Project Overview
Midland Mencap, a learning disability charity, needed a finance solution capable of doing more than processing transactions — one that could act as a genuine business partner for operational managers, delivering real-time insights and empowering faster, better decisions. Cloud-based Microsoft Dynamics 365 Business Central was selected for its superior management accounting and reporting capabilities, with Transparity chosen as implementation partner and ongoing support provider.
The project has delivered tangible results: month-end processing has been reduced by seven days, invoice approvals are now fully automated, and managers across the organisation can access secure, real-time financial data from any location.
The Challenge
Whilst the existing finance system was functioning adequately from a transaction perspective, Midland Mencap identified a need for a progressive solution, more supportive to the business and able to act as a business partner for operational managers, empowering them to make better and faster decisions.
“We had an opportunity to deliver reliable real-time insights to managers, without manipulating figures in Excel, giving them the information they need, when they need it, from any location,” says Klara Kula, Finance Manager at Midland Mencap.
Cloud-based Microsoft Dynamics 365 Business Central was selected for its superior management accounting reporting capabilities. The solution is designed to deliver efficiencies and cost savings using the latest analytics and real-time data, allowing Midland Mencap to gain real operational insights, improving resource allocation for the most benefit to its clients. Transparity was selected as implementation partner for the project and to provide on-going support for the solution once it was live.
The Solution
With Transparity as its partner Midland Mencap implemented Microsoft Dynamics 365 Business Central to support its finance functions. Currently a team of four, extended access was provided for managers to facilitate the approval of invoices and expenses. Following the successful go live, additional functionality has since been deployed to develop automation of key activities.
“We now have a finance system that is more responsive and a true partner for our business managers, enabling them to take decisions quickly and easily, based on real-time data.”
Business Central allows Midland Mencap to rapidly set up new services, complete with budgets and management cost forecasts, speeding up the on-boarding process and ensuring that managers can engage with commissioners with more confidence. Work is continuing to consolidate the mini budgets created for each service into a company-wide budget figure.
“Previously managers may not have had the necessary information to hand when negotiating funding for services, but they are now equipped to respond to seasonal requirements and rapid changes in the marketplace,” continues Klara.
Reporting is now timely and complete, removing the need to compile data from different sources, providing a snapshot of the business at any time from any location.
“Cloud access is a game changer for us as users can now access real-time information without having to be in the office. They can now monitor spend against budgets from any location, making our workforce truly mobile.”
Business Central reporting also enables finance to identify problem areas more easily and the drill down capability allows Midland Mencap to examine individual invoices and expenses to implement solutions promptly.
“Our operations managers have been very eager to engage with the new system. They can see the benefits it brings to their day-to-day activities, as well as to Midland Mencap’s clients.”
All invoice approvals are now carried out in Business Central, using the Power Automate function.
“This is one of the most visible benefits of the solution as we have been able to do away with paper copies for many activities. The approvals workflow is quick, easy and can be done from any location.”
As one manager put it:
“I no longer have to check emails as Power Automate routes anything I need to approve directly to me, wherever I am.”
Significant savings are already being delivered in the periodic tasks, such as month end processing, where a week has been shaved off the time taken to process the figures. This was an early benefit delivered by Business Central and is continuing to reduce processing times month by month.
Business Central has delivered a firm foundation for finance at Midland Mencap and has brought finance and operations closer together, creating a more effective and efficient organisation.
The Outcome
Real time savings for month end processing
Midland Mencap’s month end processing time has been cut by 7 days and continues to become more efficient month by month.
Increased efficiency
Business Central Power Automate has enabled fast and easy approvals workflow from any location, reducing the need for paper copies and a physical presence in the office.
A future proof solution
Cloud-based Dynamics 365 Business Central keeps pace with rapidly changing market, with easier maintenance, no need for in-house hardware and seamless future upgrades.
Empowerment of Business Managers
Delivering real-time accurate insights, without the need for data manipulation from multiple sources, empowers business managers to make swift decisions that benefit the organisation and its clients.
