Case Studies
Know how I have completed projects successfully. Know the technology, skills, approach involved in the unique business case.

Document Management For Health Care, Disability, Labor Hire Firm
ABOUT COMPANY
Australia based, “Acqua Blue services” was established to meet and close gaps that were identified within the health care, aged care, community and disability sector. Services were carefully designed to meet business and individual solutions. At Acqua Blue Services they provide staffing and recruitment, support services and practical education that improves organizations function as well as people’s lives.
PRE-SOLUTION STATE
- Files were stored at personal one drive.
- Lack of document life cycle management.
- Clear categorisation was lacking.
- Difficult to collaborate, access on files with internal and external users.
- Compliances were difficult to follow.
- Have MS 365 but missing the real power of it in business.
REQUIREMENTS
- Document Management System. Establish a storage, classification, access, control of office documents, pdf, media files. Create security systems around intellectual property.
- Optimize the use of 365 to support the company.
- Setup MS 365 for Document Management.
- Training to use the Document management features.
FEATURES PROVIDED
- Clear Information architecture by using SharePoint online features like: Sites, Library, List.
- Clear control on document: Who can access the document library? What user can see in the library?
- Syncing of document libraries with local computer.
- Sharing the document to internal and external users.
- Multiple categorizations of the documents with dynamic masters and folder structure.
- Co-authoring of MS Office documents
- Search for document, It’s properties, and content inside the documents.
- Check-in-Checkout.
- MS 365 Groups.
- Dynamic views for the document libraries.
- Document creation from within Document library.
- Drag and drop documents from local computer.
- Move, Copy documents within libraries and sites.
- Document Trail
- Commenting and Tagging documents
- Insights of Document Management System use at the end of the day: Summary of Documents created, modified, deleted.
- Document deletion control.
- Versioning the documents. Restore the previous version of documents.
INFORMATION ACRHITECTURE
One Hub Site (Top Site)
- 3 sites of each company
- 10 to 13 libraries in each site
- 10 to 13 document properties properties(masters)
- 12 Internal Roles
- 4 External Roles
CLIENT’S FEEDBACK
“very knowledgeable in the subject, utilized available resources, time managed the project well. Great teaching skills.”
22nd Jan 2023
- client: AQUA BLUE SERVICES
- Location: Australia
- Architect: Chetan Patadia
- Year Of Complited: 2023
Digitalization in leading Security, Health & Environment services provider in South Africa.
Business Process Automation, Document Management, Project Management Solution
About Company
Company provides occupational health, safety and environmental risk management services and solutions and is the exclusive provider. The company’s strong focus is on creating a national service provider that meets the growing demand for occupational health and safety services. The company offers safety, health, environmental and quality training courses.
Company’s Auditing Service provides holistic solutions which are based on years of experience and range from legal compliance audits to integrated health, safety and environmental audits. These systems have a proven track record of reducing the injury and fatality rates in the workplace and have been implemented by companies on five continents.
Managed services provide consulting services which include the design, implementation and review of business processes.
Company has a highly competent and experienced staff complement, enabling the business to meet the growing needs of its client base, particularly given the increased pressure on companies to comply with occupational health, safety and environmental legislation.
The company is committed to providing solutions to manage the health, safety and general well-being of all employees in the workplace. For many years the company has been supplying its clients with products and services that enhance their health and safety performance. Their products and services are recognized as an international benchmark in the management of SHEQ risks.
Challenges
- Operations were going fully manually on paper. Defining the clear Training, Auditing, & Consulting services processes for digitalization.
- Rollout digital solution globally on all branches.
- Training to the users across the globe.
- Development of critical components in digitalization.
- Integration with Public Site and Sage ERP
- Document management for tracking, monitoring services’ materials.
- Projects, Tasks, Resources management
- Reports, Analytics
- Robust security, privacy.
Problem Statement
- Training, Auditing, Consulting operations were manual in all offices across the globe.
- A huge amount of paper cost, time wastage was there.
- Increasing work force cost.
- Increasing operational cost.
- Huge amount of paper usage. Big environment concern.
- There were no standard processes for Training, Auditing, Consulting across the offices.
- No accurate, real-time operations’ status data insights.
- Satisfaction and Productivity of employees, training staff, students, Clients were reducing.
Objectives
- Centralize web-based system to standardize all Training, Auditing, Consulting operations.
- Real time status of various stages in Training, Auditing, Consulting.
- Integration with other legacy central systems (Ex. Sage ERP, Web Site,..)
- Various analytic summary reports to get the real time status of business and forecast.
- Standardize document life cycle.
- Manage the projects, tasks, resources through robust project management solution.
Scope of Work
- Data capturing of All the stages of Training, Auditing, Consulting services.
- Workflow to move from one stage to another stage
- Timer Job to automatically update the status of each stage.
- Notification on various stages to update the concern stake holders.
- Booking component to book the Trainers, Auditors, Consultants.
- Call centre integration
- Student, Client, Trainers, Auditors, Consultants profiling and history.
- Summary of all the operations and stages to look at the current status.
- Document management
- Project, task, resource management
- Student Portal
- Faculty Portal
- Admin Portal
- Help Desk
- Training Stages:
- Training Schedule
- Resource Booking
- Student Booking
- Fees Receipt
- Attendance
- Evaluation
- Marking
- Moderation
- Sent Results
- Certificate Issue
- Reports
- Auditing Stages:
- Auditing Schedule
- Resource Booking
- Receipts
- Audit Reports
- Peer Review
- Certificate Issue
- Non-Conformance
- Reports & Analytics
- Consulting
- Consulting Schedule
- Resource Booking
- Receipts
- Consulting Reports
- Reports & Analytics
- Others:
- National Schedule
- Wall Summary
- Form based authentication.
Roles & Responsibilities
- Technology evaluation
- Solution Architecture
- Product Management
- Business Analysis
- Rollout Support
Task
- Business Analysis documentation
- Architecture design
- Technology evaluation and feasibility study
- Development
- Training
- Rollout & Support
Technologies
- Built upon Microsoft Technology: Windows server, SQL Server, SharePoint Server.
- Centrally hosted on Vodacome, South Africa cloud and operated from all Offices across the globe.
- Robust data privacy, security.
- Form based authentication for user, permission, security management.
- client: Training, Auditing, Consulting services provider
- Location: South Africa
- Surface Area: SHE
- Architect: PM, BA, Consultant, Architect, Developer
- Year Of Complited: 2015
- Project Value: Large
Product Discovery For Tax & Audit Firm
ABOUT COMPANY
All Gains, Ahmedabad, India based Account & Tax consulting firm serving from an Individual to all sizes of clients.
PRESOLUTION STAGE
As an Account & Tax consultant, it is required to explore, calculate each stockbroker account to calculate short term and long-term gains from stock trading, mutual funds…etc. Client is having more than one stock accounts with multiple brokers. This is very laborious, time consuming and possibility of errors at the critical time – Tax return filing time.
Client wanted to make a solution/product for the market which can be used by all the Tax & Account consultants, Tax Payee.
REQUIREMENTS
Solution which automates the capital gains calculations from multiple brokers and generate the required reports / analytics which helps in Tax Return Filing.
- Web Application
- Mobile Application
SOLUTION
Before developing an app for calculation of capital gains, PRODUCT DISCOVERY phase was proposed to define the scope of the product. During the product discovery, worked out on different areas:
- Identification of User, Buyer, Stakeholders
- User Journey
- Target market
- Competitors analysis
- User Stories
- Use Cases
- Prototype
- Wireframe
- Technology and Architecture
- client: All Gains
- Location: Ahmedabad, India
- Surface Area: Account & Tax
- Architect: Product Discovery
- Year Of Complited: 2020
Travel Portal
MS 365, SharePoint For Process Automation, Productivity, Information Management
ABOUT COMPANY
Discovery tours has been a go to for thousands of travel enthusiasts since 2006. They are the only company in Gujarat, India with visa acceptance rate of over 97.8 %. They are specialized in the art of itinerary making and have a 100 percent satisfaction from their clients. They are an IATA approved company.
They have a proficiency in touring of the Majestic European, Scandanavian countries, Ice Land, Alasca, Canada, Australia & NewZealand. Their motto from the start, has been, “Travel without conditions”.
PROJECT METHODOLOGY
Agile Project Management.
Requirement discussion, solution building, training, roll out went hand in hand in workshop with client.
PRE SOLUTION STAGE
- They have been using Accounting and Booking App since long.
- Challenges were:
- Realtime information access.
- Employee productivity
- In absence of real time payable, receivables impact the business cash flow.
- Lead to business conversion process was not standardised, created the business lose.
- Struggling with employee work management, productivity
REQUIREMENT
- Realtime “Payables” & “Receivables” for each booking.
- Profitability in each booking, season, month.
- Service wise profit contribution in each booking.
- Sales executive profit sharing in each booking.
- Document Management, Content Management for
- Client documents
- Clients’ travel memories.
- Itineraries
- Travel guides
- Optimize the use of 365 to support the company.
- Setup MS 365
- Training
- Email migration.
FEATURE PROVIDED
- Intranet
- CRM
- DMS
- Clear Information architecture by using SharePoint online features like: Sites, Library, List.
- Clear control on document: Who can access the document library? What user can see in the library?
- Syncing of document libraries with local computer.
- Sharing the document to internal and external users.
- Multiple categorizations of the documents with dynamic masters and folder structure.
- Co-authoring of MS Office documents
- Search for document, It’s properties, and content inside the documents.
- Check-in-Checkout.
- MS 365 Groups.
- Dynamic views for the document libraries.
- Document creation from within Document library.
- Drag and drop documents from local computer.
- Move, Copy documents within libraries and sites.
- Document Trail
- Commenting and Tagging documents
- Insights of Document Management System use at the end of the day: Summary of Documents created, modified, deleted.
- Document deletion control.
- Versioning the documents. Restore the previous version of documents.
INFORMATION ARCHITECTURE
One Hub Site (Top Site)
- 3 sites
- Intranet
- CRM
- DMS
- 6 Internal Roles
- client: Discovery Tours
- Location: India
- Surface Area: Travel
- Architect: Microsoft 365 Apps, SharePoint
- Year Of Complited: 2023
- Project Value: Intranet, CRM, Content Mgnt
Document Management & Business Process Automation
About Company
Client is the leading provider of integrated technology solutions, enterprise management solutions and multi-disciplinary professional services to municipalities, provincial government, public and private entities, and has been for over 40 years.
Client has taken the lead in supplying local government with enterprise management solutions, while providing revenue management and meter reading solutions to local government and the utility industry.
The client extends its services to many local government institutions, public utilities and the private sector in the region, with major centers in South Africa, Namibia and Lesotho.
Industry
Public Service (For the citizens of the small and big towns)
Location
South Africa
Problem statement
- Citizen services resolution (Ex. Water, Drainage, Electricity …issues) workflow was not in place.
- Paper base operations were time consuming, costly and impact the citizens’ service quality.
- Growth of documents was high. Storage becomes costly.
- Retrieval of document at real time was painful.
- Lots of possibilities of human errors during the paper management.
- Maintaining the document as per the government law was painful.
- Government law was there to implement the Electronic document management system.
- Mere conversion of papers to digital documents was not enough. Because it was just dumping on computer hard drive.
- Maintaining of versions of document was a big pain.
- Real time search of document and its information was painful.
- Duplication, misplacing, damaging of papers were there.
Challenges
- Solution should suffice the need of all sizes of municipality & its document operations.
- Licensing cost needed to be kept at its lowest, so that smallest municipality can afford the software.
- All possible EDMS features needed to be built upon technology solution.
- Major DMS features: Check-in/Check Out, version control, access control, File system as per government law, Folder structure, Scanning, Search, Workflows, Notifications…etc. were needed.
- Scalable architecture was needed to enable adaptability of all municipalities.
- To limit the size of the database by RBS (remote BLOB).
Goal
- To digitally enable the manual maintenance of papers and reduce the time consumed, reduce human errors during the paper management.
- Streamline the document management and its storage.
- Create search engines that enable easy document retrieval with document versioning.
- Develop an electronic document management system that is compliant of government laws and statutory.
- Enable digital transformation and digital functioning of government document management practises.
Scope of work
- Document Management for departments
- Contracts Management
- Event Management
- Tenders Management
- Help Desk
- Meeting Minutes
- Projects Management
- Internal Audit & Risk Management
- Reports
Solution
- EDMS with storage, search, access, collaborate, share, control, track, monitor, Scanning, Archiving.
- EDMS was developed specifically for the South African municipal landscape, a holistic, integrated and efficient system for storage, search, access, collaboration, control, track, scanning, archiving, record-keeping, filing, retrieving, routing documents with the utmost security within general administration.
- It allows users to effectively manage electronic and hard copy documents efficiently and timeously with customer care management.
- EDMS was aligned with the latest national archive requirements to achieve sustainable improvement in document management.
- It was designed utilizing the latest web-based technology, ensuring it has an intuitive, easy-to-use web interface.
- Service request resolution workflow with different stages, commenting, approval.
- Form based authentication.
- Data security and privacy.
- Store document out of database: RBS (Remote BLOB storage)
Features
- Single/Multiple document upload.
- Drag & Drop document.
- Sync doc to Local computer drive.
- Document Versioning.
- Check in / Check Out.
- Add/Edit Document Property (Meta Data).
- MS Office Integration.
- Document Workflows
- Document Archival
- Document Disposal
- Inform Sender Via Email
- Receive Comments (Documents)
- Users can view documents, approve them if necessary, using an electronic signature, or decline them and provide comments.
Resolution Workflow Module
- Resolution Approval
- Resolution Archival
Complaint Workflow Module
- Manage Complaints
- Completion Acknowledgement Mail
Add On Features Module
- Calendar
- Contacts
- Announcements
- Links
- SMS
- Tasks
- User Authentication, Authorisation through the Windows Active Directory and SharePoint.
- Available anytime, anywhere and is synced among all municipal departments.
Tasks
- Identification of Document Management System needs: Document Categorisation, Document meta data, Size, Volume, Velocity, Compliance, Search, Security, Privacy.
- Designing of workflow for better resolution of citizens complains.
- Architecture design
- Technology evaluation and feasibility study
- Building electronic document management solution.
- client: IT Solution Provider
- Location: South Africa
- Surface Area: Public Administration
- Architect: SharePoint
- Year Of Complited: 2012
- Project Value: 6 Months