Unified Dynamics 365 CRM Implementation

CASE STUDY - LEADING RUSSELL GROUP UNIVERSITY

The Requirement

The university needed to modernise how it managed business-to-business relationships across multiple directorates. Existing systems and manual processes had created fragmented data, duplicated effort and limited visibility of institutional partnerships.

The requirement was to implement a single, integrated CRM platform that would remove data silos, improve data quality and provide better insight for decision-making. The solution also needed to support collaboration across directorates and create a scalable foundation for future rollout.

The Challenge

The biggest delivery challenge was data migration complexity. Partnership information existed across different systems, spreadsheets and local data stores, with varying levels of structure, quality and ownership.

This made it difficult to define a consistent data model and required careful cleansing, validation and stakeholder input. The project also needed to maintain delivery momentum while ensuring the data being migrated would support reliable reporting and long-term adoption.

Our Approach

Business-led transformation: Maxica kept the focus on operational outcomes, ensuring that the CRM design supported real user needs, cross-directorate collaboration and improved decision-making.

Structured governance: Clear project controls, decision tracking and regular reporting helped maintain alignment across the university, Maxica and the technical delivery partner.

Iterative delivery: Agile sprint activity, demonstrations and user acceptance testing created regular feedback loops and helped refine the solution throughout delivery.

Change enablement: Training, communications, guidance materials and adoption planning were embedded into delivery so users were prepared for the new way of working.

Our Solution

Maxica professional's managed the entire implementation of Microsoft Dynamics 365 as a single source of truth for partnership data. The platform centralised partner, agreement and relationship information so directorates could work from consistent, shared records.

The solution included Power Platform components, Power BI dashboards and integrations with existing systems including AMS and SharePoint. It also introduced standardised processes, governance foundations, training materials and a scalable model for future phases.

Benefits

Achieved outcomes: The platform is live and actively supporting 145 users across 5 directorates providing a more streamlined and efficient way of working.

Data cconsolidation: Data consolidation and one source of the truth for 500+ partners, 3000 contracts, 70 pipeline activities and 447 agreements.

Improved collaboration: The solution provides a foundation for cross-directorate working, enabling teams to access a more consistent view of partner relationships and activity.

Target benefits: The programme is positioned to support up to a 90% improvement in data accuracy, up to a 50% reduction in process time, around a 20% reduction in administrative effort and up to a 70% reduction in reporting time as adoption matures.

Why it Worked

The project worked because it combined business-led design with practical technology delivery. The focus was not simply to deploy a CRM, but to create a platform that improved data quality, collaboration and decision-making.

Strong governance, iterative delivery, stakeholder engagement and structured change support helped turn a complex data and process challenge into a scalable foundation for future CRM rollout across the university.

Learn More

If you are looking to unify fragmented systems, improve data quality and create a single source of truth across your organisation, Maxica can help you design and deliver a business-led transformation.

Call us on +44 333 700 2014

Email us on hello@maxica.com