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Case study · Finance · OperationsBefore you automate anything — measure everything
The process X-ray: KYP.ai + Process Mining in 4 weeks
Four weeks of measurement instead of months of workshops: KYP.ai measures work at the desks, Process and Task Mining read the traces in your systems. The result: a process map with hard numbers and a top-5 automation list ranked by 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 produce opinions; opinions produce disputes; disputes produce postponements.
The first automation was picked a year ago — the process “everyone found annoying”. It turned out rare and full of exceptions. No return came. What stayed was distrust of the whole topic.
The current reality
- HumanManagers nominate processes on gut feel
- HumanWorkshops and interviews — weeks of calendars
- Error riskDeclarations instead of measurement: “it only takes a minute”
- WaitingThe decision slips — no hard basis
- Error riskThe loud process gets automated, not the costly one
- WaitingThe return never lands; the programme loses trust
The hidden cost of the current process
Without measurement you automate the loud processes. The expensive ones stay silent.
- In the illustrative model: 300 people × 168 h is 50,400 working hours a month — nobody knows how many 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
Manual work is an operational tax: the automation investment is finite, the manual cost is paid 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. The differentiator is not “whether” but “where first” — and that is what measurement answers.
KPMG AI Quarterly Pulse Survey, Q4 2025
Business benefits
- Automation decisions on hard numbers, not on a department's volume
- The first rollout lands where the return is biggest — the programme earns credibility
- Bottlenecks and overloads surface regardless of automation
- Impact measured before and after — in the same metrics
Board-level KPIs affected
What management gains
- A process ranking by potential in hours and euros
- A common language with managers: numbers instead of opinions
- An automation pipeline with projected 12-month returns
Systems in this scenario
Inputs
- KYP.ai (pomiar stanowisk)
- Logi SAP i systemów
- Task Mining (nagrania pracy)
Mientha agentic layer
- UiPath Agent Builder
- UiPath robots
- Maestro™ · Action Center
Core systems
- UiPath Process Mining
- UiPath Insights
- Raport i 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.
Typical duration depends on systems and rules — a single process is usually weeks, not quarters.
Risk and controls
Autonomy under control
- Measurement is about the work, not the people — data 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 — no black boxes
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 winners know where
- The measurement takes 4 weeks — the shortest path to a credible plan
Why this matters to:
The automation budget allocated by return, not by volume of complaints.
Bottlenecks and team overloads in black and white.
An automation programme that opens with a win, not a misfire.
Questions we usually hear
That is why scope and rules are set openly, and analysis runs at process level, not person level. What gets measured is the process — bottlenecks, switching, volumes — not the human.
Usually half right. Measurement confirms part of the intuition — and almost always finds 2–3 processes nobody mentioned because they hurt quietly.
You can — sometimes rightly, when the process is obvious. But 4 weeks of measurement costs a fraction of one misfired automation. It is insurance, not delay.
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 overkill
- 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?
What data is your current automation plan actually based on?
One meeting and the approvals — measurement starts within a week, results land after four.
Order the 4-week process X-ray