The Client

The client is a Community Interest Company based in Suffolk, providing employment, learning, and development opportunities for individuals facing barriers to work. Their mission is to enhance the economic and social wellbeing of disadvantaged or disabled individuals across Suffolk and Essex.

The Challenge

The client had been using two separate solutions to manage their coaching and learning services. These solutions operated independently, storing data in separate SharePoint sites, which restricted visibility and created inefficiencies.

Project Objectives

The goal of this project was to merge the functionality and data of the two legacy systems into a single, more usable solution. This new integrated solution aimed to provide a holistic view of an individual's journey and streamline operations.

Requirements included:

• Data Integration

  Merging data from two separate systems while ensuring data integrity and consistency.

  
  

• User Experience

  Creating a seamless user experience for the client’s staff and partners.

  
  

• Scalability

  Ensuring the new solution could support future contracts and additional services.

  
  

• Compliance

  Adhering to GDPR and other regulatory requirements.

Our Solution

Working closely with the client, we undertook the following steps to achieve the project goals:

Requirements Gathering

Collaborated with the client to understand their needs and define the requirements for the new integrated solution.

Solution Design

Designed a conceptual and app design that would merge the functionality of the two legacy systems, creating a single platform for managing participants, contracts, courses, and coaching sessions.

Data Migration

Developed a comprehensive data migration plan to ensure a smooth transition of data from the old systems to the new integrated solution.

Development and Testing

Utilised a standalone development environment to build and test the new solution, ensuring stability and continuous improvement.

User Acceptance Testing (UAT)

Conducted detailed UAT to ensure the solution met the requirements and provided a user-friendly experience.

Microsoft 365 Technologies Used

• SharePoint

  Used for storing and managing coaching folders and central records, providing partners with direct access to necessary documents.

  
  

• Power Apps

  Developed a new integrated app solution that included the data and functionality of the two legacy systems.

  
  

• Power Automate

  Automated workflows for booking confirmations and other processes, enhancing operational efficiency.

  
  

• Microsoft Teams

  Facilitated collaboration and communication among project stakeholders.

Outcomes

Improved Operational Efficiency

The new database and enhanced apps significantly improved the client’s operational efficiency, reducing manual processes and increasing automation.

Enhanced User Experience

The redeveloped app solution provided a more user-friendly interface and better performance, leading to higher user satisfaction.

Continuous Improvement

The standalone development environment allowed for ongoing enhancements and support without disrupting live operations.

Conclusion

The integration of the two legacy systems into a single solution has greatly improved the client's operations. By merging data and functionality, we provided a comprehensive view of each individual's journey, enhancing visibility and efficiency. The new solution streamlined operations, ensured data integrity, compliance, and scalability for future growth. Utilising Microsoft 365 technologies like SharePoint, Power Apps, Power Automate, and Microsoft Teams facilitated better collaboration, improved user experience, and operational efficiency.