Jee, an independent pipeline engineering consultancy providing subsea engineering and training to the oil and gas industry, was looking for a way to automate their Employee Benefits program and wanted a rapid implementation project which could be managed internally after implementation.
The existing processes for managing employee benefits was highly manual, involving printing forms, handwriting key information and routing documentation, in both paper and email form, through various departments for review and approval. The manual nature of these processes placed a significant burden on the Finance and HR teams often at the cost of other priorities.
The initial consulting engagement ascertained how the existing processes at Jee worked and determined that the new system needed: to be simple; to automate the email and notification exchange; to have strict control around data security; and be easily accessible by each individual employee. Specifically, the focus for the ticketing system was capturing information in a concise manner yet remaining simple and quick for employees to raise a ticket. Additionally, Jee wanted confidence that the Benefits Change Request Form could be automated without affecting the privacy and sensitivity of the data.
The Power Platform, in conjunction with Microsoft 365, was deemed to be the ideal solution to meet the defined requirements. The solution would leverage the ease and speed of business application development where Intelogy could use their expertise in Microsoft 365 to fully integrate the applications into Jee’s SharePoint Online Intranet creating a seamless experience for users.
Intelogy focused on using the following components that would enable an automated, modern solution:
PowerApps was used to create two applications, one for the change request form and one for the raising a ticket. Both applications would exist in isolation and serve different purposes but with the intent for both to save employees time and provide a fantastic intuitive user experience. The data security challenges were then managed by creating bespoke security groups and assigning item-level permissions on each change request.
Microsoft Flow provided the means to create notifications and send emails to the respective parties whenever a ticket was raised, or a change request was submitted. Furthermore, monthly reminders for any outstanding tickets ensure that no ticket or change request is ever forgotten.
SharePoint provided all the data storage and security configuration that underpinned the solution.
Today, Jee is enjoying the benefits of automating their processes in a modernized workplace, SharePoint Online provides them with a portal that is accessible from any location on any device, in turn meaning that employees can raise tickets and change requests on-the-move further increasing efficiency. The automation of these key business processes using powerful business applications featuring PowerApps to manage and organize simple tasks and change requests was a huge win for Jee.
“We have been delighted by the speed at which we were able to implement a process automation solution using PowerApps and Flow; so much so that we’re actively looking at opportunities to modernize other business processes across our company.”
Jonathan McGregor, Managing Director, Jee