Digital Transformation at The University of Buckingham with Dynamics 365
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The University of Buckingham is a non-profit private university serving approximately 2,700 students. Offering bachelor’s, master’s, and doctoral degrees through five faculties, the University partnered with Pragmatiq to transition from a legacy, Excel-based system to a centralised, cloud-based solution.
The Challenges
Background:
The University of Buckingham previously relied on disparate Excel-based systems for managing student information and processes. This setup was cumbersome and inefficient, leading to several operational challenges.
Challenges:
- Disparate Systems: The legacy Excel-based system was inefficient and time-consuming.
- Stakeholder Management: Difficulty managing relationships and correspondence with students and other stakeholders.
- Strain on Recruitment Team: The manual and inefficient process of screening and engaging with international applicants.
- Lack of Mobile Capability: Inability to capture and access data on the go.
- Limited Reporting: Inadequate reporting functionality hindered insights into key metrics.
- Manual Processes: Staff often worked outside the system to achieve their objectives, leading to inefficiencies.
The Solution & Implementation
Discovery and Planning:
Pragmatiq assessed the University’s needs and implemented Microsoft Dynamics 365, a comprehensive CRM solution, to centralise data and streamline processes.
Execution:
- Microsoft Dynamics 365: Implemented to provide a single view of students, alumni, donors, and other stakeholders. All interactions and communications are tracked within a centralised database.
- Website Integration: Prospective students can fill out an inquiry form on the University’s website, automatically creating a record in Dynamics 365.
- Microsoft Bookings Integration: Simplified scheduling of meetings with prospects, reducing administrative time and effort.
- Funding Management: Custom functionality to manage funding opportunities and track project expenses.
- Outlook Integration: Standardised email correspondence and tracked communications within the system.
- Enhanced Reporting: Dashboards, views, and charts were created to provide insights into key metrics, with future plans for Microsoft Power BI integration for deeper insights.
- Marketing Capabilities: Leveraged Dynamics 365 Marketing for regular communications with stakeholders.
- Mobile Access: Enabled data capture on-the-go using the native Dynamics 365 mobile and tablet apps.
The Transformation
Results:
- Improved Data Access: Centralised information reduced search time and improved daily task efficiency.
- Optimised Student Experience: Better management of student inquiries and applications enhanced the overall student experience.
- Streamlined Engagement: Simplified the student engagement process, enabling better tracking of application journeys and informed decision-making.
- Enhanced Communication: Reduced administrative workload with automated appointment scheduling and improved stakeholder communication management.
- Improved Reporting: Centralised data and improved reporting capabilities provided greater insights and enhanced decision-making.
- Future Growth Platform: Dynamics 365 offers a stable, customisable platform to support future requirements and departmental expansions.
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