Sharepoint & Microsoft 365

Medical recruiter upgrades approval & contracts with Microsoft 365 Power Apps

Business Agility’s solutions for us at Acacium Group have encouraged the way we manage our digital portfolio. The professional and honest manner in which Business Agility operates reflects entirely how we work at Acacium Group. Our partnership with Business Agility is one which has guaranteed we can effectively and efficiently conduct our medical staffing services in the best way possible.”

Leaders in the UK, Acacium Group (previously ICS – Independent Clinical Services)  provides health, life sciences and social care staffing and services to clients across the globe.

Acacium Group in the UK grow and diversify the markets it serves by recruiting the best people and empowering them with innovative technology solutions. Acacium Group’s aim is to be the first-choice partner for health, life sciences and social care professionals and providers, across the globe. Its specialties lie in three areas:

  • Specialised staffing
  • Workforce management solutions
  • Health and social care services

Challenges Acacium Group were facing

Given the nature of recruitment and talent sourcing, Acacium Group’s challenges were not uncommon. Efficiency was hampered by common traditional practices such as:

  • Emailing documents around often; causing difficulty in tracking
  • Complex file structures that were difficult to navigate
  • An intranet not being leveraged for effective communication and process
  • No real repository for ‘official’ documents – so accessing these takes much more time than necessary

The above meant that oftentimes documents were uploaded manually – meaning the most updated document was difficult to find. Adding document circulation via email now means there is more of a challenge for version control, etc. Forms used internally were simple Word-based forms, which were difficult to officially audit and track. This meant it was a challenge to prioritise cases in the best way.

What Acacium Group needed from a Microsoft Partner

Acacium Group needed guidance on how they could overcome these challenges by leveraging its existing investment in Microsoft 365.

With so many recent developments in the platform, Acacium Group wanted to ensure its processes for document tracking and form intelligence was utilised. With so much potential for automation, Acacium Group wanted to establish best practice for document management, document approval and other facets of process that needed streamlining.

With the above in mind, Acacium Group needed a Microsoft Partner with deep experience in automating complex systems and complicated approval processes.

The solution: Where Business Agility came in for Acacium Group

Business Agility were selected and added the following value within three distinct areas of functionality.

#1 – Automation Reporting

The first win was the delivery of a Business Intelligence request service.  This was built as a reporting tool using PowerApps and Planner behind the scenes. It ensured people could request for reports efficiently

#2 – Automating Document Approval

The second value-added delivery was the delivery of an approval system to assist with Acacium Group’s document approval challenges. This system used Power Automate and workflow within the Microsoft 365 environment. Business Agility’s solution meant that only the up to date versions of documents were available

The extensive use of list view formatting within the Microsoft 365 environment meant that the document approval system looked clean and more user friendly than a standard document library. The icons in the example below linked to specific workflows administrators were able to activate when necessary.

Users only need to navigate to one central location in order to access the document approval system. Users don’t have permissions to see pending versions of documents, so they know what they’re accessing is the one and only version they need to see.

ICS document approval

#3 – Automating Document Management

The third piece of delivery was a comprehensive document management system. This was enabled through some clever code and Power Apps.

This system was designed to hold document sets for all the records that make up a contract. This document set would contain lots of metadata relating to all the individual documents. These document sets undergo review by many different users, so it was imperative the sets were laid out in a concise and obvious manner.

As this system was a large one, a dashboard was created to enable easy to access. This made visibility much simpler for the users of this document management system. Users could access all components such as links, tasks, deadlines, correspondence and more – all through the dashboard. Because of how simple the dashboard was to use, this allowed further adoption of Microsoft 365 technology within and across Acacium Group.

Effective search within Power Apps

To support everything, Business Agility delivered a rich search functionality which ensured documents were located easily (however, as with any search functionality, the search is only as good as the metadata uploaded with the documents!)

To help with effective metadata, once a new contract was set up, a form alongside is completed and that information provided, in turn, produces the metadata. Business Agility built in this functionality using Power Apps to guarantee search functionality was at its best.

Business Agility’s solution helped Acacium Group by

The three solutions outlined above empowered Acacium Group to meet its challenges head on and overcome them. Key results were:

  • The report request system establishes internal communication between departments and assists productivity
  • The document approval system encourages user adoption of Microsoft 365. Gone are the days of prolonged email tennis and difficulty tracking documents!
  • Document Management. The new and upgraded system allows Acacium Group to manage contracts faster and enables them to find any gaps within a document set.

Business Agility’s solutions for us at Acacium Group have encouraged the way we manage our digital portfolio”, said Kevin Saunders, Project Manager at Acacium Group. “The professional and honest manner in which Business Agility operates reflects entirely how we work at Acacium Group. Our partnership with Business Agility is one which has guaranteed we can effectively and efficiently conduct our medical staffing services in the best way possible.”