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Microsoft
 Power Platform Andworx Digitally Transforms Document Management Process using Microsoft Power Platform for US Armed Forces
Document Management
Capabilities & Technologies
  • Application Development
  • Microsoft Power Platform
  • Microsoft Sharepoint
  • Process Automation
The
Challenge

On a daily basis, file paper correspondence packages that require conditions-based approvals, which involves routing paper from desk to desk across the chain of command.  Hundreds of packages are submitted on a weekly basis, ranging from topics such as Standard Operating Procedures (SOP), Basic Allowance for Housing (BAH) waivers, Early Return of Dependents, etc.  Processing these requests are critical to operations as well as requestors alike. Challenges that impede this process include: 

  1. The transient nature of US Armed Forces affected by permanent change of station (PCS) and transition out of active service, which presents a consistent change in reviews and approvers in the chain of command routing.
  2. Certain package types require flagging Controlled Unclassified Information (CUI). 
The
Process

Andworx used Power Platform tools to build an initial operational capability (IOC) that included an easy-to-maintain solution for flexible approval routing and a functional tool for data entry as an initial release.  The Power Platform tools included:

  1. SharePoint and Dataverse for Teams manage reviewer / approver personnel changes. 
    • Using Teams, administrators are able to add members to the Reviewer / Approver / Admin permissions group by searching Active Directory.  This approach reduced the level of effort for managing various user groups and permissions list within SharePoint or Teams, allowing Administrators to quickly add users based on Active Directory managed at the enterprise level.  Additionally, this allows for flexible routing amongst approvers, so packages continue to flow efficiently. 
  2. Power Automate to enforce records management procedures. 
    • Using Power Automate, we were able to manage CUI and other records management requirements on the back end based on package requirements and user selections. This approach allowed for compliance with electronic records management standards filing and record maintenance procedures outlined by a US Armed Forces Manual.

 

The
Results
  • Digital transformation of a manual process. 
  • User group management to account for personnel changes, ensuring flexible routing for approvals. 

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