Project Administration Tool

Project Administration Tool streamlines project administration by automating key tasks and standardizing the project creation process. It provides a user-friendly interface for creating new projects, modifying projects, requesting approval, tracking progress, allocating resources and calculating profit margins.

The solution utilizes the Microsoft Power Platform suite of tools (Power Apps, Dataverse, Power Automate and Power BI) along with SharePoint and HubSpot CRM to offer features such as pre-filled forms, automated approval workflows, and extensive project reporting capabilities. Its key benefits include improved efficiency, standardized processes, enhanced oversight, and better document management, ultimately automating tasks, reducing errors, and simplifying and improving the user experience.

Automated Data Syncing: The tool automatically syncs data with HubSpot via their API's, leveraging an automated cloud flow to check for new and modified Company, Contact, and Deal records, which are then updated in the Project Administration Tool database. This eliminates the need for manual data sourcing from HubSpot, reducing errors and increasing efficiency.

Pre-filled Forms: All forms within the app are automatically populated with the relevant customer and user data from HubSpot and Azure Active Directory. This streamlines the user experience by auto-filling fields and utilizing data validation, minimizing the risk of incomplete or inaccurate information.

Automated Project Request Approval Flow: The tool features an automated approval workflow for project requests. If a project meets predefined criteria, the request is automatically approved and forwarded to the Finance department for further processing. If these criteria are not met, then the request is forwarded to management via the Microsoft Teams approvals workflow and Microsoft Outlook.

Project Tracking and Reporting: The tool offers project reports and dashboards for enhanced project oversight and analysis, providing visibility into projects created using the tool and facilitating data-driven decision-making.

Project Margin Calculator: The Project Administration Tool is able to quickly and easily calculate the potential profit margin of a project, thereby allowing project managers to decide on resource allocation and feasibility.

Centralized Document Storage: All project-related documentation is automatically saved to a SharePoint document library, providing a centralized repository for contracts, completed project requests, and other relevant documents, accessible to authorized users.

In summary, the Project Administration Tool automates multiple steps in the project administration process, from data retrieval to approvals and document storage, with the goal of reducing manual effort, minimizing errors, and expediting project creation and management.