National Museums Northern Ireland (NMNI), a celebrated public sector organisation entrusted with preserving the heritage and culture of Northern Ireland, embarked on a digital transformation journey to update and optimise their financial and operational processes.
To achieve this, NMNI selected Sysco Software to implement Microsoft Dynamics 365 Business Central; a comprehensive platform to improve operational efficiency, reporting accuracy and reduce the burden of manual, time consuming processes.
Challenges & Objectives
Prior to the implementation of Business Central, NMNI faced significant challenges due to outdated systems and manual processes, which led to inefficiencies and data inaccuracies.
James Lewsley, Head of Finance and Governance at the National Museums Northern Ireland commented,
“When we first embarked on the Microsoft Dynamics 365 Business Central project it was exciting, but came with a lot of pressure to get things right. This was our chance to make the most of an opportunity for phased improvements in how we performed various business functions.”
The key objectives for NMNI were to:
- Obtain real-time information and comprehensive reporting capabilities.
- Implement efficient and automated processes across various NMNI departments.
- Replace the legacy Integra II accounting system with a robust, modern financial management system.
- Align with standard best practices and adapt internal processes accordingly.
Project Overview
The implementation of Microsoft Dynamics 365 Business Central began with a thorough analysis and design phase to determine the scope of the project and the project deliverables.
Dedicated project teams were established to ensure clear communication between both parties and to align business objectives to ensure a smooth implementation of Microsoft Dynamics 365 Business Central.
“This was the first time our team had been involved in such a fundamental change to our ways of working. Sysco Software provided a hands-on role, making our Microsoft Dynamics 365 Business Central implementation look and feel like “us”. They challenged the way we did things so that we could get the most out of the system both in terms of functionality and capability. This ensured that Microsoft Dynamics 365 Business Central brought about real workflow efficiency gains.”
This tandem approach facilitated improved decision-making and proactive issue resolution which ultimately led to the project being delivered ahead of schedule and under budget.
Robert McErlane, Finance Business Partner and key member of the project delivery team added,
“The support and guidance provided by Sysco Software's consultancy team was not only impressive, but they were highly responsive when guiding the NMNI team throughout each step of the journey. Their knowledge and experience meant they were able to suggest areas which we had not considered and created new, more effective ways of working.”
Delivering Under Budget & Ahead of Schedule
The Microsoft Dynamics 365 Business Central Implementation was completed significantly under budget and ahead of schedule. This provided substantial costs savings and reaffirmed the effective collaboration and planning by NMNI and Sysco Software project teams.
“We are now 6 months live with Dynamics 365 Business Central, and we are pleased to report that the system hasn’t just survived all the varied tests thrown at it to date but has excelled and performed in areas we previously struggled with. NMNI are now reaping the benefits of the new processes in place, and because we’re supported by Sysco Software’s Support Helpdesk, we have been able to continually improve our service offering as a finance team to the wider organisation.”
Project Outcomes & What’s Next?
The successful implementation of Microsoft Dynamics 365 Business Central has created several core benefits to NMNI, including:
- Enhanced reporting accuracy and real-time data access.
- A significant reduction in manual processes and associated errors.
- Improved efficiencies across both financial and operational workflows.
- A robust, modern, and scalable financial management solution that supports NMNI’s future growth and organisational needs.
“Training our business users on the Microsoft Dynamics 365 Business Central platform, courtesy of Sysco Software’s training seminars, has been effortless. The feedback from our business units has been extremely positive and I have relished the buy-in from all departments due to the ease of use. Looking to the future, we are now in the process of implementing further system capabilities including the automation of our AP functions using Continia Document Management.”
National Museums Northern Ireland continue to refine and enhance their use of Microsoft Dynamics 365 Business Central. With ongoing aftercare provided by Sysco Software’s customer helpdesk and customer success team, NMNI have the support they need to adapt to changes in business processes while leveraging the potential of their new financial management platform, Microsoft Dynamics 365 Business Central.
Images: George Pennock Photography
