Johnson Controls, a global leader in smart, sustainable buildings, experienced a pivotal shift in its automation strategy in 2023, transitioning from Blue Prism to UiPath. This change was prompted by a significant cyber event that underscored the critical importance of automation for the company’s operations and scalability.
Identifying the Need for Change
The Blue Prism Challenge
Johnson Controls initially faced significant scalability issues with its existing Blue Prism system, contributing to frequent bot failures and operational disruptions. The inability to manage fluctuating workloads effectively resulted in notable stability problems, prompting the company to constantly troubleshoot and divert resources to maintenance. These persistent challenges undermined the overall efficiency of their automation efforts, which were critical for maintaining a competitive advantage in a rapidly evolving technological landscape.
Moreover, the operational disruptions caused by bot failures not only affected productivity but also impacted stakeholder confidence in the automated processes. Consequently, Johnson Controls sought to identify a more reliable and flexible robotic process automation (RPA) solution that could not only meet current demands but also scale seamlessly with future needs. The impetus for change became even more compelling in the wake of a substantial cyber event, which highlighted the vulnerabilities and limitations within their existing Blue Prism framework.
Transition to UiPath
Following a thorough and meticulous evaluation process, Johnson Controls selected UiPath as the optimal solution designed to align with their long-term automation ambitions. Rather than an abrupt transition, the company wisely adopted a phased migration strategy to ensure the new platform met their stringent requirements and delivered expected returns on investment before committing fully. This cautious and calculated approach enabled them to scrutinize UiPath’s capabilities in real-world scenarios, ensuring a smooth integration with minimal disruptions.
During this period of phased migration, the company conducted extensive testing and training to familiarize their workforce with UiPath’s functionalities. This ensured that the transition was not only technologically sound but also supported by personnel adept at leveraging the new system’s capabilities. By May of the current year, after a couple of years of successful deployment and incremental adoption, Johnson Controls aggressively decommissioned Blue Prism, marking a significant milestone in their automation journey. This strategic shift effectively addressed the core challenges previously faced and set the stage for robust and scalable automation across their operations.
Overcoming Migration Challenges
Optimizing Licensing Structure
One of the significant hurdles faced by Johnson Controls during the migration to UiPath was optimizing the licensing structure to match the expanding needs of their automation initiatives. As the deployment scaled, it became evident that the initial allocation of about a million AI units fell short of the growing demands. To address this, Johnson Controls engaged in collaborative efforts with UiPath to continually adjust and refine their licensing agreements. This fostered a flexible resource allocation model, enabling the company to efficiently manage varying loads across different automation products.
The dynamic nature of the business necessitated a licensing structure that could be rapidly scaled up or down, ensuring uninterrupted support for the diverse and evolving range of automated processes. By working closely with UiPath, Johnson Controls was able to secure sufficient licenses that provided the needed flexibility and resources. This strategic collaboration was pivotal in sustaining the momentum of their automation expansion and in meeting business demands promptly and efficiently.
Rapid Automation Expansion
The rapid expansion of automation capabilities at Johnson Controls was nothing short of remarkable. Starting from zero, the company successfully implemented 256 automations, driven by a dedicated team of 70 specialists, including DevOps experts. This enthusiastic and well-coordinated team consistently deployed new automations bi-weekly, underscoring their commitment to meeting increasingly complex business needs. The continuous rollout of new automations played a critical role in maintaining operational fluidity and introducing efficiencies that were previously unachievable.
The team’s structured approach, which involved rigorous testing and iterative development, ensured each new automation was reliable and aligned with operational objectives. This relentless push towards scaling automation was instrumental in addressing various business challenges, optimizing processes, and reducing manual intervention. As each new automation was integrated into existing workflows, the compound benefits of improved efficiency, reduced errors, and cost savings became increasingly apparent, fostering a culture of continuous improvement and innovation within the company.
Enhancing Operation Efficiency
Breakthrough in Invoice Processing
A notable breakthrough in Johnson Controls’ automation journey was achieved in the area of invoice processing. The integration of intelligent document processing (IDP) with UiPath allowed for more sophisticated data extraction techniques, significantly reducing errors and minimizing manual intervention. Given that Johnson Controls processes approximately a million invoices annually, this advancement was a game-changer. Initially, the company trained their automation models based on a limited supplier set, but as operations expanded, the models were retrained to accommodate new entities and ERP systems.
This retraining was essential for handling incomplete data, such as currency mismatches or missing values, that often plagued the invoicing process. To address these issues effectively, Johnson Controls developed robust post-processing logic on top of the IDP framework. This logic ensured data validation and correction, further enhancing the accuracy and completeness of the processed information. The result was a streamlined invoice processing workflow that not only improved operational efficiency but also bolstered supplier relations by reducing payment errors and delays.
Addressing Legacy Systems
Handling legacy systems presented a significant challenge for Johnson Controls during the automation expansion. Rather than embarking on costly and time-consuming system overhauls, the company adopted a pragmatic approach by using RPA to bridge the gap between older technologies and modern automation platforms. This strategy enabled seamless end-to-end automation without the need for extensive modifications to existing infrastructure. By deploying RPA as an intermediary layer, Johnson Controls could effectively integrate disparate systems, ensuring data flowed smoothly between legacy applications and newer automated processes.
This approach also provided a dual benefit: it preserved the integrity and functionality of long-standing systems while simultaneously leveraging advanced automation capabilities to enhance overall operational performance. Additionally, this method minimized the financial and operational risks typically associated with large-scale IT integrations, making it a cost-effective solution. As a result, Johnson Controls achieved a harmonious blend of old and new technologies, driving efficiency, reducing errors, and maintaining business continuity across their entire system landscape.
Achieving Cost Savings and Compliance
Reducing Dependency on Outsourcing
One of the significant benefits realized from Johnson Controls’ successful automation implementation was the substantial reduction in dependency on third-party service providers. By bringing previously outsourced functions, such as invoice processing, back in-house, the company not only improved operational visibility and control but also achieved considerable cost savings. The automation proved its effectiveness in handling voluminous and complex tasks, which, in turn, mitigated the issues previously faced, such as missed payments and supplier dissatisfaction.
This shift to in-house automation also provided the added advantage of enhanced flexibility and responsiveness to operational changes. With direct oversight of the automated processes, Johnson Controls could quickly address and adapt to any issues, resulting in improved efficiency and reliability. The cancellation of outsourcing contracts translated into direct financial savings, freeing up resources that could be reinvested into further automation initiatives or other strategic projects. This transformative move underscored the strategic value of automation in elevating business performance and competitiveness.
Boosting Financial Reporting
Financial reporting and compliance benefited significantly from Johnson Controls’ automation efforts. The accuracy and timeliness of supplier payment accounting were markedly enhanced, ensuring that all financial transactions were documented and processed with a high degree of precision. Automation facilitated the seamless compilation and reconciliation of financial data, reducing the risk of human error and ensuring compliance with regulatory requirements.
Moreover, the enhanced visibility and traceability of financial processes enabled by automation provided Johnson Controls with real-time insights into their financial health. This capability was particularly valuable for internal audits and external regulatory reporting, where accurate and timely information is critical. The automation of financial processes not only contributed to substantial cost savings by reducing manual labor and associated errors but also bolstered the company’s overall operational accuracy and compliance. This dual benefit of cost efficiency and regulatory adherence reinforced the strategic imperative of embracing advanced automation technologies in the financial domain.
Leveraging Intelligent Automation
Automating Collections and Debt Management
In the realm of collections and debt management, Johnson Controls leveraged automation to address inefficiencies in their outdated system. Deploying 20 virtual machines, the company managed to update accounts in a significantly reduced timeframe of two weeks, a task that would ordinarily take months of manual labor. This implementation underscored the practicality and effectiveness of automation in handling time-consuming and repetitive tasks.
The use of these virtual machines was not merely about conserving time; it also ensured consistency and accuracy in data handling, which is crucial for financial operations. By automating collections and debt management processes, Johnson Controls could focus their human resources on more strategic activities that required analytical skills and decision-making abilities. This redeployment of workforce capabilities exemplified the broader impact of automation, transforming traditional roles and opening up new avenues for workforce engagement and productivity.
Workforce Upskilling
As Johnson Controls expanded its automation efforts, the company recognized the critical importance of upskilling its workforce to keep pace with technological advancements. Initially comprised mainly of bot developers, the teams evolved into AI specialists, particularly focusing on intelligent document processing and other advanced automation technologies. This transition was essential to ensure the workforce possessed the necessary skills to develop, manage, and optimize the increasingly sophisticated automation solutions.
The upskilling initiatives included comprehensive training programs, workshops, and hands-on experience with new tools and technologies. By investing in their employees’ professional development, Johnson Controls ensured that their workforce could effectively support ongoing and future automation projects. This strategic focus on upskilling not only bridged the skills gap but also fostered a culture of continuous learning and innovation within the company. The ability to adapt and thrive in a technologically advanced environment became a core competency, driving the company’s sustained success in its automation journey.
Fostering Innovation and Future Focus
Empowering Citizen Development
Johnson Controls actively promoted citizen development, empowering business users to create their own automation solutions. This approach democratized the development process, enabling those with business domain expertise to design and implement automations tailored to specific needs. Citizen development fostered a spirit of innovation across the company, allowing employees to contribute directly to process improvements and operational efficiencies.
Robust governance frameworks were established to ensure that citizen-developed automations adhered to corporate standards and security protocols. This oversight was crucial in maintaining the quality and consistency of the automated solutions while preventing potential risks associated with decentralized development. By balancing empowerment with governance, Johnson Controls cultivated an environment where innovation could flourish safely and effectively. The initiative unlocked unprecedented levels of creativity and productivity, as employees leveraged their insights to develop practical solutions that drove tangible business outcomes.
A Vision for Agentic Automation
In 2023, Johnson Controls, a worldwide leader in smart and sustainable building solutions, made a significant shift in their automation strategy by transitioning from Blue Prism to UiPath. This pivotal change was driven by a major cyber event that highlighted the crucial role of automation for the company’s day-to-day operations and ability to scale efficiently. The cyber incident underscored the need for enhanced security, reliability, and agility in automation processes. With UiPath, Johnson Controls aims to bolster its cybersecurity measures, streamline automation practices, and ensure robust performance at scale. By adopting UiPath, they are positioning themselves to better handle future challenges and continue their commitment to innovation and sustainable development in the building sector. This move reflects their ongoing dedication to leveraging cutting-edge technology to support sustainable and intelligent building solutions, ultimately enhancing the value they provide to their clients and stakeholders globally.