Introduction
My team and I recently participated in the Global Power Platform Bootcamp 2023 Nairobi Hackathon and developed a project called the Transport Approval System. As we went through the hackathon, we realized the need for a more efficient process for staff members to request approval for unplanned transport means, while also providing real-time reporting and faster reimbursement. This inspired us to develop the Transport Approval System. Our solution aims to provide an easy and efficient way for staff members to request approval for the use of unplanned transport means, while also enabling near real-time reporting for faster reimbursement and improving productivity. We invite you to go through our project and share your thoughts on it. We believe that our solution has the potential to significantly improve productivity in organizations and save time for both staff members and managers.
Scenario
In most organizations, staff members may use unplanned means of transport to perform office tasks and not get reimbursed. Additionally, the process of getting approval to use other means of transport other than the office car can be a long and tedious process that reduces productivity.
The Transport Approval System has been designed to address these issues by providing an easy and efficient way for staff members to request approval for the use of unplanned transport means, while also enabling near real-time reporting for faster reimbursement and improving productivity.
Solution
The Transport Approval System makes use of the following Microsoft technologies:
- Power Automate - To automate the approval process, reducing the time and effort required to approve requests.
- Power Apps - Provides a user-friendly interface that allows staff members to easily submit their requests.
- Power BI - To generate reports on the users who used unplanned means of transport, enabling easy reimbursement.
- SharePoint List – Stores data about requests made and the approval status.
Technical Overview
Solution Walkthrough
User submits a request through the Power Apps interface. The request includes details such as the purpose of the trip, the origin & destination, the mode of transportation, and the estimated cost.
The request is stored in a SharePoint list with default status as Pending.
A Power Automate cloud flow is triggered when a new entry is added to the SharePoint list. The cloud flow then sends an email notification to the requester informing him or her of the submission of the request and then sends an email to the manager for approval.
Flow to send an email notification to the requester:
The manager can approve or reject the request through a Power Apps interface. If the request is approved, the cloud flow sends an email notification to the requester with confirmation and instructions for reimbursement.
An approved request:
A Denied request:
Power BI is then used to create reports and dashboards that display data about the requests, including the number of requests and their percentage.
Power BI Dashboard for the Admin
This only displays the requests that an individual has made apart from the administrator who is able to see everyone’s details. This has been achieved through configuring item level permission at the SharePoint list.
Summary
The Transport Approval System provides a user-friendly platform for real-time approval of unplanned means of transport, improving productivity by reducing bureaucratic procedures. It enables efficient tracking and management of transport requests, ensuring accurate record-keeping and reimbursement of expenses. This project provides a win-win situation for staff members and organizations, ensuring accountability and maximizing productivity.
In most organizations, staff members may use unplanned means of transport to perform office tasks and not get reimbursed. Additionally, the process of getting approval to use other means of transport other than the office car can be a long and tedious process that reduces productivity.
The Transport Approval System has been designed to address these issues by providing an easy and efficient way for staff members to request approval for the use of unplanned transport means, while also enabling near real-time reporting for faster reimbursement and improving productivity.
