Case Study

CAPEX Request Power App: A Modernised Solution

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The Challenge

A large healthcare organisation was relying on an outdated CAPEX approval app built in Nintex on SharePoint 2010. It not longer met their needs due to:

• No mobility – Limited to desktop use
• Poor accessibility – Difficult for geographically dispersed teams
• No documentation or internal expertise – Difficult to maintain or enhance

With their move to SharePoint Online (SPO), they sought a modern, mobilefriendly
solution leveraging existing Microsoft 365 licensing.

The Requirements

The client needed a streamlined solution to:

• Enable managers to lodge CAPEX requests from anywhere
• Automate workflows for smoother approvals
• Provide real-time budget updates with reporting integration.
• Be fully accessible via Microsoft Teams and mobile devices.

The Design & Solution

Deptive took a focused, collaborative approach, using Microsoft Power Apps to deliver a scalable, accessible app that combined the old system’s core features with powerful enhancements.

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Key Features

Mobile-First Accessibility

Fully integrated with Microsoft Teams for seamless use across devices

Automated Workflows

Notifications, approvals,and submissions are fully automated and traceable

Real-Time Budget Updates

Integration with SharePoint feeds data into Power BI for detailed, real-time insights

Improved UX & Security

Intuitive interface, better data structure, and features like annual budget archiving

Cost Efficiency

Replacing Nintex cut licensing and support costs while simplifying their IT environment

Scalable for Growth

Designed with scalability in mind, allowing the client to add new features without a complete overhaul

The Outcome

Migrating to Power Apps not only modernised the client’s CAPEX process but also laid the foundation for scalable, future-ready business process automation across their organisation.

Costs savings realised from reduced licensing fees and decommissioned legacy system

Smoother processes and reliable tracking improved productivity

Managers praised the ease of use and mobile flexibility

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Case Study

Document
Bank 365

Achieve Document Control Excellence with Deptive’s SharePoint and Power Platform Document Management Solution

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The Challenge

Managing important controlled documents-such as policies, procedures, contracts, and templates-was becoming increasingly difficult for our customers across industries including real estate, manufacturing, construction, and healthcare. These industries often handle critical documents that must meet strict compliance and regulatory standards, making efficient, accurate document management essential to their operations.

Their existing document management systems often lacked:

• A Single Source of Truth: Documents were scattered across multiple locations, leading to version confusion, duplication, out-of-date information, and a lack of trust in information accuracу.
• Ownership and Visibility: No consistent model for ownership, review, and approval processes, with limited ability to track document status.
• Governance: Inconsistent lifecycle management from creation to archival, limited visibility, and minimal auditability.
• Usability: Manual, fragmented processes made it difficult for users to efficiently find, access, and share documents, with no built-in feedback loop.

Our clients were seeking a modern, secure, and scalable document management solution that would:

• Align with their compliance requirements.
• Deliver an intuitive user experience.
• Leverage their existing investment in Microsoft 365.
• Be configurable to match their specific business needs.

The Design & Solution

To address these challenges, Deptive developed Document Bank 365-an enterprisegrade, scalable, and configurable Microsoft 365 solution. Built on SharePoint and enhanced with Power Apps and Power Automate workflows, Document Bank 365 is tailored to each client’s unique needs.

Our Accelerator Offering-a pre designed, configurable solution framework-uses a templated design approach to rapidly deliver a comprehensive, fit-for-purpose document management system with a proven methodology and a modern, intuitive user interface.

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Key Features

Centralised Document Repository

A consistent library structure with rich metadata, enabling highly searchable content.

Automated Workflows

Power Automate workflows manage documents throughout their lifecycle, including approvals,
reviews, notifications, and actionable reminders via Microsoft Teams or email.

Role-Based Access

User roles and permissions are managed using SharePoint and Azure Entra ID security groups,
ensuring appropriate access control for Users, Editors, Reviewers, and Approvers.

Custom Branding

The solution can be customised to reflect your branding, including colours, logos, and design elements.

Governance & Compliance

Built on Microsoft best practices, Document Bank 365 enables clients to align document management with industry and regulatory compliance requirements.

Flexible Configuration Options

Document Bank 365 is designed to be configurable to meet your unique business requirements.

Management Power App

Provides users with a centralised view of document attributes-such as metadata, version history, and related documents-and a
mechanism for submitting feedback to drive continuous improvement.

Document Bank 365 is a proven enterprise document management solution powered by Microsoft SharePoint.

Deptive’s Accelerator approach enables rapid deployment of a foundational solution, which can then be extended and tailored to your organisation’s specific requirements.

Each engagement includes discovery and design workshops to ensure the solution is correctly scoped and aligned to your business needs, delivering the right outcomes.

The Outcome

With Document Bank 365, our clients achieve enterprise-grade document control excellence, gaining:

Productivity Gains

Rapid access to controlled documents, reducing administrative effort and improving operational efficiency.

Enforced Governance

Automated workflows ensure compliance with scheduled document reviews and validation
processes.

Enterprise Security

Built on Microsoft 365’s information protection capabilities, ensuring the right people have access to the right content.

Collaboration and Adoption

Enhanced discoverability and access through Microsoft Teams and SharePoint helps break down silos and reduce shadow IT risks.

Visibility and Analysis

Business leaders gain critical insights into document usage and status, supporting better analysis and reporting.

Cost-Effective Scaling and Support

Built on your existing Microsoft 365 platform, with no additional hosting costs, and scalable to meet your organisation’s growth.

Customer Feedback

Our extensive commodity processing plants and smaller manufacturing facilities operate under complex framework of statutory regulations and oversight.

Managing approximately 10,000 safety, procedural, and quality documents requires a system that ensures governance, auditability, and seamless accessibility for staff across our 10 Australasian locations-24/7.

With our SharePoint 2010 repository and Nintex-driven approval and publishing workflows reaching the end of their lifecycle, maintaining sustainability became a challenge, making a replacement essential.

Deptive’s Document Bank 365 emerged as the ideal solution, allowing rapid configuration to meet our unique requirements. Document migration was streamlined into a repeatable process, while navigation pages were highly adaptable, catering to the specific needs of our shop floor teams. Built entirely on out-of-the-box SharePoint 365, DB365 delivers a sustainable, resilient, and cost-effective system for managing our business-critical documentation.

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Case Study

Modernising Accounts Receivable for an NZ Media Company

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The Challenge

One of New Zealand’s most prominent media organisations approached Deptive with a challenge: their Accounts Receivable (AR) process was outdated, inefficient, costly to operate and provided a poor user experience. Driven by a desire to modernise and enhance productivity, our client faced tight time constraints and required a timely, effective solution.

The client highlighted several key challenges at the start of the project:

• The AR team was based offshore and reliant on a legacy Microsoft Access solution
• The process was manual, inefficient, and unscalable, causing high operating costs
• AR data was fragmented across multiple systems
• An internal NZ-based team was scheduled to take over the process within a few months, requiring immediate action to address the existing solution

Our client was seeking a modern, secure and integrated AR solution that would:

•  Reduce costs, consolidate data, and automate workflows
• Create an automated solution for matching received bank payments with customer accounts in Dynamics 365 (D365)
• Be developed with the core business requirements in mind, allowing for rapid deployment of a modern AR solution
• Log process metrics for performance analysis
• Provide integration into their Microsoft ecosystem, providing a great user experience

The Design & Solution

To meet tight timelines and budget constraints, Deptive took a Minimum Viable Product (MVP) approach using an agile, iterative delivery model. We worked closely with key stakeholders to quickly design and build a solution that met core business needs and could evolve over time

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The MVP included:

• An automated payment matching engine to process incoming bank transactions
• Reliable generation of D365 import files and exception reports to streamline reconciliation
• Logging of process metrics to support future optimisation
• A scalable Microsoft Power Platform architecture, leveraging the client’s existing Microsoft investment
• A foundation for future enhancements, including user interface improvements and new features

The Result?

A working solution delivered on time and within budget – ready for handover to the NZ-based team, ensuring a smooth transition of AR operations without disrupting the business

The Outcome

With Accounts Receivable, our clients achieve enterprise-grade document control excellence, gaining:

Timely Delivery

A fully functional MVP that met all business objectives within tight timeline.

Enhanced User Experience

Improved user experience and integration with the clients Microsoft 365 environment.

Cost Savings:

A 60%+ reduction in manual AR effort.

Improved Security

Improved data security, accuracy and reporting, with consistent exception handling.

Customer Feedback

This project delivered exactly what we needed-automated, efficient, and on time. We’re now equipped to scale and optimise AR with a modern solution built for the future.

– Client Project Sponsor

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Case Study

Optimising Virtual Desktop Solutions: Balancing Cost and Performance

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The Challenge

As their virtual desktop needs evolved, a healthcare organisation found that their existing solution was no longer a cost-effective fit. Following a significant rollout of laptops and tablets across their network, their virtual desktop requirements had fundamentally changed, leaving only a handful of users reliant on Citrix. With licensing costs set to increase by 30%+ in 7 months’ time, it was clear the current setup was no longer cost-effective.

The organisation needed a modern virtual desktop alternative that would:

• Support two distinct user personas: an outsourced offshore team and consultants/suppliers needing remote access.
• Deliver an acceptable user experience for remote work.
• Be implemented before their Citrix renewal deadline.

Additionally, they sought clarity on the costs and benefits of three potential solutions: Azure Virtual Desktop (AVD), Windows 365 (W365), or continuing with Citrix.

The Requirements

• A comprehensive cost-benefit analysis for AVD, W365, and Citrix.
• A solution that was scalable, reliable, and aligned with their business needs.
• A seamless transition to a cost-effective virtual desktop solution without disrupting
  operations.

The Design
& Solution

We collaborated closely with the client to analyse their needs and deliver a tailored solution:

Phase 1:
Cost-Benefit Analysis

• Conducted a detailed evaluation of the three options, focusing on licensing,support, and hosting costs.
• Presented pros and cons for each option, alongside an estimatedimplementation cost to support the business case.

Phase 2:
Implementation

• Piloted the chosen solution, AVD, to validate user experience for both personas.
• Designed and implemented the production environment, ensuring seamlessintegration with existing workflows.
• Transitioned the solution to Business-As-Usual (BAU) operations well ahead of theCitrix renewal deadline.

The Outcome

The client successfully transitioned to a modernvirtual desktop solution, achieving:

Costs Savings

Significant reduction in licensing and support costs compared to current solution.

Timely Delivery

The solution was fully implemented and operational before the Citrix renewal deadline.

Enhanced User Experience

AVD provided a reliable, flexible platform for both the offshore team and remote consultants.

Informed Decision Making

The client gained a clear understanding of the technology options and their business case,enabling them to make a confident decision.

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