Case Study

Australian NGO leverages
Microsoft Power Platform to streamline kids’ attendance system to manage their safety and wellness

Download the Case Study

Industry: NPO

Technology: SharePoint

Client Background

Our client is a Western Australia-based non-profit organization that works with young people and families to increase their participation in employment, training, and education opportunities. They aim to build capacity by empowering them to reach their full potential and provide support to and positively engage with children, young people, and families. They also manage services and programs for the provision of youth and family support in accordance with the funding guidelines and strategic direction of the association.

Situation

With the aim of increasing the engagement and skills of children, young people, and families, the NGO offers several programs and activities every day. These activities are open to all those who are homeless and cannot afford to spend the night in a safe zone.

The NGO needed a system in place where they could manage the attendance system (check-in and check-out) of these children from specific locations to the activity center and drop off.
They provided buses and vans in specific areas and picks up students, children, and young people who are on the street and attendance was captured on the location of pick-up and drop
They have specific activities as per age group, gender, and communities.
They take care of specific communities that are exposed to anti-social activities, especially during the afternoon and night time.

Solution

Leveraging Office 365 License and PowerApps services

Understanding the requirement of the client, we suggested using Power Platform, especially PowerApps, to create an attendance management system. They already had an Office 365 and SharePoint license, and this could help them to use it to its full potential.

Integration of PowerApps with SharePoint and Bing Maps

We decided to create a complete list of all children, youth, and families who were participating in the various programs. This list was created in SharePoint, which was then integrated within the PowerApps. The NGO also wanted to track the location of each participant who was checking-in, so we suggested integrating the app with Bing Maps to track the location.

Enterprise Mobility, Flexibility and Easy to Use the App

We created an enterprise-level application that was integrated with their SharePoint list. They could easily manage, add, or delete names of participants in this list. Their faculties that were responsible for managing the pickup and drop off participants had installed this application on their mobile phones. All they had to do was choose the right activity and the correct participant name and click the check-in button at the time of pick up and check-out at the time of drop off. The data was again saved in the SharePoint list.

Power BI Enabled Reports

The admin department was responsible for keeping track of detailed information as to how many children, youth, and families were benefitted on a daily, weekly, and monthly basis with each of their programs. For this, we suggested using Power BI and creating extremely intuitive and informative dashboards and reports which were customizable as well.

Benefits

The NGO could get an enterprise-level application in a very short span of time.
They could save on cost just because the development of applications using PowerApps was far cheaper than custom application development.
Sharing of application internally with several faculty members at a time was very easy as the application was available on Teams.
The application was on mobile, so it was available anytime, anywhere, on the go.
The admin could easily keep track of how many participants were benefitting from each program and activity.

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