Robotic Database Population for Native Budget Document Conversion

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Solution Overview

Problem

Large organizations face significant challenges in efficiently converting and populating databases with budget documentation, such as procurement and R&D-specific budget books, due to their native formats being incompatible with existing database applications, leading to errors and computational inefficiencies.

Innovation Solution

Implementing programmatic robotic processes that convert data from native formats like PDF to tabular formats, using virtual machines and robotic processes to automate the extraction and population of databases, ensuring accurate and efficient data ingestion.

Engineering Contradictions & Design Principles

VSEngineering Contradiction Analysis

1Productivity

If manual conversion methods are used to populate databases with budget documentation, then human control and verification are maintained, but time consumption and computational overhead increase significantly

Engineering Contradiction:

Improvedatabase population speedVSAvoidtime for data conversion

Core Design Contradiction:

ProductivityVSLoss of time

Solution Approach 1:

The system performs self-service by automatically extracting data from budget documentation in various formats and populating the database without human intervention. The robotic process autonomously handles format conversion, data extraction, and database population, eliminating the need for manual data entry while maintaining accuracy through programmed validation rules.

Inventive Principle:

Principle #25Self-service

Solution Approach 2:

Manual mechanical processes of data conversion and database population are replaced with an automated robotic system. The system uses software-based format detection, extraction algorithms, and database insertion mechanisms to substitute human operators, significantly reducing time consumption while maintaining or improving accuracy.

Inventive Principle:

Principle #28Mechanics substitution (Replace mechanical system)

2Measurement precision

If format conversion from native formats like PDF to tabular formats is performed manually, then data accuracy can be verified, but computational overhead and processing time increase

Engineering Contradiction:

Improvedata extraction accuracyVSAvoidprocessing system complexity

Core Design Contradiction:

Measurement precisionVSDevice complexity

Solution Approach 1:

The system introduces an intermediary robotic process that acts as a bridge between various native formats (PDF, Excel, Word) and the target database format. This intermediary automatically detects the source format, applies appropriate extraction algorithms, converts the data to a standardized tabular structure, and validates the output before database insertion, thereby managing complexity while ensuring accuracy.

Inventive Principle:

Principle #24Intermediary (Mediator)

Solution Approach 2:

The system dynamically changes processing parameters based on the detected input format. When PDF files are detected, specific extraction algorithms are applied; for Excel files, different parsing methods are used; for Word documents, alternative extraction techniques are employed. This parameter adaptation allows accurate data extraction from diverse formats while maintaining a unified output structure suitable for database population.

Inventive Principle:

Principle #35Parameter changes

3Reliability

If existing database applications are used with native format documentation, then system simplicity is maintained, but data incompatibility and errors occur

Engineering Contradiction:

Improvedata population reliabilityVSAvoidformat compatibility

Core Design Contradiction:

ReliabilityVSAdaptability or versatility

Solution Approach 1:

The robotic system provides universal adaptability by supporting multiple native formats (PDF, Excel, Word, and other documentation formats) while maintaining a single standardized output format compatible with the database application. This multi-functional capability allows the system to handle diverse input formats reliably without requiring separate processing systems for each format, thereby improving both reliability and adaptability.

Inventive Principle:

Principle #6Universality (Multi-functionality)

Data Source

PatentUS12511268B2Dynamic management and population of databases using programmatic robotic processes

Publication Date: 2025.12.30 THE TORONTO DOMINION BANK

AI summary

The disclosed embodiments include computer-implemented apparatuses and processes that dynamically manage and populate databases using programmatic robotic processes. For example, an apparatus may obtain queued request data including a key code and a program code associated with a resource. Based on that key code, the apparatus may obtain files of a first format. The apparatus may also extract elements of resource data that include the program code from one of the files, and convert the extracted elements of resource data into elements of tabular data structured in a second format. The apparatus may, based on the elements of tabular data, generate elements of a populated database associated, and transmit message data that includes the elements of the database to a device, which may execute an application program that presents a subset of the elements of the database within a digital interface.