BBSI is a Professional Employer Organization (PEO) that provides large-scale resources, such as HR, payroll, and benefits administration, to small and mid-sized businesses across the nation. They specialize in providing local teams and employees who understand consulting services in the areas of HR, risk and safety, and business strategy.
Before implementing Dynamics 365 Finance and Operations, BBSI was running an on-prem ERP system that had fallen out of compliance and was no longer being supported. Running the risk of having their system crash, and losing their financial data, they needed to have their financials integrated with a robust ERP platform within 5 months of hiring SSNW. With over 70 offices across the nation, they needed a platform that could integrate with their locations and make their financial reporting smooth and streamlined.
Collaboration
Joining the implementation in August, SSNW had to integrate BBSI with Dynamics 365 Finance and Operations by the end of the year. BBSI is a publicly traded company, which significantly raises the consequences when the company can’t accurately and timely report.
The initial project was setting up the central organization with financials. To do that, SSNW needed to integrate BBSI’s legacy systems, which each of the branches used, with D365. Utilizing the power of Dynamics, BBSI could experience the ease of reporting its financials with information culled from its nationwide locations on one platform. The plan was to make the switch completely by January 1st. With over 300 access databases connected to their previous ERP system, it was imperative that SSNW work with BBSI to determine the best way to implement D365 without losing important data.
Strategic Solutions NW’s Actions in Dynamics 365 Implementation
To accomplish a go-live within five months of taking on the project, SSNW did the following:
Developed interface diagrams, determining the critical path for the project
Determined which legacy systems would be siloed/lost after the switch
Tested integration through data management to take records in and out of on-premise payroll and HR software.
Dedicated small and highly efficient team to keep project moving with minimal errors
Dedicated support post go-live to offer training, troubleshooting, and developing new reports.
Outcomes of Dynamics 365 Finance and Operations Implementation
Successful go-live by January 1st with minimal support issues
The central office had visibility over finances for each location
Could easily perform financial reporting
Overall improvement of financial close processes
Because D365 doesn’t yet offer payroll or HR functionality, BBSI needed to keep these custom legacy systems. However, with D365, they could customize the ERP software to function with the software, saving them time, money, and resources. This retained stability kept the enterprise running smoothly throughout the implementation process and beyond.
Our work with BBSI didn’t end there. After a successful implementation, BBSI and SSNW teamed up for a second time to implement procurement with Dynamics 365.
Building a more resilient business through implementing Dynamics 365 Finance and Operations: Phase 2
After the initial implementation of Dynamics 365 Finance and Operations, BBSI gained visibility over their 70 locations, and with ease-to-access financial data, their financial closes were significantly improved. Additionally, BBSI’s data was no longer at risk of system crashes. However, there were still processes that hindered their growth. With inefficiency in their invoice processing, SSNW helped BBSI streamline their invoice and approvals process to eliminate tedious manual actions.
Prior to SSNW’s work with BBSI, they were spending a significant amount annually to use third-party software to scan and process invoices. The initial process was after the 3rd party received and scanned the invoices, BBSI would review each, update critical information, and then initiate each invoice to a manual approval process which required AP workers to send individual approval emails. After approval, BBSI created an interface file and uploaded the invoices to D365 to finish the payment process. Due to the time this process required, BBSI struggled to pay invoices on time, which degraded vendor relations. It was time to integrate this process with better technology.
Strategic Solutions NW Integrates BBSI’s AP Processing With D365:
Used D365 internal workflow processing to route invoices to a hierarchal dollar amount threshold-based approval structure
Used Power Automate to introduce workflow approval
Built custom logic that used invoice information to determine the appropriate approver
Based off the dollar amount, invoices would be sent directly to the correct approver in an automated email that could be approved or denied right from Outlook
Built a custom configuration that automatically approved invoices that fit controlled requirements
Configured default approver by branch
Outcomes of using Dynamics 365 Finance and Operations Platform:
Improved on-time payments, which then improved vendor relations
Platform consolidation, decrease spend on inefficient software
With streamlined approval and invoice processes, fewer software interfaces and fewer points of failure
With a successful pilot, BBSI has continued to roll out these solutions to the remaining branches
Looking ahead, SSNW is looking at further streamlining this process as D365 continues to enhance its built-in scanning solution
BBSI’s Dynamics 365 implementation exemplifies the key role a robust ERP platform can have on a company. Additionally, the scope of this project was well-defined, resulting in a smooth transition to Microsoft Dynamics Finance and Operations and opportunities to extract more value through streamlining processes and operations.
Streamline your operations with Dynamics 365
Dynamics 365 offers two ERP platforms: Business Central for small to mid-level enterprises and Finance and Supply Chain Management (formerly Finance and Operations) for large enterprises. Implementing this technology is a journey to discovering value, streamlining processes, and building a strong enterprise. The first step to realizing the best version of your business is booking a free consultation with SSNW.
Strategic Solutions NW is a tight-knit business and technology consulting company headquartered in Beaverton, OR with clients around the world. We specialize in integrated software implementation and recovery, applying every solution with a business-wide approach. Our repertoire includes creating and managing the accounting function for 500 million-dollar manufacturers, specialized forest product experience, and longstanding partnerships with a swathe of major software vendors. Led by three partners with decades of experience in software and business solutions, we approach each client with a long-term relationship in mind, providing continued support and communication beyond project timelines. Schedule a free consultation to discuss the impact Microsoft Dynamics 365 can have on your enterprise.
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