Enabling scalable compliance management with Power Apps
Pragmatiq supported MBS Solicitors in transforming an existing proof-of-concept into a scalable solution designed to support multiple clients using Microsoft Power Platform. The project focused on enabling the organisation to extend a previously limited system into a reusable platform, supporting compliance management across multiple clients.
Background & Challenges
Background
MBS Solicitors is a UK-based law firm specialising in areas including tenancy and property law. As part of their services, they support landlords in meeting government compliance standards, ensuring they can evidence adherence to required regulations.
To support this, MBS had previously developed a prototype solution using SharePoint as a backend, alongside a Canvas App front end. However, the solution had limitations due to the way it was structured. It enabled clients to work through compliance criteria, answer structured questions, and provide supporting evidence to demonstrate whether required standards had been met.
Challenges
- Limited scalability of existing solution: The original SharePoint-based architecture made it difficult to extend the platform for multiple clients without significant duplication and technical complexity.
- Inflexible data structure and security model: SharePoint did not support the level of segmentation required to onboard multiple clients securely and efficiently.
- Need for more structured compliance processes: Clients required a more structured way to assess whether they met required standards and provide supporting evidence.
- Limited ability to scale as a client offering: The existing solution could not be easily positioned or scaled for use across additional clients.
The Solution & Implementation
Pragmatiq worked with MBS Solicitors to rebuild and enhance their solution using Microsoft Power Platform, creating a more scalable and structured application while retaining core functionality. A Power Apps solution was implemented, with a Canvas App front end supported by a new backend architecture, improving data handling and scalability. The application guides users through compliance standards, allowing them to respond to structured questions, upload supporting evidence, and receive automated indicators for missing or non-compliant areas.
The solution also introduces a review process for legal teams to assess submissions, validate evidence, and provide client feedback. Existing Power BI dashboards were transitioned onto the new backend, ensuring continuity for users while benefiting from improved data integrity and scalability. The new architecture enables MBS Solicitors to onboard new clients more efficiently and extend the solution to multiple clients.
Key Features of the Solution
- Structured compliance assessment: Guided questionnaires highlight gaps or missing evidence.
- Document and evidence management: Users can upload supporting documentation for visibility and auditability.
- Review and validation workflow: Legal teams can assess submissions, verify compliance, and provide feedback.
- Scalable client onboarding: Backend architecture supports multiple clients without duplicating the system.
- Reporting and insights: Existing Power BI dashboards were maintained while benefiting from the improved backend structure.
The Outcomes
- Scalable platform for future growth: MBS Solicitors can now extend the solution to support additional clients through a more scalable onboarding approach.
- Improved compliance visibility: Clients can clearly see whether they meet required standards and identify gaps in evidence.
- More structured and efficient processes: Guided workflows provide a clearer and more consistent approach to compliance tracking.
- Enhanced data accessibility and reporting: Power BI now operates on a more robust backend, improving data reliability and performance.
