Confluent uses Power Platform to Modernize Operations
“What we want to do is serve clients better by freeing up our staff from data entry and record keeping and get better insights into our clients’ progress. The Power Platform solution makes that possible.”
Tim Molloy, COO, Santa Barbara Rescue Misson
Power Platform expert introduces low-code efficiencies to non-profit
In 2020, an engagement with Mission Linen Supply in California led to the development of a preventative maintenance app that would allow the laundry services provider to better manage maintenance for its washers, dryers, and other machinery across 30 plants. CEO John Ross was so impressed with the results of the solution that he asked if he could share it with a non-profit where he served as a board member: Santa Barbara Rescue Mission (SBRM). Providing residential programs aimed at assisting men and women with recovery and homelessness, SBRM saw the value of the app in managing maintenance efforts at its facilities. But the organization’s primary challenge was that all of its data was collected via paper forms, which were then manually entered into a Microsoft Access database. That meant that employees had to spend large amounts of time entering data rather than helping the Mission’s residents and guests. So SBRM asked the Confluent team to put its Power Platform expertise to work and modernize these core processes.
Foundation for improving productivity and data insights
Confluent’s first project was to tackle the Microsoft Access database, which was migrated to Microsoft Dataverse to make the organization’s data readily accessible to use with any Power App or workflow created. Confluent then built a model-driven Power App user interface, which enabled SBRM to shift to a paperless model where all data entry, document creation, and program operations were digitized. Instead of handing clients and guests a clipboard with paper forms to fill out, the non-profit now gives them an iPad running the Power App. “Everything occurs within the Power App and is stored in Dataverse,” said Farrell. “This lets staff eliminate a lot of duplicate data entry that was happening, as well as avoid data entry errors. We also integrated Power Automate with airSlate’s third-party document management solution so SBRM can automate the creation of PDFs from forms data.”
In just three months, SBRM went live with the new Power Platform solution, revolutionizing how day-to-day tasks are handled across the organization. “As a non-profit, when we look at ROI we’re not trying to serve any more clients, because we’re already pretty much at capacity,” said Tim Molloy, COO at SBRM. “What we want to do is serve clients better by freeing up our staff from data entry and record keeping and get better insights into our clients’ progress. The Power Platform solution makes that possible.”
Because Power Platform offers built-in security, the organization is able to easily comply with HIPAA regulations and state audit requests. “This was a massive checkbox for deciding whether the Power Platform was a good fit. If you tried to build a custom app with similar levels of security and compliance, it would be prohibitively expensive and take years,” said Farrell.
The SBRM solution also benefits from seamless integration with Microsoft 365, making it possible for staff to work with familiar tools that don’t require any additional training. “Our staff doesn’t need to use 10 different apps to get their job done because Power Platform is integrated directly into Outlook and Teams,” said Molloy. “This integration creates less friction, meaning staff members spend less time figuring out logins or moving between apps. That is more time they can spend with clients.”
Faster adaptation to changing business needs
Since launching the initial solution, SBRM has been able to quickly and easily deliver additional apps and workflows to help improve existing services or support new program efforts. For example, as a state licensed and certified drug and alcohol treatment program, SBRM is required to conduct randomized drug testing. Working with Confluent, the team was able to create a Power App that assesses the current client load and intelligently assigns randomized testing times in accordance with regulations. Molloy commented, “Not only do staff not have to spend time coming up with the schedule, the entire process is now paperless—staff and clients sign off on results directly in an iPad.”
With Power Platform, Confluent is typically able to deliver added functionality in two to four weeks. “It is very flexible, so when we add new programs, Confluent can address that in Power Apps without a heavy lift,” said Molloy.
SBRM is also looking into expanding its reporting and insights using Power BI, which offers staff critical metrics they can use to improve services. Power BI makes it possible for employees to drill into individual data sets as needed versus relying on static monthly or quarterly reports. “Power BI is really going to help us democratize our data,” said Molloy. “Everyone will be able to see who we have in our buildings and how they are being cared for.”
Seeing the impact of Power Platform at work
Confluent’s work with SBRM has been extremely rewarding, underlining the potential for transformation that the team saw in Power Platform 10 years ago. “We are really thankful that we’ve been able to use our expertise to assist an organization that is doing such important work,” said Farrell.
Molloy concluded, “Confluent feels like they are a part of the team. I can’t speak more highly of their work. We couldn’t serve the clients we do every day, every year if we didn’t have this behind the scenes making it possible.”