Process Documentation for Automated Employment Verification Letter

For this assignment, you can continue working with your same partner(s) from the "Decarbonizing Logistics Pair/Trio" only. No talking, discussing, sharing, or aiding with anybody else outside of your original pair/trio. It is up to the pair/trio to decide if they will make a single submission, for a single grade as a group. Or if each person wants to make their own submission.
Context
Business processes are present in every function of an organization, including Human Resources. When a new employee joins the company, many processes get triggered to get the person accesses and credentials ready to go. For example, IT needs to set up access to the organization's systems and create a new email address. The employee needs receive and sign the company policies, benefits, and the employee handbook. Payroll needs to collect the employee's tax and bank account information. A series of trainings and on boarding needs to be scheduled for the employee to learn about company and job-specific tasks.
These processes are repetitive and they don't contribute to the bottom line of an organization. However, they must be conducted for legal/regulatory purposes and also for functional reasons. If the HR team doesn't complete correctly all of the on initial tasks, the employee will not be able to conduct their job. Which eventually will lead to less profitability to the company. Those necessary non-added value processes are candidates to become automated through Power Automate.
Even after the employee has been hired, the HR team continues running non-added value added tasks. For example the Employment Verification Letter. Any employee of a company is eligible to receive a letter that states that they are currently employed by their organization. Such letter will include the date of hired, the job title, and the salary -if the employee needs it. Employees need those letters to apply to credit cards, loans and sometimes even to be able to enter in a lease-agreement for an apartment.
The company, and the HR team, do not benefit from producing Employment Verification Letters, yet they must produce them for any employees who requests them. Take a medium-sized company employing 2,000 people called "Acme Inc", during the month of August their HR team produced 84 letters. The current process for "Acme Inc" asks employees to write an email to a generic HR email address. As a request comes in, a junior member of the HR team gets assigned to produce the letter. Since this is not the only tasks that the HR team member does, often the producing of letter needs to wait. Eventually, the HR team member gets to work on the letter by using an approved template. The HR team member, manually looks up the data from the employee and fills out the fields. Next, the HR team member converts the word document as pdf and replies to the email attaching the pdf.
Even if this process sounds straightforward, there are some bumps in the road. For example, the inclusion of the salary for the employee is optional. When they employee writes to HR, they should explicitly state whether they want for their salary to be included or not in the letter. Often employees do not do this, and the HR team needs to reply back asking if the salary should include the salary. Only after the reply comes back, can the HR team start working on the letter. Other times, the HR team members are out for holidays, and there is nobody monitoring the generic email address, so it could take couple of days for the letter to be produced.
Even when everything goes correct, a letter might take three natural days to be produced. Think of this case: an employee requests a letter on a Friday at 4:30pm, and the employee does state whether the salary is to be included. Since the request came to close to the end of business day at the end of the week, the HR team won't work on it until Monday morning.
There is too much wasted and idle time between the employee and the HR team in order to receive a letter that is simple and easy to produce.
There has to be a better way!
You may argue, why doesn't the HR team produce an employment verification letter for every employee when they join. Well... that won't work. For the letter to be useful, it needs to be dated and it needs to be recent. A lender or a landlord wants to ensure the person in question has a job today, when they are applying for the credit. Therefore, they require the letters to have been issued in the last 30 days.
The way forward to improve this process is automation. There should be no email exchange between the employee and the HR team. This should be a self-service. If the employee is currently employed by the company, their information lives in a system's database. Nobody from HR needs to manually check the information, neither manually type the data into the Word document. The employee should be able to "click a button" for the letter to be produced instantly by reading the data from the system
And that is where you come in. Your goal is to develop a Power Automate process where the employee fills out a form, the requests gets matched against the company's record, it produces the letter and sends it to the email of the employee. Your form needs to include a field asking whether the employee wants for their salary to be included in the letter or not. Luckily for you, a previous business analyst for "Acme Inc" had already attempted to work on this automation -although they did not finish- and they have left you with some initial documentation and guidance on how to achieve this task:
Acme Inc List of Employees
Employement Verification Letter - Acme Inc 
Power Automate - Automated Letter
Deliverables
[OPTIONAL] A video documenting your Workflow in Power Automate. Assume you are producing the video for the next employee of your firm who will be taking over your role. They need to know what you built, and how to make changes. The video needs to be sharp and crisp, demonstrating mastery of the use of Power Automate.
Alternatively to the video, the students may choose to document the process through a written manual with screenshots.
A Word document, of a maximum of one page, in an executive summary style report, addressed to the executive director of the company recommending that the company should purchase the Power Automate licenses to automate processes like this. Why is worth increasing the cost to the company, What are the time savings? What are the benefits, and what are the cons of such solution? Include extra cybersecurity and data protection considerations the firm should have. Do a cost-analysis benefit about adopting a Power Automate. Include monetary and non-monetary costs.
The professor’s alumni email address needs to be added to the Power Automate flow, by sharing the flow to ASK SUPPORT
Timed Nature
The dataset and details will be released five days prior to the deadline. Students will only have this amount of time to transform the data and produce a written analysis of their findings. Students will have a chance to ask clarifying questions during the last class of the course. However, the instructor won't demo or work on this dataset during class.
Video:
Use Zoom, Screencast-o-matic, WeVideo, or similar.
Do not worry about watermarks in the software you use. You DO NOT have to obtain a paid subscription to any video software.
Upload the video to any cloud-based platform that DOES NOT REQUIRE a password. For example:
YouTube - set it to Unlisted if you wish for your video not to be found publicly.
WeVideo - set it to Public so that the grader can play it.
Any other platform that will not require a password or to request permission to access your video.
Share the link to your video inside the same Word document where you pasted your MySQL query.