Transitioning to AI-powered automation in the public sector

In an era where efficient, fast, and accurate services are paramount, AI-powered automation emerges as a groundbreaking solution to challenges faced by public sector organizations. The incorporation of AI in the workspace has not only streamlined processes but also significantly increased productivity, accuracy, and efficiency, revolutionizing the way public sector organizations operate. In this blog post, based on insights from the UiPath AI Summit 2023, we will delve into the transformation of several large federal and Department of Defense (DoD) agencies, and explore the significant shift from traditional rule-based automation to AI and machine learning (ML)-enabled automation.

Dramatic reductions in processing time and costs

Editor’s note: Anika Systems is a verified UiPath United States (U.S.) public sector partner.

Viktar Zherdetski, Chief Technology Officer at Anika Systems, recollected the early stages when he worked with traditional rule-based automation systems (previously the standard choice for most federal agencies). However, it became clear that traditional automation had its limits. Manual processes that involved working with third-party vendors, detailed logistics, and labor-intensive quality checks that could take several days were clearly unsustainable.

According to Zherdetski, the advent of AI and ML brought about a major transformation:

• 90% reduction in time spent on processing audio files

• Operational costs were cut by 70%, thanks to reduced third-party vendor reliance

• Quality checks became 60% more efficient, with automated systems catching discrepancies that human checks missed

Massive efficiency gains and time savings

Jeff Haberman, Director of Planning and Budgeting at Summit2Sea Consulting, shared his involvement with the DoD that brought different, yet equally significant challenges. Transitioning from a traditional system, where processing one document took 15-20 minutes, the introduction of AI and ML to existing automations brought forth a refreshing change.

Haberman noted, "We scaled down our processing time from 15 minutes to an astonishing three minutes." Such efficiency was a game-changer for the DoD, especially during peak periods. Additional results included:

• Processing time reduced from 15 minutes to 3 minutes per document—a whopping 80% decrease

• Daily transaction efficiency soared by 50%, leading to streamlined management of higher volumes

• A calculated annual saving of 10,000 staff hours by shifting mundane tasks to automated systems

Highlights from the UiPath AI Summit 2023 Public Sector Breakout Session

In the ever-evolving landscape of technology, Zherdetski shared a compelling directive for organizations. "We have to constantly and continuously keep looking for opportunities to automate," he remarked, emphasizing the importance of a proactive and up-to-date approach in our fast-paced tech environment.

But beyond the mere adoption of innovation, Zherdetski spotlighted the essence of organizational culture. An environment where every member feels not only included but truly valued is crucial to effective transformation. As we transition from mere concepts to tangible execution, it becomes clear that a comprehensive AI-powered automation strategy is essential.

Haberman also provided valuable insights for agencies ready to embark on their journey with document-based AI processes. Drawing from his own experiences, he emphasized the important role of robust IT infrastructure.

Having the environments ready for your teams is paramount. We worked closely with our IT departments to create the necessary environments for our orchestrators and AI centers, scaling out once our prototypes were validated.

Jeff Haberman, Director of Planning and Budgeting, Summit2Sea Consulting

Haberman further stressed the importance of team synergy, highlighting that while individual champions are necessary, a collective effort is what truly drives a successful transition.

Delays and hiccups are inevitable when the entire team isn't onboard. His recommendation was to start small, prove the efficacy of new systems, and gradually build confidence. "Showcase the value on a smaller scale, then magnify those results as you expand," he suggested.

The experiences of Zherdetski and Haberman underscore the potential and importance of AI-powered automation in the public sector. Their stories are a testament to the fact that with the right tools and mindset, the possibilities are limitless.

For a limited time, you can access UiPath AI Summit 2023 session recordings. Register once for convenient, on-demand access to the public sector breakout session, keynotes, and more.

Watch the replays.