Faster contracts and smarter tracking for a leading dental network

Our client is a leading provider of dental services in Australia.

Challenge

The existing contract management system was not meeting the needs of our client, as it was based on multiple Excel spreadsheets that were manually updated and prone to errors. The contract generation process was tedious and time-consuming, requiring staff to copy and paste data from different sources and format the documents according to our client’s standards. The reporting process was also cumbersome and inefficient, as staff had to work across multiple spreadsheets to aggregate and analyse data and produce reports. 
 

The key drivers and objectives of the project were to: 
 

• Simplify and streamline the contract management process, reducing the time and effort required to generate and manage contracts  

• Provide a single source of truth for contract data, ensuring accuracy and consistency  

• Provide reporting capabilities, enabling staff to easily access and filter through contract data  

• Automate tasks that were previously manual and repetitive, such as contract creation and data validation  

• Enhance the user experience and satisfaction of our client’s team  

Our approach

Our approach was to leverage the existing SharePoint and Power Automate platform and enhance it with new features and functionalities that would address the challenges and objectives of our client. We worked closely with our client’s team to understand their requirements, pain points and expectations, and to design and develop a solution that would meet their needs and preferences. 

The main components of our solution were: 

• A SharePoint site that served as the central hub for contract management, hosting the document libraries and list structures that stored the contract data and documents  

• A Power Automate workflow that automated the contract creation process, allowing staff to generate a contract with a single click and receive a link to the document via email  

Results

The successful implementation of the solution has provided our client with a reliable and efficient contract management system, that has improved their processes and outcomes.  
 

The solution has delivered the following benefits: 
 

• Reduced the contract generation time, by being able to generate a contract in a single click.  

• Eliminated the errors and inconsistencies that were caused by manual data entry and manipulation, ensuring the quality and accuracy of the contract data and documents  

• By consolidating all contract information into two well-structured lists, the team now has a clear, centralised system that eliminates unnecessary complexity and ensures data is easy to access and update. 

• The Power BI report has replaced multiple spreadsheets with a single, real-time view of contract and contact information. This user-friendly dashboard allows the team to filter and explore data effortlessly, whether reviewing historical contracts or drilling down into specific details like individual dentists. 

Beyond solving immediate pain points, the solution has set the team up with a system they can rely on for the long term, improving consistency and ensuring they can continue to work efficiently as needs evolve.