Microsoft 365 & Power Apps = Efficiency + Time-Saving

Skilled Use of Microsoft 365 and Power Apps Increases Efficiency and Saves Time for a Chemical Equipment Manufacturing Company

The Challenge

The organisation is a specialist chemical dosing solutions provider, based in Basingstoke. The organisation designs, manufactures and installs innovative chemical dosing solutions for the UK water industry and industrial manufacturing. 

The organisation didn’t have anything to manage skills for employees – they had no way of being able to track what certifications staff had, or when they expired. So, it made it quite difficult when they were on a client’s site, as the client could turn around and say “show me your certificate to prove you are certified to put in this piece of equipment”. In addition, there could be quite a lead time to get that information back from head office to the client.

Consequently, the organisation required the ability to produce reports on what certificates members of staff have and also where they lack certifications. Also, the organisation needed information where there was someone who was in a role and maybe didn’t have all the certifications that were required for that role. Therefore, the client needed this information to be made available to both the site supervisor and the personnel at a client’s site, so that they can quickly and easily pull that information up via a Mobile App.

Matt of Vantage 365 was already working with the client as a Microsoft 365 consultant when the client approached Matt and asked him if there was a suitable solution available using Microsoft 365. Matt was happy to answer ‘yes’. The client was already paying for Microsoft 365, they just wanted to leverage it more to meet these new needs, and this is exactly where Matt’s expertise lies.

The Solution

The organisation wanted somewhere to store the certificate information, so we provided this using Microsoft 365. Also, they wanted these details easily accessible by any appropriate member of staff, in any location. So we produced a Power App, which meant that we could surface all of the information that they needed through a mobile device. We created two versions of the App; one for the desktop (which is for the backend), where all the administration can be performed. And a mobile version which sits on mobile phones, so that when team members are out and about with clients, they can retrieve all of the information that they need.

Furthermore, using Microsoft 365 technology meant this solution didn’t cost the client anything. They were already paying for their regular subscriptions, we simply helped them to utilise this more effectively. Through taking a Power Apps approach we were able to access and provide information in a more flexible way, which was tailored specifically to their needs.

Matt’s in-depth knowledge of what Microsoft 365 is truly capable of – ‘the art of the possible’ – was crucial to this solution, as well as making sure that everything is completely secure.

The Result

The organisation is now seeing a very quick turnaround in terms of how they can respond to requests for certificates. They are also improving their way of tracking skills, for example they are able to make sure that if a particular employee becomes sick within three months of a certificate expiring, then steps can be taken to make sure that it doesn’t expire. Overall, they can keep every employees’ certifications current, all of the time.

Moreover, the big time-saver for the organisation is the that they don’t need to keep going back to the back office to process these types of requests. Information can be accessed immediately, in front of the client, to give them the details that they want. It’s a dramatic reduction in time as the process is not reliant on an additional person trying to manually find the relevant certificates – everything is within the palm of your hand.

We are pleased to support what the organisation does and they’re delighted as this solution has made them more responsive to client questions.