PO Management
and Team Allocation
Platform

Business Case

Business Problem

The organization managed a large outsourced workforce across multiple aviation projects, relying heavily on spreadsheets and email-based coordination. This caused:

• Difficulty tracking employee allocation across multiple projects.
• Lack of a centralized employee master record.
• Delays in onboarding new vendor resources.
• Manual attendance tracking, resulting in reporting inconsistencies.
• Limited visibility for managers into team utilization.
• Time-consuming timesheet review and approval processes.

These inefficiencies impacted operational planning, slowed project staffing, and created a high risk of errors.

Our Scope

We were engaged to design and implement a scalable digital platform to streamline the full outsourced workforce lifecycle.

• Conducting user research and workflow discovery workshops.
• Designing vendor and employee onboarding experiences.
• Creating project allocation and team assignment workflows.
• Digitizing attendance and timesheet submission journeys.
• Optimizing review and multi-level approval workflows.
• Developing role-based dashboards for managers, HR, and administrators.
• Conducting usability validation within the Microsoft PowerApps environment

Solution

We delivered a centralized PowerApps web application that digitized workforce allocation and operational coordination processes.

• Vendor Management & Employee Master Data
• Structured vendor data management enabled administrators to maintain employee roles, rate cards, and workforce records in a centralized repository.
• Employee Onboarding
• Vendors onboarded employees through guided digital forms supported by validation checkpoints, reducing onboarding delays and ensuring data completeness.
• Project Allocation & Team Assignment
• Department managers could assign employees to projects through an intuitive allocation interface showing availability, project duration, and assignment history.
• Visual indicators helped prevent allocation overlaps and resource conflicts.
• Attendance & Timesheet Management
• Employees submitted attendance digitally while supervisors reviewed working hours through simplified approval dashboards.
• Automated workflows reduced dependency on manual follow-ups.
• Role-Based Dashboards
• Each stakeholder accessed personalized dashboards showing pending approvals, allocation summaries, onboarding status, and team utilization insights.
• PowerApps Platform Integration
• The application leveraged enterprise authentication and ensured secure role-based access while maintaining usability within Microsoft PowerApps design constraints.

Business Benefits to Client

• Improved Workforce Visibility
• Managers gained real-time insight into employee allocations across projects.
• Faster Resource Deployment
• Digitized onboarding workflows reduced turnaround time for deploying vendor employees.
• Accurate Reporting
• Centralized attendance tracking improved timesheet accuracy and reduced operational discrepancies.
• Enhanced Collaboration
• Vendors and internal teams coordinated within a single platform rather than fragmented communication channels.
• Operational Efficiency
• Automated workflows significantly reduced administrative overhead associated with manual tracking.
• Higher User Adoption
• Simplified interfaces and guided workflows supported adoption among operational teams transitioning from spreadsheet-based processes.