Procurement Request Automation
Procurement request automation
ProfileOne was approached by a very well-established homecare/NDIS provider to provide streamline solution for their procurement process.
Our client required a solution, so there is streamline approval process between care coordinators, case managers and finance team. The project scope also included the following tasks under ProfileOne’s portfolio
The project was completed using Microsoft forms, power automation and MS teams. Microsoft offers a versatile yet simple tool for creating surveys as part of Microsoft 365 subscriptions. To start of the project scope was created and placed on MS team.
Dividing the form was in to two parts:
- Service Request
- Procurement Request
Access Management Request for the forms:Once the form is filled it will automatically fill the information on “Approvals” excel sheet (located on MS team in general folder)
Approvals has two sheets: Service request and Procurement request. Also, the form will trigger an email to the relevant person.
Approval functionality : is integrated with the email, so person receiving the email will have the ability to approve or reject directly from the email.
| Service Request | Procurement Request |
|---|---|
| Person filling the form Person needs to be notified | Person filling the form Person needs to be notified Operational manager |
| The rejection and approvals are given at the level of the person receiving the triggered email. | Procurement request form automatically create a procurement spread sheet with the name of the consumer. Path Microsoft forms General Procurement Spreadsheets. The link of the spread sheet is sent along with the trigger email on each step. The rejection and approval are given at two levels. Person who is receiving the email at first point and second approval is given by the operation manager. |
| Once it is approved from the link in an email. It automatically completes the excel sheet and trigger an email back to the person who filled the form regarding approval or rejection | Once it is approved from the link in an email. It automatically completes the excel sheet and trigger an email back to the person who filled the form regarding approval or rejection. It also notifies the first approver and the account department. |
Advantages :
- Fast implementation
- Simple setup of the form
- Simple application
- Integration in the intranet, e-mail, Teams tabs, and many more.
