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InnovateIn48 - Team G5 - Driving 'Four'ce
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- What's in the Name
- Problem Statement
- Solution Approach
- Technology
- Features
- Benefits
- Future Plan

What's in the Name
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The application uses
1. Microsoft Excel
2. Microsoft Power Apps
3. Microsoft Power Automate
4. Microsoft Power BI

Hence, the name Driving 'Four'ce

Overview
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#### 1. TDGov Practice Review Mailer

TDGov team conduct periodic development-project reviews and schedule is shared with RTEs/ LPMs/ Development Manager
Half-yearly schedule is drafted and shared with stakeholders to accommodate any deferrals. These reviews are selected each month and notices of selections sent to the teams that they have been selected for a review. Half-yearly schedule is the master record to come up with monthly PR schedule.

Currently, the monthly schedule is extracted from the Half-yearly schedule, with latest updates to deferrals, waivers and change in PoC
The challenge is to RTE/ LPMs updates in the half-yearly schedule in sync with ART tracker in WoW site
The primary goal is to reduce the time in cross checking on the updates to RTEs, LPMs and ART names. Automated mailer generation will reduce the time in pulling out the mailer list and the mail content
Send a reminder note when the completed TDGov workbooks are not submitted with due date

### 2. Clarity Timesheet Reporting

Clarity is a Project and Portfolio Management tool, and a way for FIS to capture how much time people are spending on projects or other work. This helps us make informed decisions about prioritization, budgets and planning.

#### Objective:
* Ensure timesheet booking by all resources
* Escalate to resource manager/ PMs on missing time entry
* Enable corrections on time to Clarity-PlanView

### 3. Live TDGov Dashboard
* The current report is available in Excel and Powerpoint.

#### Objective
1. Live status update
2. Advanced filters to cater to the needs of the leaders viewing it

Problem Statement
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1. Currently around 2 person days is spent on creating TechDev Governance (TDGov) Monthly Practice Review (PR) schedule, publishing and follow ups with PoCs
2. Clarity Timesheet Missing reporting - an effort of 1/2 hour per report generation and publication to the resource managers and designated PMs. The count of reports vary each week. On an average 80 records are being shared
3. Clarity Time Approval report - On an average 70 records are sent to the resource managers
4. Clarity PlanView Discrepancy - when teams book time both in Clarity and PlanView, a comparison is carried out to figure out the missing components. Average of 200 records are to be verified
5. TDGov PR Status Dashboard - The need to have updated report catering to various domains and different time frame, is requested by the leads and for current details at any given point in time.

Features
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1. TDGov Practice Review Mailer generation
2. Clarity Missing timesheet mailer generation and publication
3. Clarity Missing CAP approval mailers to Resource Managers
4. Clarity-PlanView Discrepancy Reporting
5. Live TDGov PR Status Dashboard (role based views) using Power BI

Technology
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1. Microsoft Excel - backend
2. Microsoft PowerApps - Front end design and access the application
3. Microsoft Power Automate - to create flows and send mailers
4. Power BI - to generate 'Live' TDGov PR status

Solution Approach
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#### 1. TDGov Monthly Practice Review Mailer and Reminder Notice

Driving 'Four'ce Front end in PowerApps->Outlook Mailer: 
Note right of Driving 'Four'ce Front end in PowerApps: TDGov PR Half-yearly Schedule in Excel
Note right of Driving 'Four'ce Front end in PowerApps:TDGov PR Monthly Schedule extraction in Microsoft Excel
Note right of Driving 'Four'ce Front end in PowerApps: Rally ART Tracker
Note right of Driving 'Four'ce Front end in PowerApps: Power Automate Workflow to create Monthly Schedule Mail Template
Note right of Driving 'Four'ce Front end in PowerApps: Power Automate Workflow to send Monthly PR Schedule for Approval by Director, SDLC Practice Review
Outlook Mailer-->Driving 'Four'ce Front end in PowerApps: On Approval
Note right of Driving 'Four'ce Front end in PowerApps: Power Automate Workflow to publish Monthly PR Schedule to RTEs, LPMs and PMs
Note right of Driving 'Four'ce Front end in PowerApps: Power Automate Workflow to create TDGov PR Reminder Mail Template 
Note right of Driving 'Four'ce Front end in PowerApps: Power Automate Workflow to send TDGov PR Reminder notice

#### 2. Clarity Missing Timesheet Mailer

Clarity Missing Timesheet in PowerApps->Outlook Mailer: 
Note right of Clarity Missing Timesheet in PowerApps: Clarity Unsubmitted Timesheet in Excel
Note right of Clarity Missing Timesheet in PowerApps:  Week details to be selected from the dropdown
Note right of Clarity Missing Timesheet in PowerApps: PowerApps flow to create mail template
Note right of Clarity Missing Timesheet in PowerApps: Power Automate Workflow to send Clarity Missing Timesheet mail to Individual Resource Manager with respective resource details

#### 3. Clarity Missing CAP Approval Report

Clarity Missing CAP Approval  in PowerApps->Outlook Mailer: 
Note right of Clarity Missing CAP Approval  in PowerApps: Clarity Missing CAP Approval extract in Excel
Note right of Clarity Missing CAP Approval  in PowerApps:  Week details to be selected from the dropdown
Note right of Clarity Missing CAP Approval  in PowerApps: PowerApps flow to create mail template 
Note right of Clarity Missing CAP Approval  in PowerApps: Power Automate Workflow to send Clarity Missing CAP Approval report to Resource Managers

#### 4. Clarity-PlanView Discrepancy Report

Clarity PlanView Discrepancy Report  in PowerApps->Outlook Mailer: 
Note right of Clarity PlanView Discrepancy Report  in PowerApps: Clarity Missing CAP Approval extract in Excel
Note right of Clarity PlanView Discrepancy Report  in PowerApps:  Week details to be selected from the dropdown
Note right of Clarity PlanView Discrepancy Report  in PowerApps: PowerApps flow to create mail template 
Note right of Clarity PlanView Discrepancy Report  in PowerApps: Power Automate Workflow to send Clartity PlanView Discrepancy report to designated Clarity Manager

#### 5. TDGov PR Status in PowerBI

TDGov Schedule Tracker in SharePoint list->PowerBI Dashboard available with access limited to Roles: 
Note right of TDGov Schedule Tracker in SharePoint list: Filters by month, quarter and year
Note right of TDGov Schedule Tracker in SharePoint list: Advanced filters by Domain and ART or Project Name
Note right of TDGov Schedule Tracker in SharePoint list: Live Dashboard refreshed everyday at 6pm IST

Benefits
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|Feature |Before the application | Post Driving'Four'ce|
| -------- | -------- | -------- |
| TDGov Practice Review Mailer | 2 person days | 95% effort saving and reduction in errors|
|Clarity Timesheet Reporting|1/2 hour per report| 97% effort saving
|TDGov PR Status Dashboard|1. Limited views in Excel and PowerPoint|Live Dashboard, with Role based views. One time effort of 28 person hours to create the report

Future Plans
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1. The features can be customized for any project management functions/ activities
2. Plan to cater to handle large data
3. It can be packaged and provided as an API
4. App can be shared with other users in the organization by providing link to the tool
5. The tool can be embedded in Teams Channel
6. Read receipt of reports to ensure the receipients have viewed the shared reports

###### tags: `Templates` `Book`