Scalable RPA and AI Solution for Administrative Processes

AOKN’s member administration was characterized by numerous processes involving manual steps. Existing UiPath automations and the RPA framework were located in an outdated legacy environment. Libraries and customer-specific structures were technically outdated, inconsistently implemented, and difficult to maintain. Additionally, the OCR component previously used showed weaknesses when handling unstructured documents. A modernization of the entire automation landscape was required.

The project focused on the technical and structural realignment of AOK Lower Saxony’s existing RPA landscape. The goal was the sustainable automation of administrative processes, particularly in the processing of member transactions within the SAP system oscare®.

These include, among others:

• processing of applications,
• change notifications (e.g., address, marital status),
• notification generation,
• tracking of sent documents, and
• communication with external data sources such as registration portals.

These tasks, previously performed manually, were to be fully or partially automated by robots to minimize sources of error and shorten processing times.

A key element was the overhaul of the existing but inconsistently used RPA framework. The foundation had been laid by a previous service provider, but there was no uniform application. adesso further developed the framework, adapted it to customer-specific requirements, and thus provided a standardized foundation for all subsequent developments.

At the same time, all RPA processes and libraries were migrated from the previous legacy environment to a modern, Windows-compatible platform. The entire UiPath infrastructure was also updated to version 24.10.

The existing OCR solution (ABBYY) was unable to adequately process unstructured documents. To address this, the cloud-based AI solution TamedAI was introduced. This enables the intelligent extraction of information from free-text forms.

AOKN’s RPA infrastructure is set up on-premises. TamedAI was integrated as a cloud component—resulting in a hybrid system architecture: Preprocessing is handled by TamedAI in the cloud, while the rest of the process logic is executed locally by UiPath robots. This separation enables efficient, secure, and high-performance collaboration between the two technologies.

In addition to SAP oscare®, other systems were also integrated into the process automation:

• External online portals such as population registry sites (e.g., for address verification)
• The internal Oracle database for structured storage and tracking of process data
• Tools such as Jira and Stackfield for task and project coordination

These systems were directly integrated into the process logic—whether as a data source, logging destination, or decision-making aid. This resulted in a consistent, traceable, and controllable process chain—from data entry to documentation.

A particularly future-proof component is the dynamic reporting solution: All RPA processes automatically deliver structured data to a central database. Based on this, an Excel report is generated and distributed that requires no manual adjustment. This reporting is designed so that it can be used directly for new processes without modification, which saves effort in the long term and ensures scalability.

To ensure the sustainable integration of the RPA strategy within the organization, several targeted workshops were conducted:

• Ramp-up workshop on technical architecture and initial integration
• Business analyst training focused on process mapping, potential analysis, and documentation (PDDs)
• Orchestrator training for technical staff on process control and administration

These measures ensured that business units and IT were permanently empowered to understand, monitor, and further develop automations.

The platform operates with high availability in the hosting model of the ARGE AOK data center. Support is provided entirely by adesso as part of a managed services agreement and includes:

• Troubleshooting & maintenance
• Execution of change requests
• Testing & go-live support
• Process maintenance and expansion

The new RPA landscape is stable, scalable, and future-proof. It meets all requirements for data protection, traceability, and integration capability. At the same time, it enables AOK Lower Saxony to efficiently digitize existing processes and quickly implement new automation projects—technically, organizationally, and strategically.

A comprehensive modernization strategy was implemented in collaboration with adesso. This included:

• the revision of an existing UiPath framework based on the groundwork laid by a previous service provider,
• migration to a Windows-compatible platform,
• the introduction of TamedAI for AI-based document analysis,
• the establishment of a central ticketing system, and
• a dynamic, standardized reporting infrastructure. Operations are managed by adesso as part of a managed services agreement. The implementation was carried out using an agile approach and in close collaboration with the business departments.

The modernization led to significantly reduced manual effort in the administration of RPA processes and a noticeable improvement in data quality. End-to-end automation, shorter response times, and high employee acceptance characterize the results. The new architecture is scalable, maintainable, and prepared for future automation projects. Various new developments have simplified some of the manual processes in member administration.

• UiPath Studio & Orchestrator (RPA)
• TamedAI
• SAP oscare®
• Oracle database
• Jira & Stackfield (project and task management)
• Central ticket system (incident, change, service)
• Hosting by ARGE AOK data center
• Agile project methodology
• Framework-based RPA development
• Managed service by adesso (operation & maintenance)
• Workshops & knowledge transfer