IT Procurement Power App – Workflow Automation & Stakeholder-Driven Design

Project Overview

The IT Procurement Power App was developed to digitise and automate procurement workflows at J.&J. Denholm Group. The goal was to eliminate manual processes, improve visibility, and increase operational efficiency across the IT purchasing lifecycle.

Key Contributions

• Requirements Gathering & Analysis: Conducted stakeholder interviews and workshops to capture detailed business needs. Documented both functional and technical requirements for the IT procurement lifecycle.

• Process Flow Design: Designed detailed process maps to visualise each stage of the procurement process—from initial request through multi-level approvals and final fulfilment.

• User Story Development: Authored user stories and acceptance criteria to guide agile development, ensuring the app addressed key business goals and user expectations.

• App Design & Development: Built the custom application using Power Apps, configuring forms, logic, approval flows, and status tracking features to enable intuitive user experiences.

• Integration & Testing: Integrated with Microsoft SharePoint and Teams to centralise communications and data storage. Conducted UAT to validate that the app aligned with user and technical requirements.

• Training & Documentation: Developed user guides, system documentation, and facilitated training sessions for key users to ensure smooth onboarding and long-term adoption.

• Stakeholder Engagement: Maintained ongoing communication with stakeholders, collecting feedback and iterating on the app to improve functionality and performance.

Outcomes

• Fully functional, integrated IT Procurement Power App deployed across the business.
• Manual tracking eliminated, significantly reducing approval time and administrative overhead.
• High adoption rate driven by intuitive design and end-user training.
• Clear audit trails and automation improved compliance and transparency.

Balancing detailed approval logic with simplicity in UX. Integrating new workflows into established legacy systems. Ensuring stakeholder expectations were met through iterative delivery cycles. Coordinating across departments with varying procurement processes.