Enhancing project transparency and workload allocation with Microsoft Power Apps and Power BI

Summary

A global biopharma company implemented NEXUS, a Power Apps and Power BI solution that improved workload visibility and automated communications, enabling scalable, transparent project management.

Challenge

The client, a global, values-based, R&D-driven biopharmaceutical company headquartered in Japan, lacked a centralized system for managing full-time equivalent (FTE) workload allocation and project communications. Without a unified view of resource distribution, project monitoring and decision-making were hindered. Communication channels were inconsistent and manually managed, leading to inefficiencies.

The objective was to manage FTE resource allocation across global projects and streamline communications. A comprehensive solution was needed to visualize workloads and automate mail group updates based on project data.

Solution

Marlabs developed NEXUS, a scalable Microsoft Power Apps and Power BI solution rolled out in four phases.

Data input & storage

In the first phase, Marlabs embedded a Power App within Power BI to capture user, project, and allocation data. This data was stored in Dataverse tables, ensuring secure and structured access. Azure Active Directory was used for identity management, and business analysis guided the application’s design and development.

Communication automation

The second phase focused on automating communication workflows. Power Automate flows were configured to manage dynamic mail groups based on project assignments. This eliminated manual updates, improved accuracy, and ensured that communication lists remained current. Governance and access control were also implemented to maintain security.

Visualization & analytics

In phase three, Marlabs developed Power BI dashboards featuring key performance indicators (KPIs), detailed workload tables, and segmented visualizations. These dashboards provided users with actionable insights and supported decision-making. Training and governance validation ensured successful adoption and compliance.

Ongoing expansion & support

The final phase involved rolling out features in waves and maintaining the application. Marlabs created user guides for both data entry and backend maintenance, supporting sustained adoption. Continuous improvement efforts ensured the solution could scale to additional therapeutic areas and programs.

Results

The NEXUS solution delivered measurable improvements:

• Improved visibility: Delivered comprehensive global and regional workload views across projects.
• Streamlined communication: Automated mail groups reduced manual updates and errors.
• Enhanced decision-making: Change logs improved accountability and informed decisions.
• Increased scalability: Provided a framework for expansion to oncology and vaccine programs.
• Empowered users: Self-service dashboards and mail group controls improved independence.
• Sustained adoption: User guides and phased rollout supported ongoing use and expansion.

Impact

The workload management initiative delivered lasting benefits:

• Improved visibility across global and regional projects
• Streamlined communication with automated mail groups
• Enhanced decision-making through transparent change logs
• Increased scalability for future program expansion
• Empowered users with self-service tools
• Sustained adoption through training and documentation