Monitoring Application and Power BI Dashboard
Problem:
The monitoring and evaluation department was relying on a manual, paper-based system for conducting site visits and generating reports. This outdated process led to several inefficiencies:
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Lost reports during the approval process.
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Delays in analysis, as reports were processed manually with no centralized database.
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Challenges with quarterly reporting, as data tallying and cross-referencing were done manually.
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Reports could not be cross-referenced with central systems for actionable insights.
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Cumbersome report submissions in large paper files, particularly when including attachments.
Solution:
We developed a PowerApps solution that digitalized the entire process, transforming the paper-based form into a streamlined, user-friendly app.
Key improvements included:
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Digital submission and approval flow: Automating the submission and approval process using Power Automate, cutting down approval times from days to minutes.
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Centralized database: All data is now stored in a SharePoint list for cost efficiency, which also allows for automated version control and secure document storage.
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Automated reporting: The paper-based document is now generated digitally with the click of a button, and all attachments are uploaded to SharePoint for easy access.
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Power BI dashboard: With all data in a centralized system, we built a dashboard that provides real-time tracking of user targets, financial expenditure, and geographical footprints.
Tools Used:
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Microsoft PowerApps
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SharePoint Lists
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Power Automate
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Power BI
Results:
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Approval times reduced from days to minutes for straightforward reports.
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Reports with errors or pending approvals are now easily tracked in the system.
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Instantaneous reporting: Data is readily available at any time, allowing for immediate access to insights with the click of a button.
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Significant reduction in paper usage, and no more lost documents, as all information is uploaded and stored via the app