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Microsoft Dynamics Customer Solution Case Study

Emirates ID Authority Cuts Costs and Improves Collaboration with Microsoft Technologies

"We have moved to a structured, streamlined business process that enabled us to enhance productivity by 50% percent and allowed us to take better decisions with improved reporting."

Darwish Al Zarouni, General Manager, Emirates ID Authority

Emirates Identity Authority (EIDA) is an independent federal authority established in 2004. The authority has been empowered by government to execute the Population Register and the ID card program in the UAE. EIDA aims to enhance the UAE’s civilization and economic development through its Popular Register Program, which includes establishing and accurate centralized database consisting of particulars and data of all UAE nationals and residents which were collected upon registration. EIDA’s role includes the establishment of a modern population register in order to facilitate citizens with obtaining government services.

EIDA was seeking a business solution to support their business expansion, facilitate internal collaboration and consolidate un-structured data. Working with Microsoft and BayaNet, EIDA managed to implement Microsoft Dynamics GP on top of their existing infrastructure. With the implementation of the solution, the authority has been able improve their services and reduce the cost of supporting business operations.

Situation

Emirates ID Authority aims to deliver greater efficiency for citizens and employees alike. The organization wanted to upgrade its existing infrastructure to develop a platform that would support new technologies and their future business requirements. The new system also needed to integrate a large number of unstructured business functions, departments and data. Prior to the implementation, the organization had no proper technology infrastructure in place and data was spread across several departments that made it difficult to search and consolidate business processes and systems. The financial department at EIDA used Excel along with small accounting applications to keep track of expenses, payroll and other accounts. As the software was isolated, it lacked integration with other applications and users had to manually enter data which was time consuming and had a high number of error rates. The human resource department used basic software with minimal functions while the purchasing division of EIDA had very limited automation and all business processes had to be performed manually. Previously they used to calculate salaries of 500 employees manually as well as the deductions, benefits, allowances and vacations. It used to take 3 days but now in the payroll runs in 2 minutes. Microsoft Dynamics helped the authority to streamline business processes, Allowed different departments to collaborate more closely with other departments and monitor the budgets more effectively.

Commenting on the situation prior to the implementation, Hattem Alhameli, CFO, Emirates ID Authority said, "We desperately needed a single system to integrate services and financial processes while providing users consolidated and real- time data. We were also keen to deploy a solution that would utilize the existing setup at EIDA and be deployed in a short span of time." EIDA now can close the month and financial year in few hours whereas it used to take nearly 2 weeks to t the same period.

Solution

EIDA has chosen Microsoft Dynamics™ GP that offered the capabilities that EIDA was looking for including the management and integration of the organization’s key business functions. The company conducted a thorough search to identify leading vendors and evaluate them against criteria such as minimum installation time; ease of use; ease of customization based on EIDA requirements. The organization found Microsoft Dynamics easy to use as it has familiar Microsoft Outlook interface. Its integration capabilities was and flexibility were able to deliver a fast return on investment.

In August 2007, EIDA along with the help of Microsoft’s Gold Certified Partner, BayaNet, deployed Microsoft Dynamics GP. Microsoft Dynamics GP is a business management solution that provides growing organizations with complete and scalable financial and operational functionality, such as advanced consolidation, robust business intelligence, rich reporting, forecasting, and budgeting. The solution delivers a suite of integrated tools for managing finances, human resources, constituent relationships, supply chain and more. Today, Microsoft Dynamics help government organizations to respond quickly to information requests, and comply with changing regulations and security mandates. The solution helps public agencies achieve real-time collaboration with other statutory partners and gain visibility across the public domain.

Darwish Al Zourini, General Manager, Emirates ID Authority, said, “We have moved to a structured, streamlined business process that enables us to enhance productivity by 50% percent and allow us to take better decisions with improved reporting. The process improvements resulting from our implementation of Microsoft Dynamics have exceeded our expectations. Both BayaNet and Microsoft took the time to understand our business needs and put together a great solution for us.”

One of the main challenges that EIDA faced during the implementation phase was that the business owners kept adding new requirements after discovering the capabilities of the new system. By working closely with BayaNet, EIDA implemented a solution that was customized and tailored to meet their specific needs. “Microsoft Dynamics helps governments and their business units to improve public services by streamlining the flow of information which enables them to track and monitor needs and requests more effectively. This is achieved by delivering powerful monitoring tools, and financial, and customer relationship management (CRM) solutions that empower staff to make business decisions with more confidence. Microsoft and its experienced partners are qualified to deliver solutions that help improve services, reduce costs, and control expenditure.” said Tamer Elhamy, Business Solutions Manager, Microsoft Gulf.

Wael Gawdat, Operations Manager, BayaNet said, "It's all part of focusing on an application's ability to enable workforce creativity and productivity. Microsoft's emphasis on delivering a role-specific user interface and integration with external systems is crucial to businesses that need to be up and running quickly and want to maximize worker productivity. We recognize the value of our customers and are dedicated to deliver what clients need and expect."

Benefits

EIDA interested in Microsoft Dynamics to integrate all the business processes in the organizations, to be able to improve the workflow, and to enhance the productivity. The real objectives of automating systems and processes included the overall re-engineering of business process; empowering employees by reducing manual work and increasing collaboration between departments. Some of the key benefits include:

  • Short deployment period and lower cost of ownership
  • The Microsoft Dynamics interoperable technology platform enables seamless integration with new and legacy systems, and lowers maintenance and management costs. The solution easily integrated with EIDA’s existing information technology (IT) systems, allowing the organization to build flexible solutions in a shorter period of time and at a lower cost.
  • Advanced integration capabilities
  • With Microsoft Dynamics, EIDA is now able to monitor and manage every aspect of its business functions including Human Recourses, finance and supply chain management costs. The time required to generate reports has been slashed to just a small fraction of what it was previously. The human resources capabilities available in Microsoft Dynamics GP now provide EIDA with access to critical information where and when users need it, giving them the ability to make rapid, efficient decisions. Customizable schedules, pay rates and hiring processes are possible with Microsoft Dynamics GP and fits smoothly with EIDA’s existing applications such as CV Builder.
Thamer Al Qasemi, PMO Manager, Emirates ID Authority, said, "The most significant benefit of Microsoft Dynamics is that it is a line of solution that facilitates the integration of our organization. The technology offers interoperability of applications for collaboration and effective data management and the ability to scale and support new applications. Thanks to Microsoft and BayaNet, we now have a solution that streamlines processes and supports business growth."

Microsoft Dynamics
Microsoft Dynamics is a line of integrated, adaptable business management solutions that enables you and your people to make business decisions with greater confidence. Microsoft Dynamics works like familiar Microsoft software such as Microsoft Office, which means less of a learning curve for your people, so they can get up and running quickly and focus on what’s most important. And because it is from Microsoft, it easily works with the systems your company already has implemented. By automating and streamlining financial, customer relationship and supply chain processes, Microsoft Dynamics brings together people, processes and technologies, increasing the productivity and effectiveness of your business and helping you drive business success.

For more information about Microsoft Dynamics, go to www.microsoft.com/middleeast/dynamics

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Overview


Country/Region: United Arab Emirates

Industry: Public Sector/Government

Customer Profile Emirates Identity Authority (EIDA) is the UAE’s independent federal authority that is responsible for the issuance of electronic identity cards for the country’s nationals and residents. Website:www.emiratesid.ae

Business Situation Business processes at EIDA were largely manual, including payroll and requisition tasks. To streamline operations, the organization sought a user-friendly solution with rich integration capability.

Solution
With the help of BayaNet, EIDA deployed Microsoft Dynamics GP in just six months. The business management solution automated and optimized operations.

Benefits

  • Providing better reporting
  • Enhanced accountability and decision making
  • Customized role-based features
  • Improved business processes

Partner/s
BayaNet Website: www.bayanet.net

Software & Services
Microsoft Dynamics GP Advanced management; Finance, Procurement, Inventory and Sales; Microsoft Dynamics GP business portal and BayaNet HR and payroll MEA add-ons.




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