Case Study

Ausbildung App

Tools: Power Apps · SharePoint · Power Automate · Encodian

The Ausbildung App is a digital platform designed to support apprentices in managing their daily administrative tasks — including submitting vacation requests, reporting sick leave, and writing weekly reports. It connects apprentices, HR, and supervisors through automated workflows and notifications, reducing manual paperwork and improving communication within the apprenticeship program.

The Problem

The app had been introduced previously but suffered from several usability and performance issues.

  • It contained multiple unused features that cluttered navigation and confused users.
  • Workflows were inefficient, leading to delayed approvals and slow processing times.
  • The interface no longer aligned with the company’s modern design standards.
  • Maintenance and scaling were difficult due to the app’s complex, multi-screen structure.

As a result, both apprentices and HR staff experienced friction in using the system, with unnecessary steps and inconsistent data handling.

My Role

I took over ownership of the Ausbildung App to modernize and optimize it for long-term use.
My goal was not to rebuild it entirely from scratch, but to redesign, refactor, and stabilize it to meet current usability and performance standards.
My responsibilities included:

  • Simplifying the app by removing unused functions and screens
  • Redesigning the user interface in line with the company’s CI guidelines
  • Streamlining data flows and reducing Power Automate complexity
  • Optimizing workflows for faster execution and improved reliability
  • Enhancing user experience for both apprentices and HR personnel
  • Introducing Microsoft Teams integration for notifications and approvals

The Process

I began by analyzing the existing app structure, identifying which features were essential and which could be removed. After mapping the data and workflows, I created a redesigned version with a cleaner UI and a smaller, more efficient architecture.
Key workflow steps now include:

  1. Vacation Requests: Apprentices can quickly submit vacation requests through simplified forms.
  2. Sick Leave: Sick notifications are sent digitally to HR with proof attachments.
  3. Signature Capture: Both employee and IT staff sign digitally within the app.
  4. Weekly Reports: Apprentices fill and submit weekly reports directly in the app.
  5. Approvals: HR and supervisors receive notifications via email and Microsoft Teams Adaptive Cards for faster response.

All data is stored and managed in SharePoint, while Power Automate handles the approval and notification logic. The number of screens was reduced significantly, improving load times and overall stability.

The Solution

The app was rebuilt using the Microsoft Power Platform:

  • Power Apps for the front-end interface and form management
  • SharePoint as the central data source for reports, PTO, and sick leave entries
  • Power Automate for workflow logic, approvals, and Teams notifications
  • Encodian for PDF exports and documentation generation

The new design follows a minimal, consistent layout aligned with the company’s CI. The app runs faster, requires fewer maintenance steps, and provides better visibility across all processes.

Results & Impact

The optimized Ausbildung App now provides a modern, user-friendly experience for apprentices and HR staff alike.

  • Reduced the app’s complexity by removing unused screens and features
  • mproved performance and stability through simplified workflows
  • Accelerated approval cycles via Power Automate + Teams integration
  • Increased adoption and satisfaction among users
  • Delivered a clean, scalable solution ready for future extensions

Today, around 40 users — including apprentices, HR, and supervisors — rely on the system daily for transparent and efficient communication within the apprenticeship program.