Case Study

Automating Real Estate Procurement Workflows with Microsoft Power Apps

A leading London-based property management company modernised its manual, paper-based procurement approval processes by adopting an automated digital workflow built on Microsoft Power Apps. The solution delivered streamlined procurement approvals, improved visibility and compliance, strengthened document security, and ensured audit readiness ahead of a critical auditor review.

Background

Client: A leading property management company based in London
Industry: Real Estate
Challenge: Manual, paper-based procurement approval processes with limited visibility and efficiency

Challenge

Our client operates a Central Procurement Authority (CPA) responsible for reviewing and authorising non-standard, exceptional procurement activities that fall outside their standard operating procedures. Their existing processes were:
• Entirely manual and paper-based, relying on Word documents and printed forms
• Time-consuming for process administrators who managed physical documentation
• Lacking in visibility and oversight across the procurement lifecycle
• Difficult to track and monitor for auditing purposes
• Susceptible to delays and data loss due to paper handling
The company needed to modernise these critical procurement processes ahead of an important auditor review scheduled for November 2023. With three distinct procurement approval workflows, the client required a unified digital solution that could standardise and streamline these processes while maintaining compliance with internal governance requirements.

Solution

DataCactus proposed developing a comprehensive workflow automation solution using Microsoft Power Apps, creating a centralised digital platform to manage all procurement approval processes. The solution included:

1.Custom Data Model: A robust schema designed to house all relevant information pertaining to the procurement process, including detailed fields for approvers, budget tracking, and process documentation

2.Three Integrated Workflows: Digital forms and automated processes for all three procurement scenarios

3.Automated Approval Flows: Streamlined review and approval pathways with automated notifications to relevant stakeholders via Microsoft Teams and email

4.Document Management: Secure storage of supporting documentation with improved file size handling capability

5.Security Integration: Seamless authentication through Azure Active Directory for enterprise-grade security

6.Reporting Dashboard: Real-time visibility into process status and metrics for improved oversight

Implementation

The implementation followed a phased approach:

1.Proof of Concept: Initial development of the Approval of Procurement Strategy process to validate the approach

2.Enhancement Development: Refinement of the first workflow based on user testing and feedback

3.Form Development: Creation of additional forms for the Approval of Delivery and Variation to Process workflows

4.Process Configuration: Implementation of business rules and approval flows for all three workflows

5.User Testing: Comprehensive stakeholder testing and feedback collection

6.Go-Live Support: Four weeks of post-implementation support to address issues and implement minor enhancements

7.Documentation: Creation of user guides and process documentation
The solution was developed using Microsoft's low-code Power Platform, which enabled rapid development and iteration while ensuring tight integration with the client's existing Microsoft environment.

"The DataCactus team transformed our manual, paper-based procurement approval processes into a streamlined digital workflow that has significantly improved efficiency and visibility across our organisation. Their expertise with Microsoft Power Apps enabled us to quickly implement a solution that met our complex requirements while integrating seamlessly with our existing systems. The automated workflows have not only reduced administrative burden but also enhanced our compliance posture ahead of our critical audit deadline."

Head of IT at a London-based property management company