Transforming Risk & Project Management for Tillotts Pharma with PowerApps

Executive Summary

Tillotts Pharma, a leader in the pharmaceutical industry, faced significant challenges in managing its risk registers and project portfolios due to cumbersome, paper-based risk logs and manually updated project management (PPM) dashboards. The company needed a solution that would centralize its risk management, automate notifications, and provide real-time visibility through dynamic dashboards. By leveraging Microsoft PowerApps and related Microsoft technologies, our team of Analyst, Architect, and Developer reimagined their processes, resulting in an 80% reduction in manual reporting and 50% faster project status updates. This case study details the challenges, our approach, the technical transformation, and the tangible benefits experienced by Tillotts Pharma.

Challenge: Outdated Paper-Based Systems and Inefficient Dashboards

Tillotts Pharma was grappling with a series of inefficiencies that hampered its project and risk management processes. Key issues included:

• Paper-Based Risk Logs: The reliance on physical documents and spreadsheets led to inconsistent risk reporting, delayed updates, and a lack of centralized data. Critical risk information was scattered, causing delays in recognition and mitigation.
• Manual PPM Dashboards: Data for project management was manually compiled, resulting in outdated insights and an inability to track budgets, schedule, and progress in real-time. This manual effort consumed significant time and resources.

These challenges demanded an innovative solution that not only digitized existing processes but also provided proactive measures to manage risks and projects effectively.

Approach: Leveraging Microsoft PowerApps for a Digital Transformation

Our team adopted a dual-pronged approach using Microsoft PowerApps to develop two integrated solutions:

Risk Management Application

The Risk Management App was designed to serve as a centralized registry for all risk-related data. The key features included:

• Centralized Registry: All risk entries were digitized and stored in a single, secure database accessible via the app.
• Automated Alerts & Notifications: Users received real-time alerts when new risks were added, or risk scores exceeded predefined thresholds. This feature ensured immediate attention to high-impact risks.
• Dynamic Risk-Score Samples: The app calculated and displayed risk scores based on input criteria. For example, a typical risk entry might display a risk score of 7.5 (on a scale of 10), with clear indicators on potential business impact.

Project Portfolio Management (PPM) Tool

The PPM Tool was developed to address the challenges of managing live dashboards and tracking multi-faceted project data. Key features include:

• Live Dashboards: Interactive dashboards display current project statuses, enabling managers to monitor progress, budget variances, and schedule deviations in real-time.
• Budget Tracking: Integrated budget tracking modules automatically update expenditure and forecasting figures, reducing the potential for manual errors.
• Automated Notifications & Approvals: The tool streamlines approval workflows through automated notifications, ensuring that project updates and changes are communicated and acted upon promptly.

Our Role in the Transformation

Our multidisciplinary team played a critical role in this digital transformation:

• Analyst: Conducted a thorough assessment of Tillotts Pharma’s existing processes to identify pain points and gather requirements from key stakeholders.
• Architect: Designed a scalable architecture leveraging PowerApps and integrated Microsoft technologies to support seamless data exchange and process automation.
• Developer: Built, tested, and deployed the Risk Management App and PPM Tool, ensuring they met all operational needs and provided a user-friendly interface for quick adoption.

Results: Significant Efficiency Gains and Enhanced Visibility

The implementation delivered impressive results:

• 80% Reduction in Manual Reporting: Automation removed redundant manual processes, freeing up employee time for strategic tasks.
• 50% Faster Project Status Updates: Real-time data feeds and automated notifications allowed rapid decision-making and responsive project management.
• Real-Time Risk Visibility: With every risk updated instantly on the dashboard, the ability to proactively manage and mitigate issues improved significantly.

One key stakeholder at Tillotts Pharma remarked, "The integration of PowerApps into our risk and project management has revolutionized how we operate. The accuracy and speed of information have empowered us to make informed decisions swiftly, saving both time and resources."

Real-World Impact and Next Steps

This transformation is a sterling example of how digital tools, when properly implemented, can dramatically enhance operational efficiency and risk management. The real-world impact of this project includes:

• Improved Decision-Making: Real-time dashboards enable managers to quickly identify potential issues and act decisively, reducing project downtime.
• Resource Optimization: With a significant reduction in manual processes, teams can focus on value-adding tasks rather than data entry, leading to overall cost savings.
• Scalability: The modular design of the PowerApps solutions ensures that they can scale with the company’s needs, accommodating future process modifications or additional functionalities.

Based on the success of this project, we recommend that organizations looking to modernize their risk and project management practices consider the following next steps:

• Conduct a Process Audit: Evaluate current risk and project management protocols to identify inefficiencies.
• Invest in Digital Transformation: Leverage platforms like Microsoft PowerApps for process automation and real-time data visibility.
• Focus on User Adoption: Ensure that employees receive proper training to maximize the benefits of new tools.

Conclusion

The case of Tillotts Pharma illustrates that the integration of modern, cloud-based solutions into legacy processes can lead to transformational changes. Microsoft PowerApps provided an agile platform to address key challenges in risk and project portfolio management, resulting in measurable improvements in efficiency and risk control.

In today’s fast-paced business environment, equipping your organization with the right digital tools is not just an option—it’s a necessity. Embrace the transformation and start reaping the benefits of automated workflows, real-time insights, and empowered decision-making.

Next Steps: Organizations interested in a similar transformation should assess their current systems, pilot small-scale PowerApps solutions, and collaborate with experts to establish a tailored roadmap towards full-scale digital integration.

For Tillotts Pharma, the journey towards digital excellence with Microsoft PowerApps has set a new standard for operational efficiency and risk management, paving the way for future innovations and continued success.