Centralizing Regulatory Request Intake with One RIM App
Shane Jeffers
Centralizing Regulatory Request Intake
Streamlined submissions and reduced processing time by 20%
OVERVIEW
Too Many Emails. Too Much Risk
There was no form before the One RIM App, regulatory requests in the regulatory affairs department were handled through hallway conversations, scattered emails, and Teams messages.
✅ 20% faster regulatory request processing
✅ Over 1,000 requests submitted since launch
✅ 100% of requestors receive automated status updates
PROBLEM
Repeated Issues, Lost Time, and Poor visibility
The RIM team had no standardized way to intake, triage, or track requests. Users messaged whoever they knew, often Wilson (a key team member), making the system fragile. This was more than a UX issue it was a business risk.
❌ No formal system to track or assign requests
❌ Missed or repeated requests across departments
❌ One person was the bottleneck (and single point of failure)
SOLUTION
One Form to Handle It All
We created the One RIM App a centralized request tool built with PowerApps and SharePoint. It was designed using form UX best practices and automated workflows to ensure consistency, visibility, and speed.
Smart Form Design
Broke up long forms into clear screens
Grouped related inputs for easier comprehension
Used dropdowns and auto-populated fields where possible
SharePoint List + Power Automate
Each submission logged to SharePoint with a unique reference
Status field (Submitted, Complete, Closed)
Triggered custom email alerts on status changes
This wasn’t just about saving time, it gave users confidence.
For many, this was the first time they received structured, trackable updates in the regulatory request process.
RESULTS
Outcome of the App
The new system didn’t just improve intake it changed how our department worked. The app helped create visibility, confidence, and a standardized process.
✅ 20% faster regulatory request processing
✅ Over 1,000 requests submitted since launch
✅ 100% of requestors receive automated status updates
✅ One source of truth via SharePoint
REFECTIONS
What I learned
This project was a reminder that small, targeted changes can have a huge ripple effect.
We didn’t need a massive platform overhaul we just needed to solve a real pain point and ship something useful.
It also sharpened my ability to work in no-code tools like PowerApps and PowerAutomate, which are incredibly powerful for getting things live without waiting on dev cycles.
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Posted Jul 20, 2025
Streamlined regulatory intake with One RIM App cut processing time by 20% by replacing email/PDF workflows with a centralized PowerApps tool.
