Power Automate, RPA, SharePoint, Power Apps
Project Overview:
In spearheading the Warmer Homes program for Northumberland County Council, we took on the challenge of creating a tailored system to efficiently manage data and streamline the onboarding process for external contractors, adhering to rigorous GDPR requirements.
Requirements:
Addressing the complexity of managing Personal Identifiable Information (PII), we designed a system ensuring external contractors had precise access to designated information, coupled with daily updates on property additions and cancellations. Stringent Data Sharing Agreements were in place, emphasizing the need for a secure and dynamic solution.
Challenges:
The challenge extended beyond access, requiring contractors to seamlessly update information, upload documents, and navigate through a repository of shared documents from various contractors—all without the risk of data corruption.
Solution:
We implemented a robust solution, allocating dedicated spaces (SharePoint Lists) for each contractor, complete with access to individual property packs. The system facilitated error-free data input by enforcing mandatory fields. Automated access provisioning ensured that each contractor’s employees received relevant access promptly, enhancing operational efficiency.
Final Tweaks:
Fine-tuning the system, Ducks Inline introduced a user-friendly form for individual permission management, empowering project team members without specialized knowledge. When a property is assigned to a specific contractor, a seamless process is triggered, copying relevant information to the contractor’s space and issuing notifications. This automated system operates smoothly, eliminating the need for manual intervention while prioritizing precise data sharing, and safeguarding individuals’ data privacy.
Outcome:
The Automated Data Management Solution not only met the intricate requirements of the Warmer Homes program but elevated efficiency by minimizing manual tasks. The system’s precision in data sharing ensures that only relevant parties have access, underlining our commitment to secure and streamlined processes.