The Challenge
The client was managing licensee operations for individuals and companies using a legacy paper-based system with limited automation and fragmented data handling. Key challenges included manual and time-consuming license renewal tracking and notifications, lack of centralized and structured licensee data, inefficient communication with licensees and internal stakeholders, limited visibility into renewal status and audit history, no modern self-service portal for external users, and difficulty adapting the system to evolving regulatory and policy changes.
Our Solution
InnovaGrid Tech designed and implemented a modern, scalable Licensee Management System using Microsoft Power Platform, including Power Apps, Power Automate, Dataverse, SharePoint, and Power Pages, integrated with the existing SharePoint intranet.
Solution Architecture & Design
- Designed an end-to-end data model for licensees, including individuals and companies.
- Defined relationships between licensees, license types, renewals, and audit data.
- Continuously aligned the solution design with evolving regulatory requirements.
Power Apps – Licensee Management System
- Built a model-driven application for internal users to manage licensee records.
- Configured forms, views, business rules, and calculated fields for dynamic behavior.
- Implemented role-based security, field-level access, and audit tracking.
- Enabled conditional form logic to improve usability and data accuracy.
- Used Dataverse and SharePoint lists for structured and scalable data storage.
Power Pages – External Licensee Portal
- Developed a secure extranet portal for licensee interaction.
- Enabled responsive design for desktop, tablet, and mobile users.
- Provided controlled access for licensees to view relevant information.
- Enhanced UI/UX using HTML, CSS, and JavaScript aligned with organizational branding.
Power Automate – Workflow Automation
- Built an automated renewal reminder system with 60, 30, 15, and 7-day notifications.
- Implemented overdue license tracking and escalation workflows.
- Stored dynamic email templates in SharePoint for flexibility.
- Automated audit logging for notifications and system actions.
- Delivered consolidated reporting emails to managers and supervisors.
Platform Setup & Governance
- Configured Development, Test, and Production environments in Power Platform.
- Integrated Azure Active Directory for secure authentication.
- Delivered user training, governance documentation, and operational support.
Key Results
- Reduced manual effort in license renewal tracking by more than 70%.
- Improved renewal compliance through automated reminders and escalation.
- Achieved centralized and structured licensee data management.
- Enabled real-time visibility of license status and audit history.
- Improved communication efficiency between regulators and licensees.
- Established a scalable, future-ready Power Platform ecosystem.
