Client story Agero cuts costs and boosts data accuracy over 20% with Google AppSheet migration

Business challenge

The third-party platform presented several challenges for security, operational efficiency, and cost control:

• Security and authentication hurdles: Agero had moved to an Azure AD and Okta-based single sign-on (SSO) architecture. Their existing applications, which relied on SAML (Security Assertion Markup Language) authentication, couldn’t be integrated for SSO with Okta, creating significant user login issues. Managing access for vendor agents also required security workarounds due to separate email addresses used to log in.
• Data inconsistency and manual overhead: Key agent data, including start dates, end dates, and other HR information, had to be entered manually because the platform had no connection to Agero’s central HR system. This manual data entry created frequent inconsistencies and data issues that impacted critical processes, like agent HR reviews. The old system essentially forced the technical team to replicate the HR system, introducing errors and delays.
• Rising costs and vendor challenges: The legacy platform’s pricing model became unfavorable, and the renewal date was approaching. Plus, getting technical help or documentation for new features was limited without paying extra subscription costs, even with an enterprise plan.

Agero made the strategic decision to move away from the third-party legacy platform and embrace the Google Workspace ecosystem. “Our relationship with the legacy vendor wasn’t great, and their pricing model wasn’t great,” says James Pinkerton, Director of Enterprise Systems at Agero. “We also wanted to do more with Google Workspace, so we thought, ‘Here’s an opportunity; let’s explore AppSheet.’”

Solution

Agero selected Google AppSheet, which was already part of their Google Workspace environment, as the replacement low-code platform. They teamed up with Insight, a long-term solution provider, to coordinate the migration of 16 applications. Insight’s plan was to migrate the apps while moving and improving the business processes behind them. The core components of the solution included:

• Phased, strategic migration: Insight’s team worked with Agero to divide the migration of the 16 applications into four manageable phases. They were grouped based on similar usage and technical complexity. “Insight’s phased approach helped manage user expectations and cut development time by letting the team apply learnings from earlier phases to later ones,” says Raj Helaiya, Business Systems Analyst at Agero. “It also helped manage scope creep; the entire development phase only took four months.”
• Automation and centralized data source: Agero now uses a single source of truth for agent and vendor agent data. An Apps Script code now runs daily to automatically sync the HR system with an AppSheet database running on MySQL on Google Cloud for large-scale data handling, eliminating manual work.
• Workflow consolidation: Insight did more than a simple lift-and-shift migration. The team found ways to combine related applications and build new, smarter workflows. For example, Insight’s know-how helped Agero integrate two applications, OPA submissions and OPA reports, into one efficient AppSheet application.
• Security and policy improvement: Insight helped Agero move to a unified and secure ecosystem by having AppSheet use Google Workspace identities for authentication. They implemented role-based security policies within the AppSheet applications, following the principle of least privilege access, ensuring users only view data related to their specific functions, protecting user data, and resolving security workarounds.
• Hands-on training: Insight conducted a two-tiered training, giving end users comprehensive training and customized documentation (e.g., videos, user manuals), with the technical team getting one-on-one, over-the-shoulder training on managing policies, configuring roles, and making changes. This hands-on training means the Agero IT team can now confidently manage and maintain the platform themselves.

Impact

Agero benefited from the AppSheet migration as it strengthened their operations, boosted team morale, and positioned the company for future innovation.

Quantifiable benefits

• Cut costs: The migration was completed before the contract renewal, avoiding the cost of being on the third-party legacy platform for another year. The project also zeroed out costs associated with a third-party platform and its required technical subscriptions.
• Raised data accuracy: Automation and the single source of truth approach of AppSheet boosted data accuracy by over 20%.
• Faster deployment and issue resolution: The entire migration and deployment were completed in four months. After deployment, the technical team can close support tickets and handle change requests more efficiently because they know AppSheet inside and out.
• More app development: The project led to the development of four new applications on the AppSheet platform, demonstrating Agero’s increased business agility.

Qualitative improvements

• Unified, simplified ecosystem: Agero dropped a third-party platform and brought their data and apps into Google Workspace. This simplified their tech stack, making it easier to manage and secure because all the tools, including Sheets, AppSheet, and the admin console, work together seamlessly.
• Self-reliant IT team: Hands-on training from Insight made Agero’s technical team self-reliant. “The Agero IT team can now make changes very easily, and we don’t need to rely on Insight for day-to-day management,” says Raj Helaiya. “The team can now quickly resolve user issues and manage the new environment very effectively.”
• Stronger collaboration and agility: The unified system and easy-to-use low-code platform mean teams think of AppSheet when they need to solve a business problem. More people are now interested in building their own AppSheet solutions, fostering a culture of internal application developers.

Future outlook

The AppSheet migration has built a solid foundation for Agero’s future. Simplifying application deployment and cutting costs lets Agero focus on innovation. For example, Raj Helaiya is using his new skills in Google Workspace to explore generative AI capabilities, specifically how to use Gemini with Agero’s current AppSheet apps. This ability to easily integrate with advanced Google technology positions Agero for new ways of working and further simplifying workflows.

The collaboration with Insight continues, with Agero having signed a consulting agreement to get Insight’s help for complex functions and new application requests.