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Declarations of interest solution for GreenSquare Group

Business Profile

GreenSquare Group is a key housing provider established in 2008 with over 500 employees and managing 11,000 homes. The organisation’s mission is to allow its tenants to thrive by building exceptional communities and homes across Oxfordshire, Gloucestershire and Wiltshire.  

The challenge

As a manual process, managing employees’ declarations of interest was proving to be a significant challenge for GreenSquare Group.

Keeping track of email correspondence and collating responses was difficult to manage and time-consuming, and incompleteness was becoming a major issue.

Having worked with TSG to tackle other process and administrative tasks using technology/automation, it became clear that Office 365 tools could provide the solution to this ongoing requirement.

“GreenSquare Group and TSG have worked very closely together and the partnership with TSG was central to our decision to adopt SharePoint Online as our enterprise document management and records management solution.”

- Robert, Group Head of ICT, GreenSquare Group

The solution

TSG combined SharePoint, Flow and PowerApps to automate the process and capture the information required in a consistent, electronic format.

Information on individuals is held in a SharePoint list, with automated emails triggered using Microsoft Flow based on the anniversary of employment date.

Employees complete the relevant information using a PowerApp form which automatically updates the record in SharePoint.

An escalation process is built-in should the individual fail to respond, and the approval of any declarations is also automated using Flow and PowerApps, with notifications sent to relevant managers.
A further admin PowerApp allows new starters to be added to the system.