Graduation Project: Mueen for Co-op Training Automation
We started our graduation project “Mueen” with an ambitious goal: automating co-op training processes for universities, students, and training organizations. The first step was focusing on universities, specifically automating the creation of training letters.
The Problem
The process of creating training approval letters was:
- ⏱️ Taking 15 minutes per letter
- 📝 Requiring manual copy and paste of data
- ❌ Prone to human errors
- 🔄 Repetitive and tedious for employees
With hundreds of students, this meant hours of manual work!
The Solution: Mueen
We designed a complete automation solution using Microsoft Power Platform, consisting of three main components:
1. Microsoft Forms - Data Collection
We created an electronic form that collects all required information from students and training data.
2. Microsoft Lists - Organized Storage
All entries from the form are automatically saved in Microsoft Lists, providing an organized view of all requests with search, filtering, and status tracking capabilities.
3. Power Automate - Where the Magic Happens!
This is the heart of the system. The workflow includes: retrieving data, creating the letter from template, converting to PDF, sending email, and updating status.
Amazing Results
After implementation, we processed over 100 official approval letters, each letter created in:
- ⚡ 20 seconds instead of 15 minutes
- ✅ 100% accuracy (no human errors)
- 🤖 Full automation (no manual intervention)
- 📧 Automatic sending to student and organization
Time Savings
With 100 letters:
- Before: 100 × 15 minutes = 1,500 minutes (25 hours!)
- After: 100 × 20 seconds = 2,000 seconds (33 minutes)
- Savings: 24 hours and 27 minutes of work!
Conclusion
The “Mueen” project started as a graduation project, but it turned into a practical solution that saves hours of work and improves everyone’s experience. The initial success in automating letters opened the door to automating more complex processes.
The Message: Don’t underestimate the value of automation. Even small repetitive tasks, when automated, make a big difference!
