The PAC Management System Transformation
How BlueJay helped streamline PAC’s data management, reducing inefficiencies and improving accuracy, resulting in a 99% uptime and faster reporting turnaround.
The Challenge
PAC’s previous management system was outdated and inefficient, causing delays, data inconsistencies, and operational inefficiencies. Managing appointments, data tracking, and reporting was heavily reliant on manual processes, leading to:
🚩 Key Challenges:
Inefficient & Time-Consuming Manual Workflows:
Tracking, scheduling, and managing PAC appointments required extensive manual effort, increasing the risk of human error and making it difficult to scale operations.
Lack of Data Integration & Standardization:
Data was stored across multiple, fragmented systems, leading to discrepancies in reports and difficulties in maintaining accurate records.
Slow & Inconsistent Reporting System:
The scorecard turnaround time was excessively long, delaying data-driven decision-making. Reports were prone to errors, leading to unreliable audit results.
Limited Scalability & System Reliability:
The existing system lacked a centralized infrastructure, making it difficult to scale operations, integrate automation, or improve uptime.
THE OLD WORKFLOW
The Solution
To address these challenges, BlueJay developed a modern, automated, and scalable PAC Management System, designed to streamline workflows, improve data accuracy, and enhance reporting capabilities.
🔹 Key Features Implemented:
Automated Appointment Management:
Eliminated manual scheduling inefficiencies by integrating automated appointment tracking and real-time notifications.
Centralized Data Storage with Azure Dataverse:
Migrated PAC data into a single, unified cloud-based system, ensuring data consistency, integrity, and accessibility across teams.
Enhanced Reporting with Scorecard Optimization:
Optimized scorecard workflows, reducing turnaround time from weeks to just 6 days.
Integrated Power BI dashboards for real-time analytics and performance tracking.
High-Availability Infrastructure with 99% Uptime:
Built a fault-tolerant system with high availability, ensuring minimal downtime and improved system reliability.
Automated Workflows & API Integrations:
Replaced manual handoffs with Power Automate and seamless API integrations, enabling faster data synchronization between different departments.
PROPOSED PROCESS FLOW
Implementation Plan
To ensure a smooth transition from PAC’s outdated system to the new automated PAC Management System, BlueJay followed a structured implementation plan, divided into key phases:
1️⃣ Discovery & Requirement Analysis (Week 1-3)
Conducted workshops with PAC stakeholders to identify pain points & objectives.
Assessed current data structures and pinpointed integration challenges.
Developed a high-level architecture & technical roadmap.
2️⃣ System Architecture & Design (Week 4-6)
Designed a centralized database with Azure Dataverse for seamless data management.
Mapped out automated workflows for appointment scheduling & reporting.
Defined API integration points to ensure smooth data exchange.
3️⃣ Development & Integration (Week 7-12)
Built the new PAC Management System with real-time tracking & automated reporting.
Integrated Power Automate & API connections to eliminate manual handoffs.
Developed Power BI dashboards for improved reporting & analytics.
4️⃣ Testing & Optimization (Week 13-15)
Conducted unit testing, system testing, and UAT (User Acceptance Testing).
Fine-tuned scorecard calculations to ensure accuracy & reliability.
Optimized system performance for 99% uptime.
5️⃣ Deployment & Training (Week 16-18)
Deployed the live system with phased rollouts to minimize disruption.
Provided comprehensive training sessions for PAC staff.
Offered post-launch support & monitoring to ensure a smooth transition.
CURRENT AND FUTURE USER INTERFACE
The Results
BlueJay’s solution delivered measurable improvements across multiple areas, significantly enhancing efficiency, accuracy, and scalability for PAC operations.
📊 Key Achievements:
📌 95% Accuracy in Appointment Tracking
✅ Eliminated manual data entry errors, ensuring more precise scheduling and tracking.
📌 Scorecard Turnaround Time Reduced by 60%
✅ Optimized workflows reduced reporting time from weeks to just 6 days, allowing faster decision-making.
📌 30+ Appointments Processed Per Hour
✅ Automation significantly increased operational capacity and scheduling efficiency.
📌 99% System Uptime & Enhanced Reliability
✅ Improved infrastructure ensured continuous system availability with near-zero downtime.
📌 Seamless Data Flow Across Departments
✅ API integrations and automated workflows enhanced communication and data synchronization, reducing manual interventions.
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