The Challenge
In public service, documentation is mission-critical. Accuracy, compliance, and timeliness are essential, yet manual processes often slow teams down.
For one administrative agency, the manual validation of “simple notes” against a reference database had become a major operational bottleneck. Teams were spending hours on repetitive checks, increasing the risk of human error and limiting capacity for higher-value work.
Recognizing the potential for improvement, the agency partnered with Prodware to explore how AI and automation could streamline workflows, reduce errors, and eventually free up their staff for more strategic initiatives.
The Solution
Prodware implemented a seamless, integrated solution using a combination of AI and Microsoft technologies:
- AI Context Hub: Performs smart data extraction and validation from simple notes.
- Power Apps: Provides an intuitive, low-code interface for staff to manage validation steps easily.
- Power Automate: Orchestrates the entire process from input to output, ensuring consistency and efficiency.
The deployment included:
- Defining validation rules and logic for each type of note
- Setting up structured repositories for note storage and access
- Designing a user-friendly interface that allows teams to oversee and interact with automated workflows
The result is a repeatable, scalable workflow that integrates AI seamlessly into daily operations.
The Impact
The transformation was immediate and measurable:
- Increased productivity: Teams spend far less time on repetitive validation tasks.
- Higher accuracy: Human errors in note annotation and comparison are significantly reduced.
- Scalable model: With the first use case automated, additional AI-driven workflows are already being planned.
This project demonstrates that when technology is aligned with real-world needs and delivered through user-friendly tools like Power Apps, digital transformation can take hold at every level of an organization.
Many public sector organizations still rely on time-consuming, manual document processes. Automation doesn’t just speed up work — it frees teams to focus on tasks that truly matter, improves data quality, and lays the foundation for future AI initiatives.
Prodware helps organizations across sectors digitize, streamline, and scale operations with AI built for real-world challenges, enabling staff to focus on value rather than repetitive admin.
