Visit Management System For EPC Groupe
1. Application Overview The Audit / Visit Management System is designed to provide a centralized platform for managing organizational visits, audits, and inspections. The application allows authorized users to create and manage visit records, capture structured audit information, maintain audit teams and division-level details, record strengths and improvement areas, manage supporting attachments, and create and track improvement actions. The system also provides role-based access, administrative configuration, dashboards, automated PDF reports, email notifications and reminders, management reporting, multi-language capability, and conditional offline support. 2. Visit / Audit Management The Visit Management Module is the main area for creating and maintaining audit or inspection records. Users can: Create new visits/audits View existing visits Edit visit information Access detailed visit records Each visit contains structured sections for capturing the required audit information. 3. Audit Team and Division Information Each visit can contain detailed information related to the audit or inspection. The application supports: Audit Team members as repeating entries Division information within the Visit form Strengths identified during the visit Improvement areas identified during the visit Users can add, edit, and delete related entries while managing the visit, allowing all relevant inspection information to remain connected with the appropriate visit record. 4. Attachment Management Supporting documents and files can be maintained against audit/visit records. Attachments are linked to the relevant Visit and Division , and users can: Upload attachments View attachments Delete attachments This allows supporting evidence and documentation to remain associated with the relevant audit information. 5. Improvement Action Management During completion of an audit or inspection, the auditor can optionally propose one or more Improvement Actions . If the auditor does not propose any improvement actions, responsibility for defining them can fall to the appropriate: Zone Manager Branch / Subsidiary Manager SSE (HSE) Department The responsible party depends on the configured organizational structure. Each improvement action is assigned to a specific individual to provide clear ownership and follow-up responsibility. 6. Improvement Action Follow-Up When an improvement action is assigned, the responsible individual receives an email notification. The system can continue sending automatic reminder emails until the action is completed or closed. Improvement actions can have the following statuses: Open In Progress Closed When an action is completed, its closure date and comments are recorded. 7. PDF Report Generation and Distribution The application supports automatic generation of PDF Visit Reports containing the relevant visit and related information. Report generation can be triggered through a button or during visit submission. Once generated, the PDF is distributed by email to the appropriate Zone-based recipients and Director . Recipients are determined according to the configured Zone information. 8. Reporting and Management Monitoring The system provides periodic reports to help management monitor improvement actions. Reports can be configured on a: Weekly basis Monthly basis Reports include information about: Open actions In Progress actions Closed actions Actions closed and not closed Actions grouped by Visits / Inspection Rounds (Tours) These reports are automatically distributed by email to the relevant Zone Managers or Branch/Subsidiary Managers. 9. Dashboard The application includes a read-only Dashboard that provides a high-level overview of visits and improvement actions. The dashboard includes: Summary counts and indicators Open / In Progress / Closed action overview Filtered data views Aggregated information Dynamic filters and calculated values allow management to monitor audit and improvement-action activity from a summarized view. 10. Admin Panel The application includes an Admin Panel for managing key application configurations. Administrators can manage Zones, including creating, viewing, updating, and deleting Zone records, as well as configuring notification recipients for individual Zones. Administrators can also assign user roles and permissions and maintain the access-control information used throughout the application. 11. Role-Based Access Control Application access is controlled according to assigned user roles and permissions. The system supports: Screen-level access control Button and feature visibility based on role Data-level filtering where applicable User roles are checked when the application starts, and available screens and functionality are adjusted accordingly. 12. Multi-Lingual Support The application supports multiple languages. Users can switch the application language, with labels, messages, and static interface text displayed according to the selected language. 13. Offline Support The application includes conditional offline capability , depending on the selected data source. Where feasible, the application can support offline reading and data entry, with synchronization when the internet connection is restored. Overall Application Workflow The process begins when an authorized user creates or opens an audit/visit record. The user captures the required visit information, audit team details, division information, strengths, improvement areas, and supporting attachments. At the end of the visit process, the auditor can propose improvement actions. If the auditor does not define any actions, responsibility can be assigned according to the configured organizational structure. Each improvement action is assigned to a responsible individual, who receives an email notification and automatic reminders until the action is completed or closed. The system can generate a PDF report containing the visit information and distribute it to the configured Zone recipients and Director. Management can monitor visits and improvement actions through the dashboard and receive periodic weekly or monthly reports on action status. Administrators maintain Zones, notification recipients, user roles, and permissions, while role-based controls determine the functionality and information available to each user. Create / Open Visit → Capture Audit Information → Add Audit Team & Division Details → Record Strengths & Improvements → Add Attachments → Submit Visit → Define & Assign Improvement Actions → Send Notifications & Reminders → Track Action Status → Generate & Distribute PDF Report → Monitor through Dashboard & Reports
Project Summary
1. Application Overview The Audit / Visit Management System is designed to provide a centralized platform for managing organizational visits, audits, and inspections. The application allows authorized users to create and manage visit records, capture structured audit information, maintain audit teams and division-level details, record strengths and improvement areas, manage supporting attachments, and create and track improvement actions. The system also provides role-based access, administrative configuration, dashboards, automated PDF reports, email notifications and reminders, management reporting, multi-language capability, and conditional offline support. 2. Visit / Audit Management The Visit Management Module is the main area for creating and maintaining audit or inspection records. Users can: Create new visits/audits View existing visits Edit visit information Access detailed visit records Each visit contains structured sections for capturing the required audit information. 3. Audit Team and Division Information Each visit can contain detailed information related to the audit or inspection. The application supports: Audit Team members as repeating entries Division information within the Visit form Strengths identified during the visit Improvement areas identified during the visit Users can add, edit, and delete related entries while managing the visit, allowing all relevant inspection information to remain connected with the appropriate visit record. 4. Attachment Management Supporting documents and files can be maintained against audit/visit records. Attachments are linked to the relevant Visit and Division , and users can: Upload attachments View attachments Delete attachments This allows supporting evidence and documentation to remain associated with the relevant audit information. 5. Improvement Action Management During completion of an audit or inspection, the auditor can optionally propose one or more Improvement Actions . If the auditor does not propose any improvement actions, responsibility for defining them can fall to the appropriate: Zone Manager Branch / Subsidiary Manager SSE (HSE) Department The responsible party depends on the configured organizational structure. Each improvement action is assigned to a specific individual to provide clear ownership and follow-up responsibility. 6. Improvement Action Follow-Up When an improvement action is assigned, the responsible individual receives an email notification. The system can continue sending automatic reminder emails until the action is completed or closed. Improvement actions can have the following statuses: Open In Progress Closed When an action is completed, its closure date and comments are recorded. 7. PDF Report Generation and Distribution The application supports automatic generation of PDF Visit Reports containing the relevant visit and related information. Report generation can be triggered through a button or during visit submission. Once generated, the PDF is distributed by email to the appropriate Zone-based recipients and Director . Recipients are determined according to the configured Zone information. 8. Reporting and Management Monitoring The system provides periodic reports to help management monitor improvement actions. Reports can be configured on a: Weekly basis Monthly basis Reports include information about: Open actions In Progress actions Closed actions Actions closed and not closed Actions grouped by Visits / Inspection Rounds (Tours) These reports are automatically distributed by email to the relevant Zone Managers or Branch/Subsidiary Managers. 9. Dashboard The application includes a read-only Dashboard that provides a high-level overview of visits and improvement actions. The dashboard includes: Summary counts and indicators Open / In Progress / Closed action overview Filtered data views Aggregated information Dynamic filters and calculated values allow management to monitor audit and improvement-action activity from a summarized view. 10. Admin Panel The application includes an Admin Panel for managing key application configurations. Administrators can manage Zones, including creating, viewing, updating, and deleting Zone records, as well as configuring notification recipients for individual Zones. Administrators can also assign user roles and permissions and maintain the access-control information used throughout the application. 11. Role-Based Access Control Application access is controlled according to assigned user roles and permissions. The system supports: Screen-level access control Button and feature visibility based on role Data-level filtering where applicable User roles are checked when the application starts, and available screens and functionality are adjusted accordingly. 12. Multi-Lingual Support The application supports multiple languages. Users can switch the application language, with labels, messages, and static interface text displayed according to the selected language. 13. Offline Support The application includes conditional offline capability , depending on the selected data source. Where feasible, the application can support offline reading and data entry, with synchronization when the internet connection is restored. Overall Application Workflow The process begins when an authorized user creates or opens an audit/visit record. The user captures the required visit information, audit team details, division information, strengths, improvement areas, and supporting attachments. At the end of the visit process, the auditor can propose improvement actions. If the auditor does not define any actions, responsibility can be assigned according to the configured organizational structure. Each improvement action is assigned to a responsible individual, who receives an email notification and automatic reminders until the action is completed or closed. The system can generate a PDF report containing the visit information and distribute it to the configured Zone recipients and Director. Management can monitor visits and improvement actions through the dashboard and receive periodic weekly or monthly reports on action status. Administrators maintain Zones, notification recipients, user roles, and permissions, while role-based controls determine the functionality and information available to each user. Create / Open Visit → Capture Audit Information → Add Audit Team & Division Details → Record Strengths & Improvements → Add Attachments → Submit Visit → Define & Assign Improvement Actions → Send Notifications & Reminders → Track Action Status → Generate & Distribute PDF Report → Monitor through Dashboard & Reports
Location: Paris La Défense, Paris
Industry: Mining & Civil Explosives / Chemical Manufacturing. The company provides drilling and blasting solutions, civil explosives manufacturing, mining services, quarry operations, infrastructure support, demolition, and engineering solutions.
Challenge and Requirements
1.
Solution Delivered
CodeScale delivered a custom solution using Microsoft PowerApps, Sharepoint, PowerAutomate for Mining & Civil Explosives / Chemical Manufacturing. The company provides drilling and blasting solutions, civil explosives manufacturing, mining services, quarry operations, infrastructure support, demolition, and engineering solutions..
Technology Used
- Microsoft PowerApps
- Sharepoint
- PowerAutomate
Business Outcome and Impact
Application Overview The Audit / Visit Management System is designed to provide a centralized platform for managing organizational visits, audits, and inspections. The application allows authorized users to create and manage visit records, capture structured audit information, maintain audit teams and division-level details, record strengths and improvement areas, manage supporting attachments, and create and track improvement actions. The system also provides role-based access, administrative configuration, dashboards, automated PDF reports, email notifications and reminders, management reporting, multi-language capability, and conditional offline support. 2.
Project Screenshots
