When outdated systems start blocking progress, it’s a signal that change is overdue. That was the case for one policy school at a major public university as it struggled with an overburdened and costly Salesforce setup. Complex customizations, rising costs, and limited flexibility were draining resources and overwhelming a small IT team. What they needed wasn’t just a new platform— it was a new approach.
That journey began with curiosity and evolved into transformation, thanks to a collaborative engagement with JourneyTeam and the power of Microsoft’s low-code platform.
A New Chapter Starts With a Single Day
Like many institutions, the Frank Batten School of Leadership and Public Policy at the University of Virginia (UVA) was under pressure to do more with less. Beyond Salesforce’s costs—upwards of $60,000 annually, once licensing and plugins were accounted for—the system had grown so complex that even simple updates became bottlenecks.
IT Director Mark Outten knew the school needed a different kind of solution: one that was cost-effective, sustainable, and built for the people using it. Before making any decisions, Batten took part in JourneyTeam’s App in a Day—a guided, hands-on session designed to demystify Microsoft’s Power Platform. The experience proved pivotal.
“App-in-a-Day helped me touch the technology and understand what we could actually build,” Outten noted. More importantly, it reframed what transformation could look like—not a wholesale rip-and-replace project, but a modular, strategic shift that could start small and grow over time.
Building Together: From Form Fixes to Student Portals
That one-day workshop didn’t just build skills; it built trust. What followed was a highly collaborative effort to replace Batten’s outdated student intake process with a modern, self-service Power Pages portal. This wasn’t just a software deployment, it was a co-creation effort between Batten’s team and JourneyTeam consultants.
JourneyTeam brought more than technical know-how. They worked hand-in-hand with Batten to ensure the solution reflected the school’s needs and values. From student profile forms to branding and ADA compliance, every element of the portal was intentionally designed. The outcome? A mobile-friendly, secure platform that allows students to update their own information while giving staff seamless, real-time access.
“Now our employees can pull up a student’s background, interests, and photo right from their phones instead of printing out PDFs. It’s streamlined, secure, and personalized—which is exactly what we needed,” Outten said.
Measurable Impact, Meaningful Change
Even before the full rollout was complete, the results were clear. By retiring Salesforce and its costly plugin ecosystem, Batten is projected to save at least $60,000 per year. But the benefits go beyond the budget.
By eliminating technical bottlenecks and maintenance burdens, Batten’s small IT team now has more time to focus on strategic goals—like building dashboards with Power BI and scaling up citizen development initiatives using Power Apps. The school has also seen a 75% decrease in maintenance time, thanks to the simplicity and integration of Microsoft-native tools.
A Partnership Built on Listening and Learning
What stands out in this engagement isn’t just technology, it’s the relationship. JourneyTeam didn’t arrive with a canned solution. Instead, we listened carefully to Batten’s goals, adapted to evolving needs, and co-developed the portal with a long-term mindset.
“JourneyTeam was patient, flexible, and incredibly sharp. They helped us navigate unfamiliar territory and make decisions that balanced ambition with practicality,” Outten shared. “I never felt like we were being sold a one-size-fits-all approach, they really listened to what we needed.”
Looking Ahead: Scaling with the Power Platform
The journey doesn’t stop at the portal. With university-wide datasets for HR, finance, and enrollment becoming standardized, Batten is preparing to integrate Power BI dashboards that combine institutional data with student-sourced insights. These enriched analytics will help inform decisions, track outcomes, and tailor student engagement strategies.
The team is also identifying other high-impact use cases ripe for Power Apps—everything from managing graduate assistant applications to streamlining event logistics. “We’ve already had two more use cases emerge just since launching the portal,” Outten said. “With Power Apps, we can build exactly what we need, when we need it—without starting from scratch.”
Why It Worked: The Power of the Right Partner
This case is proof that digital transformation doesn’t need to be disruptive or costly, it just needs the right partner and the right tools. JourneyTeam’s focus on collaboration, enablement, and real-world results turned a seemingly small project into a long-term success story.
By meeting Batten where they were and building on what was already in place, JourneyTeam helped the school align with UVA’s Microsoft-first strategy, simplify their IT landscape, and empower their staff with modern tools that work for everyone—from students to leadership.
If you’re facing similar challenges with legacy platforms, high costs, or stalled innovation, you’re not alone, and you’re not out of options. Start with one use case. Explore what Power Platform can do. And find a partner who listens.
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