48:46.080 — 00:49:07.890
Rohit Koorichh: Keep a track on when when these expiry dates are something like a robot. Would that be able to automate it where, where, when, say, two months or three months before the lease expires, an automatic letter would go over to the tenant to inform them that a lease is coming up the fiery
00:49:09.240 — 00:49:15.030
Rohit Koorichh: Is that something that that the robot will be able to manage
00:49:15.450 — 00:49:16.440
Jason Schedler: Yeah, absolutely. Actually,
00:49:17.760 — 00:49:28.680
Jason Schedler: And when I think about renewals there's probably alarm checklist. I know, I know for certain, when there's a long checklist of things to do. Leading up to the renewal and and through and after
00:49:29.160 — 00:49:37.800
Jason Schedler: And certainly there's a lot of manual activity and there is a sock wearing your clients involved a bike and do the things that you described.
00:49:38.880 — 00:49:39.330
Jason Schedler: Certainly.
00:49:46.650 — 00:49:47.010
Jason Schedler: Any more
00:49:48.180 — 00:49:48.690
Jason Schedler: Human
00:49:50.220 — 00:49:56.550
Danielle Rettino (REdirect): Someone asks, Why would I use it. But instead of a data entry personal that I already have on stuff.
00:49:57.810 — 00:50:00.870
Jason Schedler: So I actually wrote a blog about that concept.
00:50:02.160 — 00:50:03.930
Jason Schedler: And for every
00:50:05.550 — 00:50:07.920
Jason Schedler: For every automation solution.
00:50:09.150 — 00:50:15.480
Jason Schedler: That I look at my brain goes through a hierarchy and I look first or is there any
00:50:16.950 — 00:50:27.060
Jason Schedler: Is there an important export mechanism. Can I interact directly with the database. And then I started thinking about, you know, our PA and then I started thinking about data entry.
00:50:28.110 — 00:50:35.820
Jason Schedler: Person and in some cases data entry specialist is going to be very efficient.
00:50:36.900 — 00:50:53.310
Jason Schedler: Potentially more efficient way to do a solution than our PA, you will probably get more errors over time with the data entry person, but it's absolutely you know in the list of potential solutions that you would look at. But I think it's important
00:50:55.230 — 00:51:05.280
Jason Schedler: To think about all the ways to solve a problem and find the one that has that has the lowest total cost of ownership and the highest you know most efficient return
00:51:13.710 — 00:51:15.480
Danielle Rettino (REdirect): That's the last question that has come through.
00:51:15.990 — 00:51:22.050
Jason Schedler: Great. Well, I would like to say thank you to everyone who attended
00:51:23.340 — 00:51:30.150
Jason Schedler: I appreciate your time and attention and hopefully get to speak to some of you in the future about automating some of your solutions.
00:51:32.610 — 00:51:42.330
Rob Crichlow: Thank you, Jason. Thank you, bro. Hit. It's been a great webinar and I hope everybody benefited from it and if you have any additional questions, please make sure that you
00:51:42.840 — 00:51:51.300
Rob Crichlow: Feel free to email us or communicate with us in some way. And if you would fill out the poll that is on your screen now. We would appreciate it.
00:51:54.960 — 00:51:56.490
Danielle Rettino (REdirect): Thank you so much for joining.
00:51:56.550 — 00:52:14.100
Danielle Rettino (REdirect): Today's webinar. And once again, thank you to UK a when you close the webinar you will be directed to a brief anonymous survey completing the survey helps us just hone our webinar skills and improve our offerings in the future. Thank you in advance for opting to answer that survey.
00:52:15.270 — 00:52:16.290
Danielle Rettino (REdirect): Have a great day everyone.
00:52:19.020 — 00:52:19.350
Rohit Koorichh: Bye bye.
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