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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 This outdated process led to several inefficiencies: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.

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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:

 

  • 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.​

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Tools Used:
 

  • Microsoft PowerApps

  • SharePoint Lists

  • Power Automate

  • Power BI

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​Results:
 

  • 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​​​
     

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