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Scenario · Management & planningMeasure your processes before you automate anything
The process X-ray: KYP.ai + Process Mining in 4 weeks
For four weeks KYP.ai measures work at the desks, while Process and Task Mining read the traces in your systems. The result is a process map with numbers and the five automations with the highest return.
Executive summary
A 300-person SSC wants to automate but does not know where the time really goes.
4 weeks of measurement: KYP.ai at the desks + Process/Task Mining in the systems.
A 14-process map with numbers, a top 5 by return, a 12-month pipeline.
KYP.ai, UiPath Process Mining, Task Mining, Insights.
A shared services centre, 300 people, 14 processes
The board wants automation. Every manager has a favourite candidate: invoices, orders, reports. Workshops end in conflicting opinions, and the decision is postponed.
The first automation was picked a year ago: the process "everyone found annoying". It turned out rare and full of exceptions, so it never paid back, and the company lost trust in automation.
The current reality
- HumanManagers nominate processes on gut feel
- HumanWorkshops and interviews take weeks of calendar time
- Error riskEstimates without measurement: "it only takes a minute"
- WaitingThe decision slips for lack of a hard basis
- Error riskThe most complained-about process gets automated
- WaitingThe return never lands; the programme loses trust
The hidden cost of the current process
Without measurement the most expensive processes are easy to miss
- In the illustrative model: 300 people × 168 h is 50,400 working hours a month. Nobody knows how many of them are repetitive.
- Every quarter of delay is a quarter of paying full price for work robots could partly do.
- A misfired first automation costs twice: the budget and the trust for the next ones.
The cost of doing nothing
You pay for the automation once; the manual process costs you again every month.
The process after automation
- AutomationKYP.ai measures work at the enrolled desks for 4 weeks
- AutomationProcess Mining reads process traces in SAP and other systems
- AutomationTask Mining shows what desk work actually looks like
- HumanA validation workshop: numbers confronted with process owners
- AutomationThe report: a 14-process map, a top 5 by return, a 12-month pipeline
What the automation handles
- Measuring time, volumes and application switching
- Reconstructing real process flows from logs
- Valuing each process's potential in hours and euros
When a human decides
- Choosing what to measure and communicating with teams
- Validating results with process owners
- The pipeline-order decision
Before
After
Value model: example assumptions
Per KPMG's 4Q 2025 survey, 88% of organisations are piloting or deploying AI agents. Measurement helps decide which process to start with.
KPMG AI Quarterly Pulse Survey, Q4 2025
Business benefits
- Automation decisions based on measured numbers
- The first rollout goes where the return is biggest
- Bottlenecks and overloads surface regardless of automation
- Impact measured before and after in the same metrics
Board-level KPIs affected
cost per transaction · automation ROI · cycle time · capacity utilisation
What management gains
- A process ranking by potential in hours and euros
- Discussions with managers based on numbers
- An automation pipeline with projected 12-month returns
Systems in this scenario
Inputs
- KYP.ai (desktop measurement)
- SAP and system logs
- Task Mining (work recordings)
Mientha agentic layer
- UiPath Agent Builder
- UiPath robots
- Maestro™ · Action Center
Core systems
- UiPath Process Mining
- UiPath Insights
- Report and pipeline
Human approval: Teams / Action Center
What we deliver
- Measurement setup and team communication
- 4 weeks of KYP.ai + mining measurement, no surveys
- A process map with times, volumes and costs
- A top 5 of automations by return, with the reasoning
- A 12-month pipeline with a rollout sequence
- Before/after measurement for the first rollouts (Insights)
What we need to start
- Measurement approvals (we support communication with teams and employee representatives)
- The process and system list in scope
- Read access to system logs
- A board-level sponsor
Implementation roadmap
Discovery
We map the process, data and exceptions with process owners.
Design
Target flow, business rules, approval thresholds.
Build
Agents, robots and integrations in your environment.
Validate
Tests on real cases, exception handling.
Go-live
Controlled rollout with human oversight.
Optimise
Monitoring, reporting and continuous improvement.
Duration depends on the number of systems and rules; a single process usually takes a few weeks.
Risk and controls
Autonomy under control
- Measurement covers the work: data is analysed at process and team level
- Scope and measurement rules agreed in writing before the start
- Results validated with process owners before the board sees them
- Measurement data open to inspection
Why now
- Every quarter of gut-feel decisions is a quarter of investing in the wrong processes
- Per KPMG, 88% of organisations are piloting or deploying AI agents
- The measurement takes 4 weeks and produces a data-based plan
Why this matters to:
The automation budget allocated by return.
Bottlenecks and team overloads in black and white.
An automation programme that starts with the highest-return process.
Questions we usually hear
That is why scope and rules are set openly, and analysis runs at process level, not person level: we measure bottlenecks, switching and volumes.
Often partly, yes. Measurement usually confirms some of the intuition and also points to 2-3 processes nobody mentioned.
You can, if the process is obvious. Otherwise, 4 weeks of measurement costs a fraction of one misfired automation.
When this may not be the right solution
- You already have fresh, hard process data: then we design straight away
- Under ~50 people in office processes: measurement can be too much
- No approval for any work measurement: then we start with log-only mining
A question for your next board meeting
Which process in your company costs the most, and how do you know?
Solutions in the library
The same process as an implementation plan
The scenario shows the process with an AI agent on an example company. Library solutions describe the same or a neighbouring process with a value model and an implementation plan.
Nobody knows what share of purchases bypass contracts and POs, or how often an invoice is touched. Measure it monthly.
See the solution IT & systemsTask mining: what your shared-service desks really doYour automation backlog is a wish list until somebody measures what the desks actually do all day.
See the solution Management & planningOrder-to-cash process mining: where the cash gets stuckDSO sits above target and every department has a theory. Measure how many days each step actually costs.
See the solution IndustryShared services (GBS/SSC)For GBS and shared-service centres: process measurement before migration, standardisation, automation and SLA-based operations.
See the industryWe deliver it through our service AI agents on Microsoft Teams.
The example company in this scenario works in Shared services (GBS/SSC).
What data is your current automation plan actually based on?
After one meeting and the approvals, measurement starts within a week and results arrive four weeks later.
Order the 4-week process X-ray