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Productivity tools

(automation of repetitive tasks using robots)

Stefan Kaufman, GSCO, 05/02/2010

Updated version 16/02/2010

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Introduction

A robot is an automatically guided machine, able to do tasks on its

own.

In this presentation I won’t refer to physical robots.

I will rather describe software code,

which is invoked to do a specific task:

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Introduction

The tasks we execute are often repetitive or induce manual data

entry or processing.

Various software tools make the automation of such tasks possible:

MS Visual Basic macros (recorded or programmed)

LotusScript programs

REXX programs

We can:

lower workload and possible mistakes

increase productivity and accuracy

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Input of the data

Data can be available in various forms and from different

sources:

(fi. from TXT, XLS file or report)

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Input of the data

The date can be read from the application’s user interface

(fi. 3270 terminal emulator screen)

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Processing of the data

Various actions can be done with data that we read. It can be:

• Evaluated

• Transformed

• Diverse calculations made over it

• Or it can be simply used as-is

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Writing the data

Processed data can be used in many ways:

• it can be written to TXT, DOC or XLS file

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Writing the data

• it can be written to LN mail document or database

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Writing the data

• it can be written to 3270 terminal emulator screen

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Example 1

Report with CPPS transactions is received by mail.

Transactions need to be split and put into excel files.

Excel files must be sent by mail to recipient.

This daily task is automated by robot (REXX program)

- data in report is processed

- Excel files are created

- LN mail with attachments is sent

- files are archived and activity written to logfile

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Example 1

Receive data and put it to working folder:

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Example 1

Start the robot:

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Example 1

Robot will process input data, create new documents, and

attach them to LN mail message:

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Example 2

Request (spare parts order) in predefined excel file is received

by mail.

Data has to be entered to CPPS HPS order entry screen.

Confirmation must be sent by mail to recipient.

This task is automated by robot (VBA macro)

- data in Excel file is verified

- CPPS HPS order entry screen is filled in with data

- optionally LN mail response is created

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Example 2

Open the excel file with order data:

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Example 2

Click the button to start the robot:

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Example 2

Robot will verify the input data in the excel file,

and fill it into HPS order entry screen:

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Final remarks

Not all tasks are suitable for

automation.

It might be not feasible to program a

tool due to complex requirements.

Or you have an idea about automating

some task but don’t know how to

do it.

But don’t give up, there is always a chance to get

work done faster and with less labour.

Just let’s get together and we’ll try to find a way.

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Final remarks

Following software tools/interfaces are used for data processing and application access:

IBM Personal Communications

(3270 terminal emulator programming using HLLAPI, HACL classes)

Lotus Notes

(database and user interface Domino classes using LotusScript)

IBM Object REXX

(programs for data processing and interaction with applications)

Microsoft Excel VBA

(Visual Basic for Applications macros, worksheets with predefined design, formulas and macros)

Microsoft Visual Basic Express, .NET framework

(programs for data processing and applications access)

IBM DB2 MVS

(procedures, queries, tables, reporting)

Microsoft SQL Server management studio Express

(database and server management)