Transport App

September 4, 2024

Sector/s: Disability Services

Technologies Used: SharePoint, Power Apps, Power Automate

Key Services: Data Management & Optimisation

Our client had released a first iteration of a Transport App, which their workforce uses to capture when they provide a transport service to one or multiple clients at a trip-by-trip level. This app has now undergone a second iteration along with creating workflow approval automation, which has streamlined many of their internal processes along with enhancing the user and client experience.

Problem

Our client, a prominent service provider for individuals with intellectual disabilities, encountered significant operational inefficiencies with their transportation logistics application. This application, which tracks the time, purpose, and distance of trips made while servicing clients, presented several issues:

Extensive manual processing was required to prepare the claims data for billing, introducing potential errors and delays.

Staff needed to fill out a secondary form to claim reimbursements when using personal vehicles, complicating their workflow.

The approval processes for claims and reimbursements lacked automation and robustness, leading to inconsistencies and inefficiencies based on different journey purposes.

Solution

Data Sagacity was engaged to address the challenges identified within their transport application. The following solutions were implemented:

Transport Power App Updates

Creation of configurable lists in relation to journey purposes and their respective approvers.

Updating and creating additional fields for improved data collection.

Improving overall functionality for better and faster user experience.

Including the ability to log journeys for private vehicles.

Power Automate

Creation of a new workflow which would auto-approve most claims submissions, i.e. for the journeys which did not require human oversight.

The workflow would allow an approver to automatically respond to a staff member when a claims or reimbursement submission was rejected, and why.

Benefits

There has been overwhelming positive feedback from the client and their internal (approvers) and external (support workers) users regarding the Transport App improvements and approval workflow automation delivered by Data Sagacity.

The key outcomes included:

Less time to log journeys through the Transport App, with staff improving their quality of service with their clients.

Dramatically improving data capture by utilising consistency, with creating the evidence needed for claims support for clients along with invoicing accordingly with less manual intervention.

Eliminating the need for staff to complete separate reimbursement forms when using their private vehicles to transport their staff.

Conclusion

The second iteration of the Transport App, complemented by workflow approval automation, has significantly enhanced operational efficiency and user experience. By addressing key challenges such as manual processing errors, cumbersome reimbursement procedures, and inconsistent approval workflows, the solution has streamlined internal processes and improved data management. The updates to the app and the introduction of automated workflows have not only reduced manual effort and errors but also fostered a more seamless and efficient experience for both staff and clients. This transformation underscores the value of integrating advanced automation with existing systems to drive operational excellence and deliver tangible improvements in service delivery and data accuracy.

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