Migration Playbook – Bobby Nastase 2023 1

TABLE OF CONTENTS

Introduction .................................................................................................................... 3

Pre-Migration Assessment .............................................................................................. 5

Tool Proficiency ............................................................................................................. 7

Migration Strategy .......................................................................................................... 9

Environment Setup ....................................................................................................... 10

Migration Process (Expanded) ..................................................................................... 11

Post-Migration Activities.............................................................................................. 13

Communication Plan .................................................................................................... 14

Risk Management ......................................................................................................... 15

Documentation ............................................................................................................. 17

Review And Iteration.................................................................................................... 19

Closure.......................................................................................................................... 20

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 INTRODUCTION
Objective: The primary objective of this migration is to streamline and modernize our
automation infrastructure. Migrating from UiPath to the Microsoft Power Platform
allows us to:
• The Why of Migration: As digital transformation becomes an imperative, it's
crucial for organizations to adopt platforms that align with broader IT
landscapes. The Microsoft Power Platform, being deeply integrated with other
Microsoft solutions, provides a seamless experience, reducing the complexity of
managing multiple standalone platforms.

• ROI Calculation: Large-scale migrations are investments. The expected return

includes reduced license costs, fewer integration challenges, and potential
productivity gains by leveraging native integrations with other Microsoft
products. Over a 5-year period, this transition could result in substantial savings
and increased operational efficiency.

• Alignment with Digital Transformation Goals: Embracing the Microsoft

Power Platform aligns with our goal of consolidating our IT tools and platforms
under a unified ecosystem. This consolidation simplifies training, reduces the
diversity of skills needed in-house, and ensures a more cohesive approach to
automation and digitization.

Stakeholders: The success of this migration hinges on the collaboration of various

stakeholders:
• Project Managers: The linchpins coordinating the migration. They ensure
timelines are met, resources are allocated, and goals are achieved.

• Business Analysts: They bridge the gap between technical teams and business
units. Their understanding of business processes ensures the migration meets
organizational needs.

• Technical Teams: Comprising UiPath experts, Power Platform developers, and

IT support, they handle the actual migration, ensuring processes are replicated
or improved upon in the new platform.

• End Users: The people on the ground, using automated processes daily. Their
feedback is crucial to ensure that the new system is user-friendly and meets
operational requirements.

• Management: The decision-makers who have green-lit this migration. They

provide the necessary resources and support, ensuring the project aligns with
larger organizational goals.

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Scope: This migration targets a comprehensive transfer of all automation processes
from UiPath to the Microsoft Power Platform. However, specific processes, due to
complexity or unique integration requirements, might be temporarily retained on
UiPath until a suitable solution is developed on the Power Platform. A detailed list will
be provided in the 'Pre-Migration Assessment' section.

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 PRE-MIGRATION ASSESSMENT
Inventory and Classification: Before diving into the migration, a thorough inventory of
all processes currently managed by UiPath is necessary. This step ensures that no
process is overlooked and provides a clear picture of the scale and complexity of the
migration.
• Process Listing and Metadata: Utilizing a collaborative tool, such as
Microsoft Excel or a dedicated cloud platform, we'll list all processes. For each
process, essential metadata like process name, description, frequency of run,
stakeholders involved, and more will be documented. This repository will act as
the central source of truth throughout the migration.

• Priority Score: Beyond just listing processes, it's crucial to understand their
business significance. A priority score, derived from factors like process
criticality, frequency, and stakeholder impact, will guide the migration strategy,
ensuring business-critical processes are given precedence.

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Migration Feasibility: Not all processes may be straightforward to migrate. Some
might leverage unique features of UiPath, while others might have complex
integrations that need careful consideration.
• Technical Compatibility: A systematic review will identify any processes that
might pose challenges during migration. These challenges could stem from
unique UiPath features, custom integrations, or dependencies that don't have a
direct parallel in the Power Platform. Highlighting these early ensures we can
develop workarounds or alternative solutions in advance.

• Organizational Change Management: Beyond technical feasibility, the human

aspect cannot be ignored. Some departments or teams might rely heavily on
specific processes, and any disruption could have business implications.
Engaging with these stakeholders early, understanding their concerns, and
ensuring they are part of the migration journey will be essential. Training
sessions, Q&A forums, and regular communication will help in easing any
apprehensions and ensuring a smoother transition.

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 TOOL PROFICIENCY
Training Calendar: As we transition to a new platform, ensuring that all
stakeholders, especially the technical teams and end-users, are comfortable with the
new tools is paramount. A structured training regimen will help in this endeavor.
• Training Sessions: A series of training sessions will be organized, covering
various facets of the Power Platform. These will range from introductory
sessions for beginners to advanced workshops for seasoned professionals.
Topics will include basics of Power Apps, creating flows in Power Automate,
designing dashboards in Power BI, and more.

• Train-the-Trainer Approach: Given the scale of large organizations, it might

be more efficient to adopt a "train-the-trainer" approach. Select individuals will
undergo intensive training, after which they will be responsible for training their
respective teams. This approach ensures consistent training quality and allows
for a more flexible training schedule tailored to individual team needs.

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Resource Allocation: Migration isn't just about moving processes from one platform
to another. It's about ensuring that these processes run efficiently and are well-
supported in their new environment.
• Role Definitions: Clearly defined roles ensure that every aspect of the
migration, from actual process transfer to post-migration support, is covered.
Roles such as Power Platform Developers, Integration Specialists, and Support
Personnel will be pivotal.

• Post-Migration Support Team: Once processes are migrated, it's expected that
there'll be a period of adjustment. A dedicated support team, well-versed in both
UiPath and the Power Platform, will be available to handle any issues, answer
queries, and provide guidance. This ensures business continuity and aids in
faster adoption of the new platform by end-users.

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 MIGRATION STRATEGY
Phase Breakdown: Migrating all processes simultaneously isn't just challenging; it's
risky. A phased approach allows us to maintain business continuity, learn from each
phase, and apply those learnings to subsequent stages.
• Phase 1 - Low Complexity Processes: In this initial phase, processes with
minimal complexity and dependencies will be migrated. These processes serve
as a testing ground, allowing teams to familiarize themselves with the Power
Platform and refine the migration process without significant risks.

• Phase 2 - Intermediate Complexity Processes: With the learnings from Phase

1, we'll tackle more intricate processes. These might have more extensive
workflows or be more integral to daily operations.

• Phase 3 - High Complexity and Dependency Processes: The final phase will
handle the most complex processes, especially those with high external
integrations or dependencies. By this phase, the team would have amassed
significant experience, ensuring these critical processes are migrated smoothly.

Parallel Operation Window: To validate the accuracy and efficiency of processes

post-migration, a parallel operation phase is crucial. During this window, processes
will run concurrently on both UiPath and the Power Platform.
• Validation and Comparison:
Outputs from both platforms will be
systematically compared to ensure
the Power Platform processes are
operating as intended. Any
discrepancies will be addressed
immediately.

• Rollback Plan: While the goal is a

smooth migration, preparedness for
any unforeseen issues is essential. A
rollback plan will be in place, detailing the steps to revert to UiPath temporarily
if any critical issues arise during the parallel operation window.

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 ENVIRONMENT SETUP
Power Platform Configuration: The Microsoft Power Platform, while powerful and
versatile, requires careful configuration to ensure it meets the specific needs of the
organization and is in line with IT governance policies.
• Database Setup: Central to many processes is the database. Setting up
databases, ensuring they're structured efficiently, and testing connectivity will
be primary steps. This includes setting up entities in Power Apps and ensuring
data flows correctly in Power Automate.

• Security Configurations: Large enterprises often have stringent data protection

and access requirements. Configuring user roles, setting up data access policies,
and implementing any necessary encryption or other security measures will be
paramount.

• Integration and Connectors: The Power Platform boasts a wide array of

connectors to facilitate integration with various systems. Identifying the
necessary connectors, configuring them, and testing the integrations will ensure
that the migrated processes can communicate with other IT systems seamlessly.

Backup Strategy: Transition periods can be vulnerable times. Ensuring that there's a
robust backup strategy in place is crucial to prevent any data loss or process
disruptions.
• Scheduled Backups of UiPath Processes: Before initiating migration for any
process, a full backup of its UiPath configuration, data, and dependencies will
be taken. This not only serves as a safety net but also provides a reference point
if needed.

• Backup Logs and Integrity Checks: Merely taking backups isn't enough.
Regularly scheduled integrity checks will ensure that backups are not corrupted
and are ready to be deployed if needed. Detailed logs of all backups, including
timestamps, processes involved, and any issues, will be maintained for audit and
operational purposes.

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 MIGRATION PROCESS
Component Comparison & Migration Approach:
• UiPath Studio vs. Power Automate Desktop:

o Nature of Automation: Both UiPath Studio and Power Automate Desktop

are designed for desktop automation. However, their design paradigms differ.
While UiPath Studio focuses heavily on visual workflows, Power Automate
Desktop leans on recording actions and replicating them.

o Migration Strategy: Migrating from UiPath Studio to Power Automate

Desktop will involve translating visual workflows into action-based scripts.
Some logic may need restructuring, especially if it leverages unique UiPath
features.

o Enhancement Opportunity: Given Power Automate Desktop's integration

with the broader Power Platform, there's an opportunity to streamline some
automations, especially those that involve Microsoft products like Excel,
SharePoint, or Outlook.

• UiPath Studio Web vs. Microsoft Flows:

o Web-Based Automation: While UiPath Studio Web focuses on web-based

robot management and deployment, Microsoft Flows emphasizes web-based
automation workflows, often triggered by specific events or changes in
connected platforms.

o Migration Strategy: Translating automations will require a focus on event-

driven triggers in Microsoft Flows. It's essential to map out the triggering
events in UiPath and find the equivalent or closest triggers in Flows.

o Enhancement Opportunity: Microsoft Flows offers a vast array of

connectors, potentially simplifying some integrations or even adding new
functionalities that weren't feasible with UiPath Studio Web.

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 • UiPath Apps vs. PowerApps Canvas:

o App Creation & Integration: Both platforms enable the creation of apps
that can integrate with automations. UiPath Apps provides a way to design
front-end interfaces for robots, while PowerApps Canvas allows for more
extensive app creation, integrating with various data sources and other
Microsoft products.

o Migration Strategy: Transitioning from UiPath Apps to PowerApps Canvas

will involve redesigning the app interfaces and ensuring they connect
correctly to the underlying automations or data sources.

o Enhancement Opportunity: PowerApps Canvas offers a more extensive

toolkit for app design, allowing for richer user interfaces, more complex data
handling, and tighter integration with other Microsoft products.

Enhancement & Redesign Opportunities: Migration isn't just about transferring

processes from one platform to another. It's an opportunity to revisit, refine, and
enhance.
• Process Optimization: Over time, some processes might have become
redundant or could benefit from streamlining. This migration provides a chance
to review and optimize these workflows.

• Integration Enhancement: With the Power Platform's vast connector

ecosystem, some processes might be integrated more tightly with other systems,
reducing manual interventions or data transfer needs.

• User Experience (UX) Upgrade: Especially when transitioning app interfaces

from UiPath Apps to PowerApps Canvas, there's a chance to improve the user
experience, making apps more intuitive, faster, and more user-friendly.

• OpenAI Access: Microsoft offers a wide range of OpenAI services which are
well integrated within their products. Being able to use those tools within your
automations will be invaluable – Think of Single Screen Apps to control
processes, enhanced BI, virtual agents based on LLMs, etc.

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 POST-MIGRATION ACTIVITIES
Monitoring Plan: After migrating processes to the Power Platform, continuous
monitoring becomes paramount to ensure smooth operations and to identify and
rectify any issues promptly.
• Process Health: Tools within the Power Platform, such as Power Platform
Admin Center, offer insights into process performance, failures, and utilization.
Regularly reviewing these metrics will help in early identification of bottlenecks
or inefficiencies.

• Alerts and Notifications: Setting up alert mechanisms will ensure that any
process failures or anomalies are immediately brought to attention. This
proactive approach reduces downtime and ensures quicker resolutions.

Feedback Mechanism: End-users, now interacting with processes on a new platform,

are a valuable source of feedback. Their day-to-day experiences can provide insights
into potential improvements or highlight overlooked issues.

• Feedback Collection: Whether through an internal portal, surveys, or periodic

review meetings, collecting feedback will be institutionalized. This ensures that
users have a clear channel to voice their observations, concerns, or suggestions.

• Feedback Review: Periodic review of collected feedback, especially in the

initial months post-migration, will be crucial. It allows for a systematic
approach to address concerns and to implement suggestions that enhance
process efficiency and user experience.

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 COMMUNICATION PLAN
Timeline: A clear visualization of the migration timeline not only helps in project
management but also ensures all stakeholders are aligned and aware of key milestones.

• Gantt Chart Visualization: A Gantt chart, detailing each phase of migration,

their start and end dates, and any overlaps with other projects or key business
activities, will be shared with all stakeholders. This dynamic chart will be
updated regularly to reflect any changes or shifts in the timeline.

Updates Channel: Keeping stakeholders informed is crucial for the project's success.
Regular updates ensure transparency, build trust, and allow for timely interventions if
needed.
• Email Newsletters: Regular email newsletters, detailing progress, any
challenges faced, and upcoming milestones, will be sent to all stakeholders.
This ensures that even those not directly involved in the project are kept in the
loop.

• Migration Dashboard: A real-time dashboard, accessible to all stakeholders,

will provide insights into the current status of the migration. Metrics such as the
number of processes migrated, issues faced, and resolved, and feedback
collected will be displayed. This dashboard acts as a one-stop source for all
migration-related information.

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 RISK MANAGEMENT
Risk Matrix: A systematic understanding and categorization of potential risks are
critical for proactive management and mitigation.
• Risk Identification: All potential risks, from technical challenges to potential
business disruptions, will be listed.

• Likelihood and Impact: Each risk will be assessed for its likelihood of
occurrence and its potential impact on the migration project and broader
business operations.

• Severity Score: Based on likelihood and impact, a severity score will be

assigned to each risk, helping prioritize mitigation efforts.

• Mitigation Strategy: For each identified risk, a clear mitigation strategy will be
defined. This might range from technical solutions to changes in the migration
timeline or approach.

• Responsible Personnel: Clearly defining who is responsible for managing each

risk ensures swift action when needed.

Emergency Contacts: In the event of unforeseen challenges or emergencies, it's vital

to have a clear and accessible list of contacts who can address specific issues.
• Database Issues: For challenges related to data transfer, integrity, or access, a
database expert should be readily available. They would have a deep
understanding of the data structures and connections within the Power Platform
and the original UiPath setup.

• Workflow Failures: Any issues related to the functioning of the migrated

workflows, such as failures, inefficiencies, or unexpected behaviors, will be
addressed by Power Platform developers who specialize in workflow design and
optimization.

• Integration Glitches: Given the interconnected nature of modern IT

landscapes, any issues related to integration between the Power Platform and
other systems will be tackled by integration specialists.

• User Concerns: A dedicated point of contact for end-users ensures that any
challenges they face, be it understanding the new system or addressing a
process malfunction, are promptly addressed.

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Each emergency contact will have:
• Name: The individual or team responsible.

• Role: A brief description of their expertise or responsibility area.

• Contact Information: Phone numbers, email addresses, and any other relevant
contact details.

• Availability: Defined hours of availability, especially if they differ from

standard business hours, ensuring that assistance can be sought even during off-
hours if needed.

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 DOCUMENTATION
Migration Report: Once the migration is completed, a comprehensive report
detailing the entire process, challenges faced, and resolutions will be compiled. This
report serves as a record for future reference and can inform future migrations or
projects.
• Challenges and Resolutions: Detailing specific challenges encountered during
migration and how they were addressed provides invaluable insights for future
endeavours. It also provides a transparent view of the migration process for
stakeholders.

• Unexpected Behaviours: Any behaviours in the migrated processes that

deviated from expectations will be listed, along with their root causes and
solutions.

• Performance Benchmarks: Comparing the performance of processes pre- and

post-migration offers insights into the benefits realized through this migration.
Metrics might include process runtimes, error rates, and user satisfaction scores.

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User Manual Update: With processes now operating on a new platform, it's essential
to provide end-users with updated manuals and guides to ensure they can utilize them
efficiently.
• Version History: Tracking updates to the user manual ensures that users can
reference changes and understand the evolution of processes.

• Table of Contents: A clear and detailed table of contents ensures users can
quickly find the information they need.

• Step-by-step Instructions: Detailed instructions, supported by screenshots

where applicable, guide users through each process, reducing the learning curve
and ensuring efficient operation.

• Troubleshooting: A dedicated section detailing common issues users might

encounter and their solutions. This empowers users to address minor challenges
themselves without needing extensive support.

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 REVIEW AND ITERATION
Review Meetings: Post-migration, it's crucial to reflect on the process, gather insights,
and identify areas for improvement. Regular review meetings will be scheduled to
facilitate this.

• Meeting Agenda: The agenda for these meetings will focus on:

o What went well? Celebrating successes and understanding the factors that
contributed to them.

o What could have been improved? Identifying challenges or inefficiencies

and brainstorming solutions.

o What lessons were learned? Gaining insights that can be applied to future
projects or migrations.

• Documentation: Meeting minutes will be recorded, ensuring that insights and

decisions are preserved. This documentation can serve as a reference for future
projects or for stakeholders who couldn't attend the meeting.

Playbook Feedback Loop: The playbook, while comprehensive, can always be

improved based on actual migration experiences.
• Useful Sections: Stakeholders
will be asked to highlight sections
of the playbook that they found
particularly valuable. This
reinforces the importance of these
sections for future iterations.

• Areas of Improvement:
Feedback will be collected on
sections that lacked clarity, detail,
or were not as useful. This
feedback will be crucial in
refining the playbook for future
migrations or similar projects.

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 CLOSURE
Reflecting on the Journey: Migrating from UiPath to the Power Platform is not a
short or straightforward journey. The duration and complexity of this migration largely
depend on the size, number, and intricacy of the automations in place. It's essential for
stakeholders to understand and appreciate the scale of this endeavor and the
commitment required from all involved.

Strategic Considerations for Expanding Centers of Excellence (CoE): For

organizations where the Center of Excellence (CoE) is expanding and automation
initiatives are growing, a hybrid approach might be beneficial.
• Integration Over Migration: Instead of fully migrating some processes from
UiPath to the Power Platform, consider integrating them. UiPath's capabilities
can be leveraged in tandem with the Power Platform's strengths, creating a
synergistic environment where each platform is used for its unique advantages.

• Flexibility and Scalability: Adopting a hybrid approach provides flexibility. As

the organization's automation needs evolve, having expertise and infrastructure
in both UiPath and the Power Platform allows for a more adaptable and scalable
automation strategy.

Decommission Plan: With processes successfully migrated to the Power Platform, it's
essential to outline the steps for safely decommissioning any remaining UiPath
infrastructure.
• Server Decommissioning: Any servers or infrastructure dedicated to running
UiPath processes will be safely shut down. This involves ensuring all data is
backed up, any integrations are redirected or terminated, and the hardware is
either repurposed or safely decommissioned.

• License Reclamation: Unused UiPath licenses, whether for robots, studio, or

orchestrator, will be reclaimed. This not only ensures cost savings but also
reduces the organization's software footprint.

• Documentation Archive: All documentation related to UiPath processes,

including design documents, user manuals, and troubleshooting guides, will be
archived. While these processes have been migrated, preserving their
documentation ensures historical reference and can be valuable for audits or
reviews.

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Plan for Reallocating Resources: With resources freed up post-migration, plans will
be in place to utilize them effectively.
• Budget Reallocations: Any budgetary savings, whether from license
reclamation or infrastructure decommissioning, can be reallocated to other
strategic initiatives or further enhancements on the Power Platform.

• Personnel Training: Staff who were dedicated to UiPath might need training or
upskilling to transition to roles supporting the Power Platform or other IT
initiatives.

Celebration: Acknowledging the hard work of everyone involved is crucial for

morale and team cohesion.
• Event or Gathering: Organizing an event or gathering to mark the successful
migration provides an opportunity for the team to come together, reflect on their
achievements, and look forward to future projects.

• Acknowledgments: Team members' contributions will be recognized. This

could be in the form of certificates, awards, or simply words of appreciation,
ensuring that everyone feels valued for their efforts.

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