UiPath Process Mining: the power of focused scoping

Introduction

Did you know that 66% of organizations view process optimization as critical to achieving their strategic goals? (APQC) With UiPath Process Mining, businesses are not just improving processes—they are transforming them.

For example, İşbank saved a staggering 116,000 hours by simplifying approvals (“We now focus on scaling automation to drive greater value,” they shared). Unum accelerated claims processing by an incredible 10x, completing five years of work in just six months (“Process Mining has helped us uncover inefficiencies and save time,” they said).

These are not isolated results. They reflect what is possible when organizations use UiPath Process Mining to uncover inefficiencies, visualize processes, and identify hidden opportunities for growth.

Unlike traditional process analysis, which relies on assumptions and manual effort, process mining provides real-time, data-driven insights. It gives organizations a clear, end-to-end view of their business processes, enabling them to optimize, scale, and drive measurable impact with speed and precision.

If process mining is new to your organization, this article will serve as a step-by-step guide to help you get started. Designed for professionals exploring their first process mining project, this guide breaks down the essentials to set up your initiative for success.

What's in store?

This article is the first in a series designed to guide you through every phase of a process mining project—from preparation to execution. In future posts, you’ll discover:

• Strategies for running a successful project kick-off

• A deep dive into business and technical scoping

• Proven best practices for implementing UiPath Process Mining

For now, let us focus on the foundation. By the end of this article, you will know how to:

• Choose the right business process.

• Define clear business goals.

• Verify data and infrastructure readiness.

Starting a process mining project can feel overwhelming, but with the right approach, the first step will be done confidently. Let’s dive into the three key pillars that will set you up for success.

How to select business processes?

Selecting the right business process is the foundation of a successful process mining initiative. The process you choose determines the insights you gain and the overall impact on your business.

For example, an energy trading company achieved exceptional results by thoroughly evaluating potential processes. They identified high-impact processes with significant optimization potential, ensured the necessary data fields (Case ID, Timestamp, Activity) were available, and engaged subject matter experts (SMEs) early in the project. This preparation led to twice the SME engagement compared to similar projects, faster results, and sharper focus.

Here’s a simplified approach to how to select the right process

1. Focus on high-impact processes

• Target core processes that drive your business, such as Order Management, Accounts Payable, or Procurement.

• Look for processes where optimization has proven to make a difference in your industry.

2. Evaluate technical readiness

• Ensure the selected process contains the essential data fields: Case ID (tracks individual instances), Activity (steps in the process), and Timestamp (time when each step occurs).

Let’s illustrate this with a simple example: Ordering online.

1. Case ID: A unique identifier for each process case (e.g., an Order Number). It tracks individual cases throughout the workflow, ensuring complete visibility.

2. Activity: These are specific steps in the process (e.g., "Order Placed," "Order Shipped"). Activities reveal the sequence of events, helping to identify inefficiencies or bottlenecks.

3. Timestamp: This is the exact date and time of each activity. Timestamps enable performance measurement, such as how long it takes to move from one step to the next.

For a streamlined start, check if UiPath offers prebuilt App Templates for the selected process. These templates incorporate the above data requirements, saving time, ensuring compatibility, and simplifying the project setup. Explore UiPath app templates here.

3. Check resource availability

• Data availability: Confirm that the data is accessible without delays from approvals or restrictions. Begin approval processes early if needed.

• SME involvement: Ensure SMEs are available to provide insights into process details.

• Stakeholder support: Secure buy-in from key stakeholders to align the project with business goals and sustain momentum.



Narrow your focus: Turning goals into tangible outcomes

Defining clear business objectives is the backbone of any successful process mining project. Clear objectives ensure that efforts address real challenges, align with organizational goals, and maximize return on investment (ROI).

For instance, a leading banking firm focused on tackling process time bottlenecks, achieving a 15% improvement in efficiency. This not only unlocked significant cost savings but also provided a strong foundation for future automation initiatives. Their success was driven by a focused approach to aligning objectives with measurable outcomes.

Here’s a straightforward approach to narrowing your business focus effectively:

1. Identify key process challenges

• Pinpoint inefficiencies, bottlenecks, or compliance issues in your current process.

• Engage Subject Matter Experts (SMEs) to uncover pain points and explore practical solutions, such as streamlining workflows or automating manual tasks.

2. Define relevant key performance indicators (KPIs)

• Focus on measurable metrics that matter most (have a real process improvement impact), such as cycle time, cost per transaction, or compliance rates.

• Set specific, actionable goals tied to these KPIs to track improvements effectively.

3. Clarify expected outcomes

• Decide on deliverables, such as process maps, compliance reports, or actionable recommendations.

• Align expectations across stakeholders to ensure everyone understands the initiative’s goals and desired outcomes.

Building a technical foundation: data, models, infrastructure

A strong technical foundation is essential for process mining success. Technical scoping ensures that the right data sources, infrastructure, and extraction mechanisms are in place to deliver meaningful insights and avoid delays during the project.

UiPath provides robust tools to streamline data extraction and integration, making it easier to set up a seamless process mining environment. These steps are outlined in the section below.

For instance, a leading semiconductor company leveraged its well-structured technical infrastructure—including organized data lakes, a clear data model architecture, and highly responsive data SMEs who delivered data in under a day. This robust foundation enabled the company to shorten its UiPath Process Mining project timeline by almost 70%, setting a new benchmark for efficiency compared to similar engagements lacking such readiness.

Here’s how to approach technical scoping effectively.

1. Identify the right data sources.

• Pinpoint systems: Identify and connect to systems containing the necessary data. After identifying processes with the required fields—Case ID, Timestamp, and Activity—the focus shifts to locating the systems that store this data. These systems, such as ERP or CRM platforms, must align with the selected processes and provide data suitable for process mining.

• Validate data: Work with SMEs to ensure the data is accurate and complete for analysis.

2. Align the data model with business objectives

Map the data model to the targeted process, ensuring critical data relationships (e.g., primary keys) are captured. For example, in an online ordering process, the data model might include:

• Table A: Customer Orders (e.g., Order ID, Customer Name). 

• Table B: Payment Details (e.g., Order ID, Payment Status). 

• Table C: Shipping Information (e.g., Order ID, Delivery Status). 

The Order ID acts as the primary key connecting these tables, enabling a complete and accurate view of the process. ‌Validate that the model supports the KPIs and outcomes you want to achieve.

3. Set up efficient data extraction

Plan a robust data extraction system: UiPath offers three methods: 

• CSV file Upload: A simple option for small datasets, though less suitable for large-scale projects. 

• Direct connection capabilities: UiPath’s priority is to provide integrated extractors, which simplify and accelerate the setup of Process Mining Apps while reducing dependency on third-party tools. 

• C data integration: A third-party tool that offers a vast library of connectors, enabling reliable extraction from diverse systems with a user-friendly approach.

Ensure a stable data pipeline: Select the method that best fits the workload to prevent delays and ensure smooth handling of the required data volume.

Turn strategy into action

With the key pillars of process selection, goal setting, and technical scoping addressed, you are ready to move from preparation to execution. Success comes from having a clear plan, the right team, and the tools to drive measurable outcomes. Here’s how to take the next steps:

Assemble a delivery team

• Process mining experts: Specialists skilled in utilizing Process Mining to extract actionable insights. 

• Process experts: Professionals with deep knowledge of your target processes, ready to identify nuances and validate findings. 

Design a scalable project plan

• Define clear milestones and tasks to ensure team alignment and collaboration.

• Use UiPath tools and frameworks to streamline implementation and fast-track results.

Unlocking business potential with UiPath Process Mining

UiPath Process Mining helps businesses analyze, improve, and automate their operations. By turning process data into clear insights, organizations can streamline workflows, eliminate inefficiencies, and drive real results.

1. See your processes clearly

• Analyze system data (enterprise logs) and user actions (Task Mining) to understand how work‌ gets done. 

• Find inefficiencies, bottlenecks, and errors across teams, systems, and automation workflows. 

• Compare expected vs. actual workflows to spot areas for improvement. 

A strong data foundation and selecting the right processes set the stage for success. 

2. Turn insights into action

• Identify automation and optimization opportunities and send them to Automation Hub for execution. 

• Automate tasks in real time by deploying agentic AI capabilities, reducing manual work, and speeding up processes. 

• Check automation impact to ensure efficiency and continuous improvement. 

• Refine workflows by combining process and automation data. 

Aligning business goals with optimization insights turns analysis into measurable results. 

3. Scale with a flexible and connected platform

• Use one integrated platform instead of handling multiple tools, improving efficiency. 

• Choose cloud or on-premise deployment to fit your security and compliance needs. 

• Implement quickly with user-friendly UI and strong support.

Conclusion

A scalable, reliable setup ensures long-term success and continuous optimization. Focusing on the right processes, clear goals, and a solid technical foundation unlocks the full potential of process mining. UiPath helps businesses automate smarter with help of agentic AI, improve efficiency, and achieve long-term growth—all within one platform.