Large international NGO – Sharepoint, Forms, Power Apps case study

Large international NGO – Sharepoint, Forms, Power Apps case study

Large international NGO – Sharepoint, Forms, Power Apps case study
image012 - Large international NGO – Sharepoint, Forms, Power Apps case study
image010 - Large international NGO – Sharepoint, Forms, Power Apps case study
image014 - Large international NGO – Sharepoint, Forms, Power Apps case study
Large international NGO – Sharepoint, Forms, Power Apps case study

Our client is one of the largest charitable organizations in Poland. Currently, in its activity, it supports hundreds of thousands of people in need in the country and abroad.


Our client is one of the largest charitable organizations in Poland. Currently, in its activity, it supports hundreds of thousands of people in need in the country and abroad.

One of the many projects currently carried out by the Client is a nationwide project supporting young people, the aim of which is to raise the level of social competences of a thousand young people, and as a result, increase their chances on the labor market.  In order to digitize the entire process and obtain greater possibilities, the client decided to create appropriate tools for:

  • Manage dispersed teams in multiple locations of the country.
  • The process of recruiting participants.
  • Improving the qualifications of participants (also in the form of remote webinars, trainings and workshops)
  • Substantive assessment of participants.

The first edition of the client’s project took place in paper form and using the Office suite (Word, Excel, PowerPoint). Application formulars, participant questionnaires and participant acceptances were made in paper form. Then, the data was transferred manually by employees and volunteers to Excel workbooks to have the opportunity to better organize the work and perform the necessary summaries and reports needed to present the results of the project.


At the present time , the possibilities of teamwork have been limited to a very large extent during the pandemic period. Management, team leaders and a group of people who care about the development of participants create documentation for the assessment of areas of skills for development and checking the progress made by them. For this purpose, self-assessment questionnaires are filled in by the participants themselves, assessment documentation by caregivers or psychologists.

This process is aimed at qualifying individuals for the development of individual skills and their control after training. Until now, all documentation was made in paper form and transferred to spreadsheets manually.


The project assumed a dispersed structure of locations throughout the country. This causes difficulties in the effective flow of data from the people caring for the team (leaders) from individual locations to those responsible for the entire project and controlling its operation (local and national coordinators). Coordinating employees from each location and taking care of the process of evaluation and development of the participants themselves (about 1000 people) requires a lot of work from the management team. Each person participating in the project has its own file with documentation (10 questionnaires and reports of participation in trainings).


The project assumed raising the level of social competences and increasing their chances on the labor market through training, workshops and lectures. The participants were divided into groups with supervisors assigned to them, thanks to this structure, each group supervisor was responsible for the development and reporting of the development of each of the participants entrusted to him and the organization of the training process. Difficult contact with participants due to the restrictions of group meetings mobilized to transfer most of the trainings and workshops to a remote form.



  1. Each participant should have access to and the ability to remotely complete the self-assessment questionnaire.
  2. Access of all participants to remote training and collaboration space.


  1. Each participant has their own documentation card consisting of over 10 questionnaires, assessments, participation reports, etc.:
    1. Distributed data structure of participants based on lists and SharePoint library.
    2. The visibility of the participants’ documentation and the possibility of editing it has been strictly limited due to the employee’s profile and location.
  2. The solution should have applications showing all participants and their documentation:
    1. Documentation and its presentation takes place only from the application level.
    2. The recruitment process consists of filling in the documentation by many employees in the right order. The process required the approval of each of the completed documents by the management staff.
  3. Short time to prepare the solution and  implementation


The assumption of the project was to transfer recruitment and perform a series of trainings for about 1000 participants who do not have Office365 licenses to the digital platform. Guest accounts in the Microsoft platform were used to give each participant the opportunity to send out questionnaires in digital form, as well as access to the Teams application, in which all trainings and workshops took place.


The diagram above shows how the Power Platform components had been used:


Sharepoint Lists and Library

A collection of data about participants in the list and library form. The best possibility of storing data that takes place in tabular form in the compliance of the Customer’s licenses

Power Apps Canvas App

A friendly platform for employee interaction with data stored in tabular form that provides data transformation.

Custom SharePoint List Form

A tool used to enter data by participants who do not have an Office365 license. Input interface and data processing capabilities are enhanced with Custom Power Apps Form.

Przepływy Power Automate

The tool was used to automate all processes, starting with data recording along with extensive valuation (Microsoft Forms, Custom SharePoint List Form) and ending with condensed conversions of assessment questionnaires completed by employees.


The implementation of the project on the Client’s environment took 3 months. During the course, a series of meetings with the client took place, providing quick adjustments due to the dynamics of the project.

The implemented solution provided an automated work environment with a friendly interface for employees and Participants. All forms and the main application for users were so intuitive and easy to use that staff training was abandoned. The very use of applications and automated processes running in the background (Power Automate flows) significantly affected the performance of employees in the project. In addition, thanks to the deliberation, the client had the opportunity to have a ‘live’ insight into the recruitment process and training by the participants.
Clear data stored in the SharePoint Online lists and library ensured that the application ran quickly and that the output could be prepared for horse reports in an automated manner.

The solution recommended to the client used the current structure and licenses and did not affect the increase in costs. With the ability to create guest accounts in a Microsoft environment, external users have access to the necessary tools to complete any questionnaires and collaborations during teams training.

The use of the application by the client ensured a significant increase in the efficiency of employees and the possibilities of activities previously unattainable in the previous technology (paper documentation and spreadsheets).
During the design and use of the implemented solution, the client reported a need for many new functionalities, which in the previous approach were not possible to implement at all.


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Michał Guzowski


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Low-Code Specialist

CEO, Team Leader and Microsoft MVP. Doer. Constantly learning myself and how the world works. I love to tinker with teams and companies efficiency. Whether it’s mine or my customers. Understand to adjust.