Breaking Out of Spreadsheets: Helping ACE Streamline Data Management with Dynamics 365 Sales
about ACE.
Accelerated College Experiences (ACE) is a not-for-profit 501 (c)(3) organization based in Boston, Massachusetts.
The organization provides programs like coaching, tutoring, and career readiness to create a pathway for students from marginalized communities to access the resources they need to succeed.
At a Glance
The Problem
The Solution
The Outcome
the challenge: disconnected spreadsheets, disconnected data.
When ACE first approached us, most of their operations ran on spreadsheets. This worked for them in the early days, but as the organization grew, they began to struggle with data inaccuracies.
Using spreadsheets meant not everyone across the organization had access to the same information, and data was constantly overwritten by different users. To mitigate the risk of data loss, coaches began keeping duplicate offline reports in their personal files. However, this meant that information now lived in multiple, disconnected spreadsheets, making it harder to access, track, and report on student data.
The monthly reporting process also became extremely time-consuming for both ACE coaches and senior leaders. Verifying and cleaning the monthly data took anywhere from two to four days, while year-end reporting could require a week or more, especially when multiple summary reports were necessary.
Finally, ACE decided it was time for a change.
the solution: a seamless shift from spreadsheets to a smart CRM solution.
Our engagement began, as it always does, with a business process review. The goal was to get a deep understanding of the client’s existing tools, processes, and pain points so that we could tailor the new system to fit their day-to-day workflows and deliver lasting value.
Through a series of discovery sessions with the ACE team, we evaluated how they use spreadsheets and identified bottlenecks impacting data management and student relations. We recognized significant value to ACE in replacing the use of spreadsheets with a structured and scalable CRM system
Eventually, we decided to implement the cloud-based Microsoft Dynamics 365 Sales. Its native integration with the Microsoft ecosystem, robust data management capabilities, and built-in automation tools made it the right fit for ACE.
Our findings from the business process review then helped shape the implementation roadmap.
Customization
Once we built the Dynamics 365 Sales environment, we started with customizations. Our CRM specialists built custom tables to store data, such as student classes and school history. This allowed the ACE team to capture every important student interaction in one place.
Data Migration
Reporting
Training
Once everything was in place, we focused on training and adoption. We created clear Standard Operating Procedures (SOPs) and provided extensive training, so the ACE staff felt confident using the new system.
Testing & Launch
the outcome:
better data & better reporting.
With Microsoft Dynamics 365 Sales, ACE saves hundreds of hours each month previously spent on capturing, verifying, and reporting data. Coaches now use a centralized platform to record and access student information, including contact details, classes and grades, coaching notes, and monthly summary reports on student challenges and progress from their first year to graduation. Administrators use the same database for internal analysis and to generate reports for clients and donors.
Breaking out the spreadsheets into the relational database format in Dynamics 365 Sales has allowed ACE to better maintain touchpoints with students and report on a weekly basis how both their advisors and students are performing.
Key system features that have made a significant impact include:
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