The Challenge
The company faced significant challenges in tracking and managing audits. The existing process relied on a template in Excel to track audits, which was inefficient and prone to errors. Managers had to manually update the spreadsheet, track audit completion, and ensure that relevant clients received the completed audits. This manual process was time-consuming and often led to delays and inaccuracies.
Additionally, the lack of a centralised system made it difficult to manage and control the distribution of audit reports. There was no easy way to exclude clients and contacts from receiving audits that were not relevant to them, and changing the location of where files were stored was cumbersome. The company needed a more efficient and organised approach to audit management to ensure timely and accurate distribution of audit reports.
Pain Points
- Manual audit tracking and distribution led to inefficiencies and errors.
- Managers lacked centralized visibility of audit status and site-specific audits.
- Audit reports were inconsistently stored, making retrieval difficult.
- Clients received irrelevant or missing audit reports due to poor communication workflows.
- No clear record of when audit reports were sent, impacting accountability.
Business Impact
- Operational efficiency improved through automation of audit intake and distribution.
- Managers gained real-time insights via dashboards and site-specific audit views.
- SharePoint integration ensured consistent and organized document storage.
- Automated, targeted communication ensured relevant parties received accurate audit reports.
- Timeline tracking provided a reliable audit trail for compliance and client engagement.
Our Solution
To address these challenges, the company implemented an Audit Integration solution using a model-driven app, Power Automate, and APIs. This solution was designed to streamline and automate the audit management process, improving efficiency and accuracy. The app regularly checks for new audits from a third-party software and saves them in the relevant folder on SharePoint. Automated emails are then sent to clients with the completed audit reports.
The model-driven app includes a dashboard that provides a clear overview of audit status and progress. It also integrates with another app for the company’s sites, allowing managers to view audits specific to each site without having to sift through all audits. The timeline feature tracks when emails are sent to clients, providing a clear record of communication.
The solution allows the company to manage and control the distribution of audit reports more effectively. Managers can easily change the location of where files are stored and exclude clients and contacts from receiving irrelevant audits. This ensures that only relevant parties receive the necessary information, reducing confusion and improving communication.
Technology Stack
Model-Driven App
User Interface
Power Automate
Workflow Automation
SharePoint
Document Storage
Results & Impact
To address these challenges, the company implemented an Audit Integration solution using a model-driven app, Power Automate, and APIs. This solution was designed to streamline and automate the audit management process, improving efficiency and accuracy. The app regularly checks for new audits from a third-party software and saves them in the relevant folder on SharePoint. Automated emails are then sent to clients with the completed audit reports.
The model-driven app includes a dashboard that provides a clear overview of audit status and progress. It also integrates with another app for the company’s sites, allowing managers to view audits specific to each site without having to sift through all audits. The timeline feature tracks when emails are sent to clients, providing a clear record of communication.
The solution allows the company to manage and control the distribution of audit reports more effectively. Managers can easily change the location of where files are stored and exclude clients and contacts from receiving irrelevant audits. This ensures that only relevant parties receive the necessary information, reducing confusion and improving communication.
