Victorian Government · Microsoft 365 + Power Platform + AI
From proof of concept to production document intelligence.
Hyperware helped validate a new approach to inbound correspondence using Microsoft 365, Power Platform and AI — then evolve the successful proof of concept into a broader production document-processing capability.
Modernisation journeyFrom incoming document to automated action
01CaptureInbound documents
→
02UnderstandAI + OCR
→
03RoutePower Automate
→
04Create workBusiness process
The opportunity
Could Microsoft technologies understand incoming documents and trigger real business processes?
The organisation wanted to reduce the amount of manual effort involved in processing scanned documents and correspondence, while making greater use of technologies already aligned with its Microsoft environment.
Rather than beginning with a large-scale transformation, Hyperware started with a contained proof of concept designed to validate the essential capabilities first: recognition, extraction, routing and automation.
The target operating model
Capture incoming documentsUnderstand content with AIExtract key informationRoute and create work automatically
The challenge
Document processing required too much manual handling.
Staff effort was being consumed by repetitive activities before the actual business process could even begin.
Manual sorting
Incoming documents had to be inspected and sorted before they could be processed.
Manual classification
Staff needed to determine what type of correspondence had been received.
Manual indexing
Key data often had to be entered or validated before downstream activity could commence.
Manual routing
Documents needed to be directed to the correct business area or process.
Disconnected processing
Scanning and storing a document did not automatically create the next business action.
Scaling complexity
A replacement approach needed to support additional document types and processes over time.
The proof of concept
Prove the hardest parts first.
The initial solution focused on a real operational scenario and tested whether Microsoft technologies could recognise documents, extract the required information and use that data to initiate automation.
AI Builder
Provided OCR, document recognition, classification and extraction of key information from scanned content.
Power Automate
Connected document recognition to business action through routing, notifications, work-item creation and downstream processing.
Power Apps
Provided an application layer for users to interact with document information, exceptions and associated business processes.
SharePoint
Provided the structured information and document layer within the organisation's Microsoft environment.
Intelligent document processing
Move beyond scanning to understanding.
The important shift was not simply converting paper into a digital file. It was giving the platform enough understanding to determine what had been received and what should happen next.
Recognise and classify
AI and OCR identify document types and extract relevant fields from incoming correspondence.
Determine the next process
Extracted information can be used to categorise documents and identify the appropriate workflow.
Trigger automation
Power Automate can route information, create work items, notify staff and initiate downstream activity.
POC→PROD
Why the approach worked
Start small. Prove value. Scale with confidence.
The project deliberately avoided beginning with a large transformation. A contained proof of concept allowed the organisation to validate the key assumptions before expanding the solution into a broader production capability.
From recognition to action
An end-to-end document processing flow.
The production direction connected document understanding to operational workflow rather than treating OCR as a standalone capability.
Business benefits
Less manual handling. More intelligent processing.
The value came from linking document understanding directly to the next business action.
Reduced manual processing
Less staff effort spent sorting, classifying, indexing and routing incoming correspondence.
Automated recognition
OCR and AI identify document types and extract information required by the business process.
Workflow automation
Recognised information can immediately trigger routing, work-item creation and downstream processing.
Better integration
The capability operates alongside SharePoint, Power Apps, Power Automate and other Microsoft services.
Scalable foundation
Additional document types and processes can be introduced without starting again from scratch.
Greater reuse of Microsoft investment
The organisation can make greater use of its existing Microsoft platform rather than adding isolated tools.
The evolution
Proof of Concept → Proof of Value → Production
The original experiment became reusable enterprise capability.
01Focused PoCValidate recognition and extraction
→
02Workflow provenConnect extracted data to action
→
03Broader scenariosExtend to additional document types
→
04Proof of ValueValidate operational benefit
→
05ProductionScale the capability
The result
A contained AI experiment became a broader production capability.
The initiative demonstrated that Microsoft 365, Power Platform and AI could support intelligent document processing in a real operational environment — recognising documents, extracting information and using that information to initiate automated business workflows.
“The Proof of Concept demonstrated the technology. Production demonstrated the business value.”Intelligent document processing, built to scale