CUSTOMER SUCCESS STORY

The Institute of Masters of Wine

The letters BFI in black circles on a white background form the BFI logo

Introduction

The Institute of Masters of Wine (IMOW) required a centralised cloud-based management system to streamline various aspects of their operations, from business management and financial control to event management, member engagement, and education. They needed a single, authoritative repository of information to eliminate data duplication and isolation, ensuring seamless integration across all elements.

The Challenge

IMOW faced several challenges that necessitated a new system:

  • Centralised Data Management: The old system lacked a central storage location for contact details, leading to data duplication and inefficiencies.
  • Event Management: Managing multiple events, including a major Symposium held every four years, required automated workflows to streamline processes.
  • Education Management: The system needed to support online student registration, manage student records, and provide automated alerts for key dates and requirements.
  • Website Integration and Stakeholder Portal: IMOW wanted to enhance their web presence and drive more interactions through online media, requiring a stakeholder portal integrated with backend systems.
  • Document Management: Effective document management was essential to prevent duplication and data stagnation.
  • Security: The new system had to comply with regulatory requirements, provide audit trails, and enforce granular user access control.

The Solution:

IMOW partnered with Active Informatics to implement a comprehensive solution using Microsoft Dynamics and Power Pages. This solution addressed all their challenges and provided a robust, scalable platform for future growth.

Core CRM Functionality: The new system served as the central storage location for all contact details, ensuring that each record held pertinent information about the individual’s relationship with IMOW.

Event Management: Automated workflows were implemented to manage various types of events, including the major Symposium, streamlining the entire process.

Education Management: The system supported online student registration, managed student records, and provided automated alerts for important dates. Mentors and trainers could access student records and assessments, ensuring comprehensive management of the educational journey.

Website Integration and Stakeholder Portal: A new stakeholder portal was developed, allowing seamless communication between the front-end and back-end systems. This portal provided users with access to information and services based on their relationship with IMOW.

Document Management: The system included robust document management capabilities, ensuring that all documentation was controlled and managed centrally.

Security: The solution adhered to secure practices, provided audit trails, enforced password security, and allowed for granular user access control.

The Results

The implementation of Microsoft Dynamics and Power Pages by Active Informatics transformed IMOW’s operations:

  • Centralised Data: All contact information was stored in a single, authoritative repository, eliminating data duplication and improving efficiency.
  • Streamlined Event Management: Automated workflows simplified the management of events, including the major Symposium.
  • Enhanced Education Management: The system supported the entire educational journey, from online registration to automated alerts and mentor access.
  • Improved Online Engagement: The stakeholder portal enhanced IMOW’s web presence and facilitated better interaction with contacts, associates, students, and Masters of Wine.
  • Effective Document Management: Centralised document management prevented duplication and data stagnation.
  • Robust Security: The system complied with regulatory requirements, provided audit trails, and enforced secure practices.

Ongoing Development and Support

IMOW continues to work with Active Informatics and their IT service provider, iTeam Solutions Ltd., to ensure the system evolves to meet new legislation and organisational requirements. This collaborative approach ensures the most efficient, unified, and cohesive support for IMOW’s operations.

By leveraging Active Informatics, Microsoft Dynamics, and Power Pages, IMOW has significantly improved their operational efficiency and data management, demonstrating the transformative power of a well-implemented cloud-based management system.

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