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Modernizing a Distributed Legacy System Using Power Apps

Did you know that Nonprofits play a pivotal role in addressing societal challenges. However, their impact can be significantly hindered by outdated legacy systems.

This case study showcases how digital transformation, which is often challenging for nonprofits due to budget constraints, can revolutionize their operations.

About the Client

Our client is a distinguished nonprofit organization based in the US with a remarkable history spanning about 90 years. Throughout this period, they have been dedicated to offering critical services to those in need and implementing innovative programs that educate and inspire community members.

The client’s operations have been supported by a variety of technological tools ranging from custom-built software solutions in MS Access and VB6 to simpler tools like spreadsheets. However, with the passage of time and the evolution of technology, their needs outgrew these systems. They found themselves in urgent need of a modern, integrated platform that could bring all their processes together in one centralized online environment.

The Challenges
We Faced in
This Project

When the client approached us, they were uncertain about which software modernization approach to take. They faced a dilemma: should they build a custom solution from scratch or adapt an existing platform to meet their needs? Adding to this complexity was the constraint of a tight budget, making it essential for our team to find a balance between the client’s modernization goals and the associated costs.

In This Project, We Faced Three Core Challenges:

Important Observation:

Nonprofit Organizations vs Digital Transformation. According to a survey, nearly 21% of nonprofit organizations engage in discussions about digital transformation without actually implementing it. Meanwhile, 4% of organizations rarely even broach the topic.

Source: AWS Cloud Report

Data Consolidation

The organization’s data was dispersed across its extensive structure, which included five central departments, each with five to eight subdivisions. This led to an overcomplicated flow of data, with information frequently getting lost or duplicated among hundreds of Excel spreadsheets and MS Access databases.

Recreating Core Functionality

Transitioning the core functionalities from the old, legacy systems to a new platform required meticulous attention to detail. The smallest oversight could jeopardize the entire process. To mitigate this risk, we engaged in thorough discussions with stakeholders and end-users and closely examined existing documentation.

Time Constraints for Full-Scale Modernization

The need for a swift transition was clear, but it presented a significant challenge. The nonprofit could not afford to interrupt its services during the modernization process. Therefore, we needed to implement the new solution quickly and seamlessly, replacing the legacy systems without causing any disruptions to ongoing operations.

The Importance of Planning and Applying Agile Methodologies during the Migration Process

When planning the migration process for our client, we considered their requirements, objectives, project scope, and budget. This led us to choose low-code solutions, but the decision was also driven by several other factors.

Firstly, the new software had to be highly customizable to meet the unique needs of each department.
Secondly, the organization operated with a specific budget for nonprofit digital transformation, which made the low-code approach the best option.
Thirdly, the development process with low code is much faster compared to using modern programming languages.

Our Approach to Modernization

We also focused on meticulous planning to ensure a smooth transition to the new technology. This was done at a pace that the organization could handle.

By adopting an incremental approach to modernization, we were able to reduce risks, avoid productivity loss, and ensure continuous business operation.

Upgrading Process in Detail

The Previous System’s Architecture

Initially, the organization comprised five central departments, each operating with its own business logic layer. This structure led to a complete lack of unification, with every unit functioning in isolated environments.

PowerApps vs Custom Development: Benefits for Nonprofits

PowerApps provided a significant advantage over traditional custom development, particularly for nonprofit organizations. These benefits influenced our decision to transition to this platform.

Pros

Cons

Initial development should take less time comparing to custom dev.	Initial development time will be 5x more, any new (standard) features will take more time.
Faster changes to UI when requested by customer.	Need to pay for and manage additional resources in Azure - AppServices, Redis, Azure B2C, storage account, etc.
Customer can modify UI without developers.	Maintenance will be higher (ongoing bug fixing, issues with environments, etc).
A lot of standard pages: Signup, login, profile, etc.	Costs can grow high when we have many active clients.
No need to purchase resources in Azure, hosting is included in the cost.	Performance, we cannot control performance issues, scale up.
No rate limits to access the Data Verse.	Complicated requirements implementation can be difficult.
Client management integrated in backend - change passwords, create invitation, etc.	Support can be provided only by specific people with PowerApps experience.
It’s easier to control the quality, fewer bugs.	There is a small chance in the future PowerApps platform will stop developing/supporting the platform. We completely depend on Microsoft.
Full control of the source code and implementation, we can be more flexible.
We control resource allocation, can scale up and down.

Moving to PowerApps: The Low-Code Approach to Modernization

Considering all the advantages of PowerApps (especially for nonprofits), we started recreating the system in the new environment bit by bit. This involved close communication with stakeholders, C-level managers, and other team members, as non-tech-savvy users also needed to fully understand the software and have sufficient flexibility.

The whole solution was built on agile processes and test-driven application development techniques to detect any inconsistencies and address any shortcomings quickly. We created the general workflow and then adapted it to the specific needs of each department. Implementing pre-built reusable components and data models available in PowerApps, we set up the system’s backbone almost instantaneously.

New Customizable Functionality

A key goal was to make the software highly customizable, a feature PowerApps excels at. Now, business users can add new attributes to client data, access office information through a centralized web portal, track the history of modifications, store documentation online, view statistics, and generate reports. While these may seem like basic features, they represent significant advancements for the organization.

Data Consolidation

The process began with an examination of reference data from thousands of policies, docs, and spreadsheets within five legacy systems. Creating and implementing an audit and control framework allowed us to track all data modifications before implementing them in the new system.

Throughout the user acceptance testing phase, we guided the support team to promptly identify and resolve real-world and user experience issues before the cutover. After the smooth consolidation and transition, each business user obtained full visibility of the organization’s processes and updates regardless of the department they belonged to.

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Results

Empowering Nonprofit Digitalization

Our team played a pivotal role in modernizing the client’s operations and ensuring business continuity. By implementing PowerApps technology, we streamlined task management and internal communication. This technological upgrade enabled the organization to create more effective ways to serve communities and amplify their impact.

Cut Maintenance Costs and Reduced Technical Debt

We orchestrated a system overhaul and consolidated data into a single, unified solution, significantly optimizing resource utilization. Our efforts also addressed the client’s accumulated technical debt — which primarily consisted of unprocessed data and prolonged digitalization processes — leading to a more efficient operation.

Reduced Errors and Miscommunication Across Departments

The organization previously struggled with duplicate data entries across departments, leading to significant miscommunication and workflow disruptions. Our intervention focused on ensuring data accuracy and quality, which improved overall operational efficiency and alleviated the burden on employees.

Results

Key Takeaways

Low-code services are a compelling choice for software transformation, especially for nonprofits prioritizing cost-effectiveness and customization. They stand out as a superior option compared to traditional modernization methods.

Manual data entry can drastically reduce productivity. To counter this, organize and manage data efficiently even before embarking on full software modernization. Begin this process immediately to prevent productivity loss.

The active involvement and collaboration of employees are crucial for successful digital transformation. Encourage a culture that supports this, as it significantly speeds up and improves the implementation of new technologies.