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Strategic Impact
Replacing Freetext Intake with a Validated, ERP-Connected Workflow
Requirements Gathering and Process Mapping
The target intake structure was defined by what the process actually required, not what was simplest to build. Discovery sessions with the samples team and SAP MDG administrators documented current-state workflows, identified validation requirements, and established the design before any development began.
Validated Intake Solution Design
Data quality was enforced at the point of entry, not corrected downstream. Freetext fields were replaced with structured inputs, dropdown selections, and field-level validation rules that prevented bad data from entering the system in the first place.
Development and SAP MDG Integration
SAP MDG lookups that had required separate system access became automatic. Direct integration enabled material and supplier data to be validated against the ERP at the point of intake, without requiring users to switch systems to verify what they were entering.
Testing and User Acceptance
The solution went to production validated against real intake scenarios, not theoretical ones. End-to-end testing with the samples team covered representative workflows, all issues were resolved, and UAT sign-off was obtained before deployment.
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Deployment, Training, and Post-Go-Live Support
The intake team transitioned off their legacy process with documentation and training, not just access credentials. Post-go-live support covered the questions and edge cases that always emerge in the first weeks of operating a new system.
BabyBots Impact Assessment
Consistent, Validated Intake from First Submission
A structured, validated intake solution replaced freetext Excel templates with a governed, ERP-connected workflow. Manual entry errors were eliminated at the source. SAP MDG lookups that had required separate system access became automatic. The samples team gained a process that enforced accuracy without adding steps.
- Discovery sessions covering current intake workflows, data structures, and SAP MDG requirements
- UAT sessions with intake personnel to validate solution behavior against real-world scenarios
- Training for intake staff and system administrators on solution use and maintenance
- Documentation review and post-go-live support sessions
- Responsive intake solution with dropdowns and ERP master data lookups replacing freetext templates
- Power Automate flows for SAP MDG-aligned data output and streamlined intake processing
- SQL or centralized backend with patch logic, validation rules, and conditional formatting
- UAT documentation and end-to-end integration testing reports
- User guides, system administrator documentation, and post-deployment hypercare support
Project Journey
Project Timeline
Phase 1
Sample Intake — Phase 1: Requirements Gathering & Process Mapping
Discovery sessions with samples team and SAP MDG administrators to document the current intake process, data flows, and pain points. Identified Dataverse tables, key field mappings, and integration points with SAP MDG.
Phase 2
Sample Intake — Phase 2: Solution Design
Designed a responsive Excel workbook to replace existing freetext templates, configured dropdowns and lookup fields from ERP master data, and established data validation rules, submission logic, and basic security parameters.
Phase 3
Sample Intake — Phase 3: Development & Integration
Built the responsive Excel workbook with SQL backend data source, configured patch logic and conditional formatting, and set up Power Automate flows to output data aligned with SAP MDG template requirements.
Phase 4
Sample Intake — Phase 4: Testing & Quality Assurance
Unit testing of app logic and form controls, integration testing across all connected systems, data accuracy and ERP compatibility validation, UAT with intake personnel, and iterative refinement based on feedback.
Phase 5
Sample Intake — Phase 5: Deployment & Training
Production deployment and Canvas App publishing with Dataverse connectivity validation. Trained intake personnel and system administrators, distributed user guides and support documentation, and established post-deployment monitoring protocol.
Supply Chain / SAP Integration
Downstream errors do not start downstream. They start at intake.
The intake team transitioned off their legacy process with documentation and training, not just access credentials. Post-go-live support covered the questions and edge cases that always emerge in the first weeks of operating a new system.
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BabyBots is an enterprise technology partner with expertise across process automation, AI systems, data intelligence, and platform architecture.
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