All-in-one integrated ERP, CRM & Grant Management solution for well-known New Zealand Government Agency

CHALLENGE & BRIEF

In early 2022, a rapidly growing New Zealand government agency faced the challenge of managing an exponential increase in the volume and value of grants to be approved, distributed, and managed.

The existing systems and processes were no longer sufficient to handle the increased workload, leading to inefficiencies and potential risks in the management of grants. Their main challenges included:

• Volume Overload: The agency experienced a significant increase in grant applications and fund management, straining the current systems and resources within the team.
• Outdated Systems: Legacy processes and systems were inefficient, unable to scale with the agency’s growing needs.
• Integration Needs: The agency required a fully integrated solution that could seamlessly manage financial, grant, and customer relationship management (CRM) processes.
• Vendor Consolidation: The agency sought a single supplier capable of delivering and implementing an integrated solution, either from a single product line or through a cohesive integration of products from different manufacturers.

Klevr Grants

• Specialised Grant Management: The Klevr Grants Dynamics 365 add-on has been created by Walkerscott. It is designed specifically for managing the entire lifecycle of contestable grants and funds.
• Pre-Configured Workflows: The application comes with in-built workflows to handle common grant management tasks, yet it remains fully customisable to meet unique organisation requirements.
• Payment Workflows: We integrated the grants application and payment workflows across systems, ensuring seamless operation and transparency.

Document Management with SharePoint

• Seamless Document Management: We set up SharePoint integration with Business Central to facilitate secure and efficient document management, enhancing collaboration and data security.

RESULTS

The implementation of this fully integrated solution led to significant improvements in the agency’s operations:

Top-Level Results:

• Time Savings: Internal staff reported significant time savings due to the new system’s efficiency and ease of use.
• User Satisfaction: The online portal received positive feedback for its intuitive design, simplicity, and visual appeal.
• Scalability: The solution easily accommodated for new scenarios, such as block funding via a national programme, with minimal customisation.
• Extended Partnership: Following the project’s success, The Cloud Collective (which Walkerscott is a member of) partnered with the agency to provide ongoing end-to-end IT support services.

Additional Outcomes:

• Enhanced Efficiency: The agency now handles a higher volume of grants with greater accuracy and efficiency.
• Increased User Adoption: The positive feedback from both internal and external users has led to high adoption rates and satisfaction.
• Strategic IT Partnership: The agency entrusted Walkerscott and The Cloud Collective with additional responsibilities, including onsite support, service desk operations, and security services, reflecting the strong partnership and trust developed during the project.

CONCLUSION

This case study highlights the transformative impact that a fully integrated solution can have on a government agency’s ability to manage and scale its operations effectively. By leveraging Microsoft Dynamics 365 and Walkerscott’s expertise, the agency achieved significant improvements in efficiency, user satisfaction, and overall operational capability.

Walkerscott is a specialist Dynamics 365 implementation partner

If your organisation is facing similar challenges, Walkerscott is here to help. Contact us today to learn how our tailored solutions can drive your success and streamline your operations, just as we did for this government agency in New Zealand.

For more information on how Walkerscott can help your organisation drive data-driven change, please contact us.