Company Background
The Brain Charity supports individuals with neurological conditions through a wide range of services, including mental and physical therapy, corporate neurodiversity training, and community-focused gym programmes. As the charity grew, so did its operational challenges, necessitating a more streamlined and robust approach to managing its data, services, and reporting needs.
The Challenge
The charity’s initial system, an on-premises Dynamics 2016 setup, was designed to replicate its existing manual processes. While functional, it failed to meet the evolving requirements of the organisation. Key challenges included:
- Inefficient Processes: Reliance on manual case management and fragmented systems for client records, stored in Word documents and folders.
- Limited Reporting: Difficulty in demonstrating measurable outcomes to funders, a critical need for securing donations and grants.
- Evolving Needs: Introduction of new services, such as a gym and neurodiversity training programme, required tailored functionality and enhanced security.
- Data Protection: Managing sensitive therapy and health information while ensuring data security and compliance.
The Solution
Advantage partnered with the Brain Charity to enhance and expand their use of Dynamics 365, tailoring the system to address their unique challenges.
System Upgrade and Optimisation:
- The charity transitioned from Dynamics 2016 to Dynamics 365 in the cloud, enabling improved scalability and functionality. Advantage restructured the charity’s case management system to focus on outcomes, replacing outdated manual workflows.
Development of Tailored Apps:
- Services App: Centralised management of client data, case files, and therapy records for both mental and physical health services.
- Gym App: Streamlined onboarding processes, enabled tracking of member progress, and incorporated health and safety data for trainers.
- Training App: Supported the charity’s revenue-generating neurodiversity training programme, helping manage corporate leads and sales pipelines.
Enhanced Reporting Capabilities:
- Designed robust reporting tools to demonstrate outcomes for funders, such as tracking gym usage and therapy effectiveness.
- Enabled aggregated reporting at the click of a button, replacing labour-intensive manual processes.
Streamlined Enquiry Management:
- Implemented a triaging system to convert training enquiries into leads, reducing duplication of effort and improving collaboration across remote teams.
Data Security and Access Control:
- Established a robust security model, ensuring sensitive data could only be accessed by authorised staff while allowing gym trainers visibility into relevant health conditions.
Results and Impact
- Improved Efficiency: Automation and streamlined workflows reduced duplication of effort and improved resource allocation across teams.
- Demonstrable Outcomes: The new system empowered the charity to report measurable impacts to funders, enhancing transparency and boosting funding potential.
- Enhanced Collaboration: Teams working across locations or remotely were better equipped to triage and manage enquiries without overlap or delays.
- Adaptability for Growth: Advantage’s phased implementation approach ensured the system could evolve as new needs emerged, such as plans for a funding and commissions module.
Client and Partner Perspectives
Jon Dobson, Head of Projects and Services at The Brain Charity explained: "The partnership with Advantage has been transformative for us. Their team not only understood our operational challenges but also guided us in leveraging Dynamics 365 to its full potential. The ability to demonstrate our impact with clear, measurable outcomes has been a game-changer for our fundraising efforts."
Their Account Manager at Advantage, Gary Griffin echoed these thoughts "Working with the Brain Charity has been an inspiring experience. We’re proud to support their mission by building solutions that are both scalable and tailored to their unique needs. It’s been rewarding to see the tangible impact of our work, from streamlined processes to improved reporting that directly supports their beneficiaries."
Looking Ahead
With several successful modules already in use, the Brain Charity is planning further enhancements, including:
- Automation of gym session data integration from their website.
- Development of a funding and commissions app to streamline donations, grants, and event management.
- Refining existing workflows for case management and outcome tracking to ensure continued relevance and usability.
Conclusion
The Brain Charity’s journey with Advantage and Dynamics 365 demonstrates the power of tailored technology in driving organisational impact. By addressing inefficiencies and enabling robust reporting, Advantage has equipped the charity to meet its operational needs while scaling for future growth. The partnership continues to evolve, ensuring the Brain Charity can focus on its mission to support individuals with neurological conditions.
