Introduction

Hamdan bin Mohammed University, founded in September 2002 has been a pioneering influence of  e-learning courses in the region. It is today the leading provider of online courses in Total Quality Management (TQM) in the Arab world. Recognition has come its way from EFQM, a leading European body for quality management and e-TQM has also been accepted as a key member of the British Quality Foundation.

Hamdan bin Mohammed University aims to be the college of choice for Total Quality Management in the Arab world. It provides e-learning programs to private and public sector employees as well as members of the general public. Courses include Foundation Diploma in TQM, Excellence Best Practice Series and Certificate in Quality in Policing. The e-TQM College has taken a leading role in influencing governmental stances on quality and its role in society. It has led many initiatives to ensure that quality awareness, education and the dissemination of appropriate knowledge can flourish and reach out at all levels within the Arab world.

Need

As one of the leading educational institutions of the region, Hamdan bin Mohammed University has also been an early adopter of robust technology platforms. It aspired for an integrated platform that would help create and strengthen best practises in its IT infrastructure. At its heart would be an accounting system that would integrate with all other systems.

As a result, Hamdan bin Mohammed University opted for Microsoft Dynamics GP, formerly known as Microsoft Business Solutions–Great Plains, as its financial management and reporting tool. This business software will allow the college to customize its financial system so that it benefits from centralized analysis and backup and, at the same time, obtain significant cost savings.

It turned to ITQAN to deploy Microsoft GP because of ITQAN’s proven expertise in deploying Microsoft based solutions. ITQAN is one of the leading system integrators of the region today, and specialises in horizontal solutions such as ERP, knowledge management and infrastructure security as well as vertical solutions such as e-government, healthcare and CRM solutions, among others.

The Solution

Based on the contract between ITQAN and Hamdan bin Mohammed University, ITQAN took on the responsibility to implement Microsoft Dynamics GP to support the working and management functions at Hamdan bin Mohammed University. Microsoft Great Plains is part of Microsoft Dynamics, a line of integrated, adaptable business management solutions that enables making business decisions with greater confidence. Microsoft Dynamics works like familiar Microsoft software such as Microsoft Office, which means less of a learning curve for people.

After obtaining Microsoft Dynamics GP Licenses, ITQAN obtained questionnaires submitted and partially filled up by Hamdan bin Mohammed University that helped design the solution. Furthermore, ITQAN had to get the Hamdan bin Mohammed University staff trained on the new platform. The phase I of the project was completed within 70 days of commencement in August 2007.

ITQAN did a brief and smooth implementation of GP. Tools such as the Integration Manager in Microsoft Great Plains helped to accomplish a fast, efficient migration from the previous software system.

Once the new system goes fully operational after the pilot run, Microsoft Great Plains will provide the college with the capacity to perform all core accounting and business management functions, including financial analysis and reporting, inventory management and other business processes. Microsoft Great Plains allows easy customisation for different currencies, languages, and regulations. In addition, Microsoft Great Plains offers a straightforward solution that does not require extensive employee training or further programming. However, training has been completed for different modules including General Ledger, Multicurrency, Bank Reconciliation, Accounts Payables, Accounts Receivables, Inventory, Sales Order Processing and HR and Payroll.

The HR component of the solution includes eKAWADER, a comprehensive human resources and payroll management information system for Microsoft Great Plains v8.0. eKAWADER fills the gap that has been there in the Gulf market for a proper HR/Payroll solution which adheres to organizational policies while taking care of governmental regulations. This allows enterprises to reduce the associated costs while ensuring procedures and best practices are followed according to local UAE labour laws.

eKAWADER reduces administrative burdens and enables organizations to be more responsive to the needs of their employees. It maintains personnel records from recruitment to retirement including dependant details and legal documents such as VISAs and passports. It allows organizational structures to be configured up to three levels whereas the expression builder helps to set up and customize payroll rules. eKAWADER also has a built-in workflow to process and approve requisitions such as leaves, housing, ticketing & action forms. It is tightly integrated with Microsoft Great Plains v8.0 and utilizes the same user-friendly screen layouts with all the navigation using a graphic toolbar, pull-down menus, or shortcut keys.

Benefits

Using technology to manage costs and drive better efficiency is a key part of Hamdan bin Mohammed University's strategy. Benefits of the new solution include substantial cost savings, increased worker productivity, and operational efficiency.

Mohamed Abdel Hamid, ITQAN’s spokesperson, sums up the basic advantage of this solution. According to Abdel Hamid, “by using its Microsoft Dynamics GP solution as a key part of its business strategy, Hamdan bin Mohammed University can manage expenses through a centralized system. Now the college can give its staff nearly instant accesses to the information they need to run day to day operations as well have necessary tools to help make strategic decisions, while providing individualized reports to satisfy regulators and lenders.”

The functional equivalents of most of the analytical and reporting tools of the previous system are now contained within the server-based solution with Microsoft Great Plains, providing managers with real-time access to information. With its powerful analytical and reporting tools, Microsoft Great Plains provides decision makers with greater control of important operational areas.

Further, eKAWADER’s seamless integration and common user interface with other Microsoft Great Plains modules such as General Ledger, Payables Management and Receivables Management are key success factors of eKAWADER where it provides enterprises with greater flexibility and stronger management control.

The college staff now can now work in several windows within one transaction and can go back to the original window without having to exit and re-enter the transaction to review accounting entries. They no longer have to memorize codes and screens to perform basic accounting, sales, and inventory management tasks. The low complexity and high ease-of-use of the Microsoft solution, especially compared to the previous system, also helps the college to minimize the amount of time spent on employee training and accelerate the rate of system adoption among staff.

With easier access to business information related to product distribution, inventory, and accounting, Hamdan bin Mohammed University expects a tangible improvement in its business productivity. Employees spend less time waiting for the transfer of information and more time capitalizing on opportunities.