client:
problem:
see what's possible.
inTouch relied on a Microsoft Excel spreadsheet as their referral form, which Case Managers filled out with client details and required assistance. Once completed, the spreadsheet was emailed to an Approval Manager, who would review the referral. If further information was needed, the application would be returned to the Case Manager for clarification. Approved applications were forwarded to the Finance team, which then organized the necessary assistance. Finally, the Case Manager delivered the assistance to the client. This manual process was time-consuming and prone to delays due to back-and-forth communications and lack of automation.
solution:
lets get into the finer detail.
A custom Power App was developed using Dataverse as the central database to securely store sensitive client and referral information. The Dataverse database provided robust data security and access control, ensuring compliance with privacy and confidentiality requirements.
Since all users already had Microsoft 365 accounts, the app was seamlessly integrated into Microsoft Teams, allowing users to access it directly. The app automatically recognized the user, granting access to only the data and features they were authorized to view based on their role. Permissions were granular, with access to specific screens restricted as needed but easily managed by system administrators.
Configuration screens were built into the app, enabling system administrators to update dropdown options and other app settings without requiring technical changes. Data was displayed intuitively using galleries and forms, making it easy for users to navigate and interact with the system.
Case Managers were limited to viewing their own referrals and used a step-by-step wizard to enter client information. This wizard ensured that all required data was accurately and completely entered. Automated email alerts were triggered at each stage of the referral process, keeping all stakeholders informed. Completed referrals were automatically archived into a separate location, keeping the active referral workspace organized.
Comprehensive reports were designed in Power BI, providing daily, monthly, and yearly insights into referral activities. These reports were made available directly in Microsoft Teams, giving managers quick access to actionable data for decision-making and performance monitoring.
This solution streamlined operations, enhanced security, and significantly improved the efficiency of referral management for inTouch.
results:
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The implementation of the Power App revolutionized the referral process at inTouch, delivering significant improvements in efficiency, accuracy, and security.
Case Managers experienced a more streamlined workflow, as the app guided them through the data entry process and reduced errors with built-in validation. By restricting access to only their own referrals, the system ensured confidentiality and compliance with data privacy regulations.
Managers benefited from real-time updates and automated email alerts, enabling faster decision-making and reducing delays in the approval process. The automated archiving of completed referrals kept the workspace organized and focused on current tasks.
The integration with Microsoft Teams provided a seamless user experience, allowing employees to access the app and view Power BI reports without leaving their daily workspace. The dynamic reports offered valuable insights into referral trends and performance, supporting strategic planning and resource allocation.
System administrators appreciated the flexibility of the configurable settings, which allowed them to make updates quickly without requiring technical expertise. This reduced dependency on IT support and ensured the system could adapt to changing business needs.
Overall, the Power App enhanced productivity, improved communication, and created a more transparent and effective referral process. By replacing the manual spreadsheet-based system with an automated and secure solution, inTouch was able to save time, improve client outcomes, and focus more on delivering quality assistance.