Case Study · Document Management
Home Care Management System Case Study: How Milestone Global Resources Replaced Paper and Spreadsheets with Dataverse and Power Apps
Milestone Global Resources replaced paper policies, manual safety checks and spreadsheet records with a secure home care management system built on Dataverse and Power Apps canvas applications.
Paper and spreadsheets replaced
Compliance checks built into scheduling
Frontline reporting moved to mobile
Executive summary
Milestone Global Resources, a fast-growing home care and supported living provider, was running critical operations on paper and spreadsheets — service user records split across files, safety checks tracked by hand, and no mobile tool for carers. Inteknix built a home care management system on Dataverse and Power Apps, with structured SharePoint libraries holding the documents behind each record, and delivered a separate SharePoint intranet for company policies. Milestone Global Resources now works from a single permissioned source of truth, with compliance prompted automatically and carers reporting from their phones.
At a glance
About the Client
Milestone Global Resources is a fast-growing provider of home care and supported living services in the UK, operating across multiple properties with a distributed frontline workforce.
Services used:
The challenge
Growth had outpaced the processes underneath it. Critical information existed, but it sat in places nobody could see at once, and nothing prompted action when a review or check fell due. This caused:
Policies stored across folders with no review reminders or record of who had read them
Service user notes, medication and activity logs split across separate files
Property and safety checks tracked manually, with no central view of outstanding actions
Workforce compliance — right-to-work, DBS and training expiries — checked retrospectively rather than before scheduling
No mobile tool for carers to check in and out, view tasks, or request leave
Milestone Global Resources needed a system to hold the process, not just the paperwork.
The approach
Inteknix mapped how information moved through the organisation, from policy publication to frontline delivery and manager oversight. That surfaced where records were duplicated, where compliance depended on individual recall, and where staff were being asked to work through channels unsuited to mobile working.
Rather than introducing separate care management software, the system was built on the Microsoft Power Platform. Dataverse holds the operational records, Power Apps canvas applications provide the interfaces, and SharePoint stores the documents behind each record — keeping everything inside one governed environment with role-based access throughout.
The solution
Dataverse data model
Service users, employees, properties and compliance records are held in Dataverse as structured, related tables, with security applied at table and row level so staff see only what their role permits.
Power Apps canvas applications
Managers and administrators work through purpose-built canvas apps covering service user records, medication and activity logs, employee profiles, property checks and rota readiness — replacing the spreadsheets these processes previously depended on.
Mobile Employee App
Carers check in and out, view tasks, log activity and request time off from their phone, replacing paper returns and desk-bound requests.
SharePoint document libraries
The documents behind each record — care plans, certificates and safety check evidence — are held in structured SharePoint libraries with metadata columns and role-based permissions, surfaced directly in the apps rather than filed separately.
SharePoint intranet
A separate SharePoint intranet gives staff one place for company policies, each with an assigned owner and review date, automated reminders, and recorded acknowledgements.
Automated compliance workflows
Power Automate flags right-to-work, DBS and training expiries before they lapse, and prompts policy reviews as they fall due — removing the manual tracking these checks previously relied on.
Operational reporting dashboards
Canvas app dashboards give managers live views of care delivery, workforce compliance and property status, drawn from the same Dataverse records staff work in daily.
The outcome
Milestone Global Resources now operates from a single permissioned source of truth. Compliance no longer depends on someone remembering: policy reviews prompt automatically on the intranet, training and DBS expiries surface before they lapse, and staff suitability is validated before scheduling rather than audited afterwards.
Carers work from a mobile app instead of paper, and managers can see workload, delivery and outstanding actions without assembling spreadsheets. Supporting documents sit against the record they belong to rather than in a separate filing system, so evidence previously compiled by hand ahead of inspections is now available on demand.
The foundation is scalable — the same platform is being extended into finance and quality assurance, building on records already held.
Key results
“Compliance used to mean chasing paper and hoping nothing had been missed. Now our policies, training records and DBS checks sit in one place, our carers log everything from their phones, and I can see the position across our services whenever I need it. It has changed how confidently we operate.”
Samuel Abe, Registered Manager, Milestone Global Resources
Conclusion
For care organisations, administration is not back-office overhead — it is the evidence base for regulatory compliance and the mechanism for safe delivery. By replacing paper and spreadsheets with structured Dataverse records, purpose-built apps and governed document storage, Milestone Global Resources built a foundation that supports compliance today and scales as the organisation grows.
Selected Work
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FAQs
Frequently asked questions
A home care management system centralises the records a care provider depends on — policies, service user information, medication and activity logs, property safety checks, and staff compliance data — in one governed place, with automated prompts for reviews and expiries.
Yes. Dataverse, Power Apps and Power Automate can be configured into a care management platform covering service user records, workforce compliance and frontline mobile working, with SharePoint holding the supporting documents — all inside the organisation’s own Microsoft tenant. Note that Dataverse requires Power Apps premium licensing in addition to Microsoft 365.
By holding them as structured data against employee profiles with expiry dates, so automated workflows flag them in advance. Scheduling can then check staff suitability before rostering rather than identifying gaps retrospectively.
Policies are published to a central intranet with an assigned owner and review date, and automated reminders trigger as reviews fall due. Staff acknowledgements are recorded centrally, so evidence of who has read what is retained rather than reconstructed at inspection time.
It gives frontline staff check-in and check-out, task visibility, activity logging and time-off requests on their phone — removing paper returns and giving managers near real-time visibility of delivery.
Dataverse applies security at table, row and column level, so staff see only the records their role permits, and documents held in SharePoint carry equivalent permissions. All data stays within the organisation’s own Microsoft tenant, under its existing auditing and data protection controls.
Not always. The Power Platform can deliver centralised records, compliance automation and a mobile frontline app without a separate third-party system. Dataverse does require Power Apps premium licensing beyond standard Microsoft 365, so the comparison is against the cost of a dedicated care platform rather than against no cost at all.
Implementation is usually phased. An initial phase establishes the operational foundation so value arrives early, with further capabilities such as finance and quality assurance added once the underlying records are in place.
Looking to achieve similar results?
If your care organisation is managing policies, service user records and compliance checks on paper or in spreadsheets, explore how a Microsoft 365 platform can centralise operations and reduce risk.
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