Background

L&Q Group, one of the largest housing associations in the UK, needed to modernise its operational processes, particularly in finance and sales. The organisation’s reliance on manual workflows and outdated systems created inefficiencies that affected productivity. L&Q embarked on a comprehensive digital transformation initiative to implement Microsoft Dynamics 365 for Sales, Business Central, and Finance & Operations, while also integrating a document management system to streamline operations. JAA Consultancy Services Ltd. was engaged to provide business analysis and support throughout this transformation, ensuring that processes were re-engineered, data migration was seamless, and the new system was configured to meet the specific needs of the business.

Business Challenges

L&Q faced several challenges at the outset of the project:

• Fragmented Data Systems: The organisation’s key operational data resided in various systems, which made data management inefficient and prone to errors.
• Manual Processes: Finance processes, sales management, and contract handling were largely manual, leading to delays and higher operational costs.
• Document Management Needs: L&Q required an integrated document management system to automate the generation, approval, and storage of documents, reducing administrative overhead.
• Complex Business Requirements: With multiple departments involved, including finance, contract management, and asset management, the solution needed to be highly customisable and aligned with L&Q’s diverse business processes.

Solution Delivered

Data Migration and Integration: One of the key technical challenges was migrating data from Excel and SAP into the Dynamics 365 environment. JAA Consultancy Services Ltd. developed a comprehensive migration strategy that ensured a smooth transition, addressing the data structure, volume of data, and retention of historical data. The strategy also included mapping data fields from the source systems to the target system to ensure accuracy during migration.
In parallel, JCS led the integration of Dox42, a document management system, with Dynamics 365. This integration enabled automated document generation, the use of e-signatures for staff, and improved content management, allowing L&Q to streamline contract handling and document approval processes.

System Configuration and Customisation: To meet the diverse needs of L&Q’s operations, JAA Consultancy Services Ltd. worked with various business units to configure Dynamics 365. This involved customising the system to manage finance processes like supply-to-pay (S2P) and procure-to-pay (P2P), as well as setting up sales workflows and inventory management. Power Automate and Power BI were integrated into the system to allow for real-time reporting and process automation.
JAA Consultancy Services Ltd. also collaborated with the IT team to ensure the smooth handoff between systems and to manage the data flows between Dynamics 365, the document management system, and other operational tools.

Stakeholder Engagement and Workshops: Throughout the project, JAA Consultancy Services Ltd. facilitated numerous workshops and interviews with L&Q’s internal teams. These sessions were critical in gathering functional and technical requirements and ensuring that the solution aligned with L&Q’s operational goals. This collaborative approach allowed for the creation of detailed functional specifications, use cases, and process flow diagrams.

User Training and Support

As the implementation neared completion, JAA Consultancy Services Ltd. organised extensive user training sessions. Custom training materials, including user manuals and cheat sheets, were developed to help end-users familiarise themselves with the new system. Workshops were held to guide employees through the new workflows, ensuring a smooth transition. JAA Consultancy Services Ltd. also provided ongoing support during the service transition, working closely with the project team to ensure that any issues were resolved quickly and effectively.

Outcome

Streamlined Operations and Increased Efficiency: The implementation of Dynamics 365 resulted in a significant improvement in operational efficiency. Manual processes were automated, data management was centralised, and sales, finance, and asset management functions were streamlined. The new system provided L&Q with a unified platform that increased productivity across the organisation.

Successful Data Migration: All critical datasets from Excel and SAP were successfully migrated to Dynamics 365. This allowed L&Q to eliminate data silos and improve data accuracy and accessibility across departments, fostering better collaboration and decision-making.

Integrated Document Management: The integration of Dox42 with Dynamics 365 brought substantial improvements to L&Q’s document workflows. The automation of document generation, along with e-signature capabilities, reduced administrative burden and ensured smoother approval processes.

Real-Time Data and Automation: The integration with Power Automate and Power BI provided L&Q with real-time data insights and reporting. This helped leadership monitor performance and make data-driven decisions more effectively.

Successful User Adoption: The extensive training and support provided by JAA Consultancy Services Ltd. ensured that end-users were well-prepared to work with the new system. By the end of the project, L&Q’s staff were confident in using Dynamics 365 for their day-to-day operations, resulting in higher productivity and fewer operational delays.