Growing productivity significantly through automation and Dynamics 365.

Objective

Replace paper-based process with automated self-service portal. Create a cloud-based repository of data to replace physical files. Transform day-to-day administrative tasks for a more productive workforce.

Challenge

The Fiji Higher Education Commission (FHEC) develops, monitors, and regulates quality education services for local Fijians. This dedicated organisation wants to lift the standards of education within their country and, in turn, lift the standard of living across the island. To improve the standard of education, the FHEC monitors institutes on their compliance with the Fiji Qualifications Framework. Higher education institutes register with the FHEC and earn an accreditation if they comply with the framework.

However, manual, paper-based systems were holding the FHEC back. The registration process took a lot of workforce and time. Institutes had to register at the FHEC office, and applications had to be signed-off in person, discouraging institutes from applying. Internal administrative processes took days to complete, taking staff away from their core responsibilities.

An extensive paper-based filing system puts FHEC at risk for misplacing or losing data. Because the physical filing cabinets were at the Suva-based office, employees had to be there to access the information needed to complete their work. The FHEC required a technical solution to streamline their institute registration process and transform the day-to-day operations of their business.

Solution

It was evident that the data and information needed to be at the heart of this organisation. The FHEC needed a place to store data securely in a centralised repository. Magnetism deployed a Microsoft Dynamics 365 solution integrated with Microsoft 365 to answer FHEC’s needs.

Dynamics 365 and Dynamics Portals allows FHEC to monitor, track, evaluate, and regulate the higher education institutions in Fiji more effectively. They have replaced their paper-based system and automated the registration process with the creation of a self-serving online portal.

Institutions can now complete a self-assessment tool that populates a record in Dynamics 365 and kicks-off internal FHEC processes. This automation streamlined the submission process for FHEC staff, leading to higher productivity. It also made the registration process easier for institutions, encouraging more to apply.

An important part of Fijian culture is face-to-face interaction. This was a consideration when automating the registration process. Dynamics 365 allowed FHEC to organise their information effectively without losing a personal touch. Day-to-day administrative tasks improved through the integration of Microsoft Office apps. For example, automated emails generated through Outlook made communication that previously took days, happen instantly, and still personally. The implementation of Dynamics 365 created a centralised repository for all documents set up through a Sharepoint integration. The catalog contained data including contact details for the monitored institutions and registration applications. Having this information stored in the cloud meant FHEC no longer needed their physical filing system. This means less risk of losing documents or data. It also became more manageable for staff to access the right documents quickly and at the right time.

Another benefit of moving their information to the cloud was mobility. Staff now access documents from wherever they are, as long as they have an internet connection. They no longer have to be based in the Suva office and could work from villages around the island. The cloud also encouraged collaboration on documents and made it easier to obtain sign-offs.

Microsoft Dynamics 365 transformed FHEC’s business operations, making them more productive and enabling them to focus on their vision. The cloud-based platform opened up even more opportunities for FHEC with Dynamics Portals - this time focusing on students. A portal was created by pulling information from Dynamics 365 about accredited courses, empowering students. In this portal, students explore potential study paths and learn which institutions within Fiji offer related accredited courses. Students now had access to information about studies that previously felt out of reach.