Client Background

A mid-sized insurance company serving customers across Tasmania relied on a legacy system to manage policy records, claims processing, and customer interactions. The organization maintained thousands of customer files across disconnected systems, resulting in delays, inefficiencies, and mounting compliance pressures in a highly regulated industry.

Challenge

The client faced several pressing issues in their day-to-day operations:

  • Outdated on-premises data infrastructure made access to real-time reporting and client insights slow and unreliable.

  • Manual data entry across siloed systems increased the risk of human error, duplicated effort, and delays in claims processing.

  • No integration between internal tools and third-party platforms (e.g., CRM, payment systems, policy management), forcing staff to rely on emails and spreadsheets to track updates.

  • The company recognised the need for a secure, automated solution to modernise their workflow and ensure compliance with industry data standards.

Solution by Data Gravity

Service Provided: Data Migration, Workflow Automation, API Integration & Custom Connector Development
Technologies Used: Python, SQL Server, SharePoint Online, Power Automate, REST APIs, Custom Connectors

1. Legacy Data Migration to Cloud

Data Gravity began by extracting and migrating the client’s historical and active data from fragmented, on-premise SQL Server databases to a centralized, cloud-based SharePoint Online environment. This included:

  • Policy documents, customer profiles, and claims history.

  • Data cleansing and transformation using Python and SQL Server to ensure consistency and integrity.

  • Categorizing content with metadata to support compliance, searchability, and reporting.

2. Automation with Power Automate & APIs

To eliminate manual bottlenecks:

  • Developed custom Power Automate workflows that connected internal systems, automated policy updates, and triggered approval workflows.

  • Integrated third-party CRM and payment platforms via secure REST APIs to allow automatic updates of customer and transaction data.

  • Enabled real-time notifications for staff and clients regarding policy changes, payment confirmations, and claim status.

3. Custom Connectors for Seamless Integration

Where out-of-the-box connectors were insufficient, Data Gravity:

  • Developed custom connectors in Power Automate to bridge gaps between legacy systems and cloud apps.

  • Ensured connectors met strict security and authentication protocols, maintaining end-to-end traceability and audit logs.

  • Allowed seamless interactions across platforms without disrupting current operations or introducing vendor lock-in.

4. Governance, Security, and Compliance

  • Designed solutions in line with Australian insurance data privacy standards.

  • Ensured all data movements were auditable, encrypted, and aligned with internal IT governance protocols.

  • Provided documentation and upskilling support to ensure internal teams could manage and maintain the new ecosystem.

Results

  • Reduced manual data processing time by 65%

  • Achieved near real-time synchronization across CRM, policy, and claims systems

  • Improved customer response time by 40%, particularly for policy updates and claim tracking

  • Enhanced compliance and audit readiness through better visibility and automation

  • Staff productivity increased due to reduction in repetitive tasks and better data access

Client Testimonial

“Data Gravity helped us reimagine our operations. The automation they implemented saved us time, reduced errors, and made our team more responsive. Most importantly, we now have the confidence that our systems are secure, connected, and future-ready.” Operations Manager

Key Takeaways

  • Digital transformation is achievable with the right combination of data migration, automation, and system integration.

  • Custom connectors and APIs are essential for bridging modern cloud systems with legacy tools in highly regulated industries.

  • Power Automate combined with expert development can eliminate workflow silos, improve accuracy, and boost compliance.

  • Data Gravity’s holistic approach—from data engineering to automation—enabled a seamless, scalable solution for the client.

Skills

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