Client: Outside School Hours Care (OSHC)
Industry: Education
Organisation Size: 200+ employees
Headquarters: Queensland
Technologies: SharePoint Online, Docusign, Power Automate
The Challenge
Due to the Australian Government ECEC December 2024 Wage increase, an Outside School Hours Care (OSHC) needed to streamline their contract management process to handle the high volume. The existing manual process was prone to errors and time-consuming, with over 2,500 contracts needing to be sent. The challenge was to automate the process from form submission to contract execution without requiring user interaction, ensuring accuracy and compliance.
The Solution
- Power Automate Integration: Developed an end-to-end document automation solution using Power Automate that seamlessly integrated with Power Apps and DocuSign. The process began with users submitting a digital form via Power Apps, which automatically populated the relevant fields in the corresponding DocuSign templates — eliminating the need for manual input or duplication of effort.
- Document Workflow: Once documents were signed via DocuSign, the system automatically converted them into PDF format and saved them directly into a designated SharePoint Online document library. This ensured consistent storage and secure, centralised access to finalised agreements.
- Document Management: The solution handles a list of documents provided by the client, eliminating the need for user interaction. The SharePoint list is updated, and documents can be accessed in the document library.
- Contract Handling: The platform was built to handle a high volume of contracts — approximately 2,500 in total — including both cover letters and main contract documents. The system ensured that each item was correctly processed, signed, stored, and tracked, supporting the client’s complex operational needs without user intervention.
The Benefits
- Operational Efficiency: The fully automated contract lifecycle — from form submission to digital signing and document storage — significantly reduced the time and manual effort previously required to manage contracts. This freed up staff to focus on higher-value, client-facing tasks rather than repetitive administrative work.
- Accuracy and Compliance: By automatically populating form fields and standardising the signing process, the risk of data entry errors or missed signatures was minimised. This ensured contracts were completed accurately and consistently, improving overall compliance and audit-readiness.
- Scalability: Designed to handle approximately 2,500 contracts, the system easily accommodates large volumes and is fully scalable to meet future demand. New contracts and workflows can be added with minimal effort as the organisation grows.
- Improved User Experience: With no need for manual uploads, email chains, or repetitive data entry, the process became intuitive and seamless for end users. This ease of use supported strong adoption and improved overall satisfaction with internal tools, and allows for staff to focus on higher-value tasks.