Automating Work Order Management with Dataverse and Power Apps

“Rockhop’s Power Platform solution revolutionized our facility work order management. By automating processes, we significantly enhanced response times and safety while achieving unparalleled visibility into costs and progress across locations. Their agile approach and technical expertise consistently exceeded our expectations.”

– Sean McKannay, CIO, Dick Hannah Dealerships

About the Project

The Company

Dick Hannah Dealerships is a family-owned auto group based in the Pacific Northwest, with locations in Portland, Vancouver, Kelso, and Sandy. They've been in business for over 75 years and are known for their commitment to customer service and community involvement.

The Challenge

Dick Hannah Dealerships had a manual, inefficient process for managing facility work orders across multiple locations. Requests were handled via emails and Excel spreadsheets, making it difficult to track status, urgency, and costs in real-time. With increasing facility demands, Dick Hannah sought to:

Improve safety for employees and customers by addressing facility issues promptly.
Centralize work order requests, status updates, and supporting documentation (e.g., images, videos).
Reduce the time and effort required to track work order completion and related invoicing.
Provide greater visibility into work orders, particularly those exceeding $2,500 for CFO oversight.
Identify trends and recurring maintenance tasks for process improvements.

The Solution

Rockhop developed a custom Power Platform solution to automate Dick Hannah’s work order management process. The solution leveraged Dataverse for data storage, Power Apps for mobile-friendly work order submission, and Power Automate for workflow management.

KEY FEATURES:

Model-Driven App: Streamlined the work order management process, allowing facility teams and managers to submit, review, and update work orders with ease.
Mobile Canvas App: Enabled staff to submit work orders and updates from any mobile device, attaching notes, photos, and videos for better documentation.
Automated Approvals and Notifications: Power Automate routed work
orders based on cost thresholds (e.g., notifying the CFO for work orders exceeding $2,500) and kept stakeholders informed of the status.
Centralized Data: All work orders were tracked in a single platform, making it easy to pull reports and identify maintenance trends.

The Results

The automated solution delivered significant improvements in work order management:

Increased Efficiency: Manual processes were replaced by an automated system, reducing the time needed to track and resolve facility issues.
Improved Visibility: Managers and the CFO gained real-time visibility into the status and cost of work orders, leading to better decision-making.
Faster Response Time: Facility issues were addressed more quickly, improving safety and satisfaction for employees and customers.
Scalability: The solution was built to scale, handling an increasing number of work orders as the business grows.

Automating Work Order Management

About the Project

The Company

The Challenge

The Solution

The Results

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