Date: June 7, 2023

Robotic Process Automation in Learning Operations

Over the past few years, there has been an intensifying interest within  managed learning services around robotics and the application of cognitive and artificial intelligence technologies, both in the media and on the conference circuit. Robotic Process Automation (RPA) is already delivering tangible value, with early movers in shared services and other administrative organizations seeing significant benefits. Reflecting this trend, Deloitte’s Intelligent Automation Survey reports that 74% of organizations are already implementing RPA, up from just 13% in 2015.

Robotic Process Automation (RPA) is the adoption of technology to automate operational business processes. It uses a spectrum of artificial intelligence tools like bots, to reduce manual involvement in repetitive and standard administrative tasks. This in turn, helps in minimizing errors and improving output.

More and more organizations are beginning to leverage RPA to manage intense administrative tasks. According to a McKinsey article, 78% of organizations reported using Artificial Intelligence (AI) in at least one business function in 2024, up from 55% the previous year, highlighting a rapid increase in AI adoption across industries. Furthermore, according to WorldMetrics, RPA can reduce processing times by up to 80%, and nearly 60% of organizations implementing it report a significant reduction in process cycle times. 

Robotic Process Automation in Learning Administration 

Given the multiple advantages of automation, RPA is now being implemented across industries and business functions. In the realm of learning, L&D functions are increasingly looking at RPA to help optimize learning operations. In many organizations, RPA is used to automate processes such as data entry and course scheduling.

As a result, training administrators can focus on tasks that add greater value to the learning ecosystem, a true win-win.

How NIIT Uses RPA in Learning Administration

At NIIT, Robotic Process Automation (RPA) has become a cornerstone of learning administration, ensuring that high-volume, detail-intensive tasks are executed with precision. From course creation and learner enrolment to scheduling sessions and assigning tickets, RPA replicates the exact steps a coordinator would take but without fatigue or error.

What makes NIIT’s approach unique is the emphasis on accuracy over speed. Validations, error checks, and self-audits are built into every script, drastically reducing rework and customer escalations. This not only saves time and cost but also frees coordinators to focus on exceptions and higher-value work. In fact, new team members can even use RPA runs as a training tool to learn processes faster.

Real-World Impact and AI Integration

Over time, NIIT has extended RPA into real client scenarios. For example, with an aerospace customer, RPA ensures course materials are always updated and version-controlled before being shipped, eliminating the risk of outdated training. In scheduling, automation detects and resolves conflicts in room bookings or instructor assignments, while in learner enrolment, it prevents duplication and ensures data integrity. RPA also powers automated ticket allocation, balancing workloads across shifts and areas of expertise.

When paired with AI, NIIT’s RPA interprets unstructured requests, including everyday email queries, converts them into structured actions, and even recommends trainer swaps, room reallocations, or batch optimizations. The result is smarter, faster, and more reliable learning administration that drives customer satisfaction and measurable business impact.

How to Get Started with RPA

To implement RPA in your organization, you must take into account that not all processes can be automated. The first step then is to identify processes in the system which are consistent and predictable and can benefit from automation. In a situation where the input isn’t consistent, it is important to record all possible permutations and combinations. 

Different kinds of automation can be used in different scenarios. For example, in case you have a small process team, you can begin automation by using simple tools like iMacros. These tools are mostly free but would help you improve the effectiveness and efficiency of your existing processes.

In case of large teams, there are many other advanced tools in the market (UiPath, Automation Anywhere and Blue Prism etc.) which are leaders in the RPA domain. They are all effective and affordable when you have large teams and even a small step in automation can help reduce or reallocate substantial headcount.

Unlock Greater Efficiency with RPA

By strategically applying RPA in learning administration and learning technology, organizations can free up valuable time, reduce errors, and enhance the overall learning experience.