Streamlining Fleet and Document Management
with Dynamics People and Microsoft Power Platform
The Challenge
Our Client manages a large company vehicle fleet through an application that had served the business well for years
but had become difficult to maintain and evolve, with parts of it built on technology that was showing its age.
One gap stood out in particular: the system had no dedicated registry of assignees — the employees and contractors to
whom vehicles are assigned. Every time a vehicle was assigned, the assignee’s personal data was re-entered and
duplicated inside that specific assignment record, creating a data-management approach that needed to be brought into
line with GDPR requirements.
Reverse-engineering the existing database also revealed years of inconsistent data entry. Fields had sometimes been
used for purposes other than their label — for example, a surname field containing a company name or a name field
containing an operational note — and this information had to be reviewed before migration.
In addition, every vehicle carried a substantial amount of physical documentation — registration books, conformity
certificates, road tax and insurance records, accident files, and fine dossiers — that needed to be preserved and
remain searchable.
The challenge was to design a modern foundation that could address the data-management and compliance gap, cleanse
years of imperfect data, keep every document connected to the correct vehicle and event, and give the company the
choice of relying on consultants or empowering its own users to evolve the solution over time.
The Solution: Microsoft Power Platform
Dynamics People designed the new fleet management solution on Microsoft Power Platform: a
Power Apps model-driven application built on Dataverse, with vehicles, assignees, documents, and case files modeled as
distinct but related entities for the first time.
Separating personal information about assignees from the vehicle assignment event created a more structured data model
and addressed the identified GDPR-related data-management gap.
Each vehicle’s lifecycle is tracked as it moves between active and ceased status — sold, scrapped, or deregistered —
carrying construction data retrieved directly from SAP, registration and conformity documents, and every dossier of
related activity. Closures, accidents, and traffic fines are grouped into their own case files so that every document
belonging to the same event remains connected without losing its link to the vehicle.
To manage the volume of physical paperwork, Dynamics People integrated a barcode- and OCR-based capture process. For
recurring high-volume activity, it also built a list-based extraction and reload mechanism for road tax and insurance
management, so that renewals, inclusions, and exclusions no longer need to be processed one vehicle at a time.
The Role of Dynamics People
In a fleet management transformation, technology creates lasting value only when it
improves control today while giving the people who operate the process enough autonomy to adapt it tomorrow.
The brief was not simply to rebuild an ageing application on modern technology. It was to give the company a genuine
choice in how it manages and evolves its own solution.
Dynamics People translated fleet, document, compliance, and reporting requirements into a self-service, low-code
foundation. The company’s users can handle simpler changes themselves and reserve specialist support for more complex
developments, rather than routing every new field, view, or report through an external consultant.
Microsoft Power Platform provides the technology. Dynamics People turns it into a fleet management process the Client’s own team can run and evolve without depending on a developer for every change.
A Real Assignee Registry Built for Compliance
Where the old system treated every assignment as a fresh, self-contained record, the new solution introduces a dedicated
assignee registry.
When a vehicle is assigned, users search for the assignee among existing records and link the person directly. If the
assignee does not yet exist, the record can be created immediately and becomes available for every future assignment.
Date ranges are validated so that a vehicle cannot be assigned twice during overlapping periods. Personal data that was
previously duplicated and inconsistently distributed across assignment records is now managed through a single,
structured source of information aligned with the new data model.
From a Stack of Paper to a Searchable Record
Every vehicle in the fleet comes with physical paperwork, and Dynamics People built a
dedicated capture process around it.
A barcode is printed and attached to each physical document. Users scan a complete batch in a single pass, and an
automated process recognizes each barcode, separates the scanned batch into individual files, and attaches every
document to the correct vehicle or case record in Dataverse.
This turns a stack of paper into searchable, correctly filed records without requiring each document to be processed
individually.
Renewals at the Speed of a Spreadsheet with Database Control
Road tax and insurance renewals, inclusions, and exclusions are recurring, high-volume
activities that previously required users to update one vehicle record after another.
The new solution allows users to filter and export the relevant vehicles to Excel, process the list, and reload it to
create or update the corresponding records automatically. This combines the speed of spreadsheet-based work with the
consistency of a single underlying database.
Dashboards provide additional visibility by highlighting upcoming road tax and insurance expirations and identifying
the vehicles most frequently affected by fines or accidents.
Key Benefits
• A GDPR-aligned data model — Assignee information is managed in its own registry rather than duplicated inside every
vehicle assignment.
• Cleaner, more trustworthy data — Years of inconsistent legacy entries were reviewed and cleansed as part of the
migration instead of being carried forward unchanged.
• Faster document processing — Barcode and OCR capture allow users to scan complete batches of physical documents rather
than attaching files one by one.
• Bulk renewals without bulk effort — Road tax and insurance renewals, inclusions, and exclusions are handled through
simple list export and reload cycles.
• Built-in visibility — Dashboards surface upcoming expirations and the vehicles most affected by fines or accidents.
• A platform the Client can evolve — The low-code foundation allows internal users to manage simpler enhancements and
request specialist support only when needed.
The Result
What used to be a fleet management application that was increasingly difficult to maintain
has become a modern, self-service Power Platform solution. It addresses an identified compliance-related data gap,
incorporates years of imperfect information into a cleansed model, and allows the team to process large quantities of
physical documentation efficiently.
By building the solution on Dataverse and Power Apps rather than custom code, Dynamics People provided the Client with
a fleet management platform designed to be maintained and extended by its own team over time, with specialist support
available when a requirement goes beyond what a low-code evolution can deliver.