Digitizing Enterprise Forms with Microsoft Power Apps
A low-code platform built using Microsoft Power Apps to digitize over 100 enterprise-wide forms used across various departments, such as Exit Forms, Key Request Forms, Overtime Forms, Floor Access Forms, and more.
Problem Statement – Previously, employees had to manually download forms from SharePoint, fill them out, print them, and physically collect approvals from supervisors, department admins, site admins, and other stakeholders. Once executed, these forms were not stored digitally, making it difficult to retrieve them later for audits. The manual process was time-consuming, inefficient, and prone to document loss.
Solution – With this solution, all 100+ forms have been digitized using a combination of PDF and custom Power Apps forms. The application enables users with an ability to:
- Auto-populate employee data for efficiency.
- Download forms for signature (if required) and upload them back after completion.
- Submit forms directly for approval through the system.
- Allow supervisors to manage approvals sequentially or in parallel.
- Assign forms to executors through an automated workflow for task execution.
- Update forms in case of version changes.
Outcome
- Eliminated paper waste with a fully digital process.
- Automated approval workflow, reducing manual coordination.
- Centralized digital storage for easy retrieval and audit compliance.
- Significant time savings for employees and requesters.
- Reduced task turnaround time from 4 days to just 6 hours.
- Automated SAL/TAT calculations for tracking efficiency and performance.
This transformation has streamlined processes, improved efficiency, and ensured better compliance across the organization.
Digital Solution for Addressing Issues Faced by Differently abled Individuals
A federation organization sought a solution to enable physically disabled individuals across the county to report their concerns, request accommodations, and share information through a digital platform. This system ensures that the respective departments take timely action, prioritizing public safety and well-being.
Solution – By leveraging Microsoft Power Apps and Power Pages, an integrated solution was deployed for both public users and internal employees.
- Issue Categorization: Users can select the category of their concern for better classification.
- Detailed Issue Reporting: Allows users to describe their issue, specify the location with a Google-like search experience, and upload supporting images as proof.
- Communication & Coordination: Provides relevant contact details for seamless communication between users and departments.
- Interdepartmental Collaboration: Enables department users to coordinate with multiple teams for efficient issue resolution.
- Action Tracking & Updates: Departments can update actions taken and choose to share relevant updates with the public user.
- Map-Based Issue Reporting: Department users can visualize reported issues on Google Maps, categorized by location and issue type.
- Comprehensive Audit Trail: Tracks all modifications made to tickets for accountability.
- Workflow Monitoring: Ensures end-to-end tracking of each ticket’s lifecycle for timely resolution.
This initiative enhances accessibility, promotes proactive governance, and ensures a structured response mechanism for addressing the concerns of physically disabled individuals.
