Customer Segment: Federal Government
The Challenge
Our client has approached Prometix to develop a solution for workflow process management, reporting and migration of data services.
The following are the key deliverables as part of this project:
- Budget process management: a fully functional document and workflow management solution using Power Automate to meet the requirements and user stories
- Reporting and dashboard: End-to-end reporting solution (leveraging PowerBI) to manage workflow activities and data associated.
Prometix proposed using Office 365 as a platform which includes SharePoint & Power Platform to meet our client’s requirements.
This solution will provide full control of the information lifecycle, ensuring compliance and transparency with no impact on your end users. This solution will provide:
- Records management capability using SharePoint online
- Data storage using SQL
- Power Automate for approval workflows
- Power Apps as customised forms
- Power BI for reports & dashboards
Power Apps scenario for our client:
Our client had to go through a detailed budget approval process. This complex process includes a multilevel approval process, which involves external agencies providing the requested information.
Here are the key requirements:
- Creation budget information
- Associate of consultants at each level
- Ability to link previous budget information to current budget information
- Ability to insert documents as attachments
- The ability for multi-level approvals
- View my budget information
- Escalation and re-assignment of budget information
- Manage consultant information via Active Directory
- Role-based authorisation different parts of the budget information
- Version control, audit and tracking of budget information
The Solution
The following have been delivered as part of the solution outcome:
- Developed high-level requirements
- Converted these requirements into detailed use cases and personas
- Developed detailed technical architecture
- Then converted this process into Microsoft Power Automate
- Developed solutions in pre-defined iterations and regular demos were organised to get feedback from business stakeholders
- Developed a detailed training guide and conducted sessions
- Established CoE (center of excellence) and trained citizen developers
- Created various environments (Dev, Test & Production)
- Power Automate was customised to connect to on-premises SQL using the gateway
- Also used default Office 365 connectors for SharePoint to store workflow audit and activity data.
- Various Office 365 groups as part of the various roles in the workflow. In the context of the workflow, only specific users that fall under a certain Office 365 group can access different areas of the application and utilise specific functionality of the app. The connector is used to fetch & query these specific users falling under the respective Office 365 group.
- SharePoint was used to store any attachments. Each workflow activity generates a folder in SharePoint to store relevant documents.
- Microsoft Teams connector was used for any internal approvals. In the context of the workflow, the Teams connector is used to post specific notifications to the user & respective groups to alert them regarding critical information like “When a new Request is made” or a decision is taken by an actor for e.g., approval at a particular stage.
To achieve this, the following two Teams connectors are used: - Post a message as the Flow bot to a channel
- Post a message as the Flow bot to a user
