New locations management service

Before

Before implementation the Development department (DD) searched for new locations and fulfilled Excel-files with more than 100 fields for each one. The completed file was mailed to be agreed. Other departments completed the file with their data on the location, did a cost-benefit analysis of the project in another Excel-file and gave back the materials to the DD.

Afterwards a representative of the DD got prepared to show a potential location at the investment committee. He/she did a pdf-presentation by hand, captured data on the location from excel, added photos of the place, location on maps etc.

The investment committee considered potential locations’ presentations every 1-2 months, making a decision whether it was worth opening a restaurant there or sending the location to be fixed.

Therefore, it caused following challenges:

• It was difficult to monitor and control a process of request’s agreement between departments – it could get stuck (an email could be skipped, an executive officer could be absent etc.).
• The data could be lost among emails.
• Files versions mess could come up.
• It wasn’t always clear who fulfilled the table (it’s crucial when it comes to data influencing on a financial model).
• It was impossible to work through a mobile device.
• Every employee did a presentation in its own way.
• New staff confused in the process.

Solution

• Single app with a personalized interface for every three departments participating in the process.
• The one centralized database of all potential locations.
• Visualized process of potential locations confirmation with SLA (4 stages) and every stage notification.
• An interactive card of a potential location with pics gallery, interactive map, attachments (docs, videos).
• Incoming changes control
• Role-based access control
  

After

Every employee participating in the process is working with the single database (in Dataverse). Every department is working in its own Power App interface, personalized for employees’ needs.

• As a result the process has become 25% faster: thanks to reminders no worker slows down the process. Moreover, presentations for the IC are given up as locations can be seen through an interactive card on the app.
• The process has become controlled. A status, progress and an owner on any location can be seen as well.
• All the locations data (characteristics, photos and videos, geolocation) is available on one card through a phone app which makes handling it more convenient for users. The app available out of the box allows fast looking and changing the data.
• Mistakes amount has been cut as the system controls incoming data and prevents wrong one appearance.
• A permanent database of potential locations has appeared that will help to come back to considered ones and to refuse certainly wrong ones.

Roadmap

• Integration with ERP (data transfer for new restaurant opening in ERP).
• Plan-fact analysis - comparing planning (database) and factual (ERP) data on income and payback of a restaurant.
• Restaurant’s profile - single window depicting information from all systems necessary for the management.