Substantial Equivalency Evaluation System — PowerApps Digital Transformation
The New York Department of Education required a structured way to collect and evaluate instructional data from hundreds of nonpublic, religious, and independent schools to ensure their academic programs were substantially equivalent to public schools.
The legacy process was entirely paper-based, involving physical forms, manual data entry, and time-intensive evaluations. This led to delays, inconsistencies, and difficulties in tracking submissions across various school categories. Coordinating review teams, ensuring data accuracy, and maintaining compliance documentation became major challenges, especially with geographically dispersed institutions and limited digital visibility.
Solution Delivered
Provitious Technologies implemented a complete digital transformation of the evaluation process using Microsoft PowerApps and Power Platform tools.
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Developed custom PowerApps forms tailored for different school categories and assessment parameters.
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Introduced dynamic question logic and automated scoring mechanisms that generated a compliance rating instantly based on responses.
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Integrated the solution with SharePoint and Power BI for centralized data storage, visualization, and reporting.
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Automated the workflow approvals and notifications using Power Automate, ensuring timely review by regional evaluators.
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Designed a role-based access model with Azure AD authentication to secure data for administrators, reviewers, and schools.
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Delivered a fully paperless system that improved efficiency by 70%, minimized human errors, and provided real-time insights into compliance readiness across schools.
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Enabled leadership teams to analyze trends, generate reports, and make informed policy decisions faster and more accurately.
Technology Stack
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Power Platform: PowerApps, Power Automate, Power BI
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Database: SharePoint Lists / Dataverse
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Integration: Microsoft 365, Teams, Excel Online
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Security: Azure AD Authentication
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Hosting: Microsoft Cloud Environment
