Implementing Microsoft Dynamics 365 in a nonprofit: a case study

Our nonprofit client was an independent, unbiassed organization dedicated to being a resource for its members, donors, beneficiaries and other interested citizens to help the community by working for children and adults and providing a better way of living for them.

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Challenge

Our client wanted to change their existing IT system which was being used by members, volunteers for maintaining data of donor contact details.

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AhaApps’ Methodology

Before Microsoft Dynamics 365 was implemented, we ensured that a proper project plan was followed and the relevant steps were taken

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AhaApps’ Solution

Microsoft Dynamics 365 was implemented with different business areas covered under one solution through seamless integration between different departments. The implementation covered primary operational sections

Client’s challenge:

Our client wanted to change their existing IT system which was being used by members, volunteers for maintaining data of donor contact details.

Their legacy system that was used for managing the contact details wasn’t integrated with the other internal systems, resulting in:

  • Duplication of data
  • Existence of inactive donor profiles and details
  • Lack of collaboration between the departments in the nonprofit
  • Incorrect member and non-member details
  • No organized system to create campaigns and organize events
  • Slack in the overall process management

AhaApps’ methodology:

Before Microsoft Dynamics 365 was implemented, we ensured that a proper project plan was followed and the relevant steps were taken:

  • Preparation- We helped the client create the right preconditions before the implementation. It consisted of budget allocation, deadline finalizations, resource utilization.
  • Overview- Analyzed the nonprofit’s current operation process, technical standpoint. We also collated information regarding the number of members, volunteers, departments, etc.
  • Installation process- After the necessary information was collected, our Consultants were able to install the program and integrate it with their existing systems.
  • Training- Microsoft Dynamics 365 requires minimum training and handholding. Even then, the users were given thorough training on the uses, benefits and the functionalities of the tool by our Consultants
  • Implementation- Once the software was installed, training was given and testing was done, it was made live. With our help, the client was able to stick to their budget and their timeline.


We also asked the client a few questions-

  • What is the core data?
  • What problems would you like to solve?
  • What features are necessities? What are “Nice-to-have” features?
  • How many estimated users of the system?
  • What are the integrations needed?
  • How will you phase your implementation?
  • What data should be connected?
  • Who was the owner of the data and who all was going to access it?
  • Was there any duplicate detection process in place to avoid duplication of data and keeping it clean?

AhaApps’ solution:

Microsoft Dynamics 365 was implemented with different business areas covered under one solution through seamless integration between different departments. The implementation covered primary operational sections such as-

  • Managing member profiles, membership programs, and benefits.
  • Organizing and conducting events in an effective manner
  • Collaborating with the revenue generation department and automating the process, which frequently runs campaigns for donations.
  • Membership enrolment and selection process


Our client also required a custom module for their campaigns and awareness events. This tool was able to help them plan their budget and record payments, view event activities by time slots, as well as the resources and personnel booked for them. This streamlined their working process and unite all information about an event in a single place, sell their services, keep communication history, manage risks and evaluate event performance.

With Event Management in D365, we were able to manage the entire life cycle of an event which included

  • Organizing the event
  • Distributing resources
  • Sending out invites
  • Registering participants
  • Conducting events
  • Tracking attendance
  • Keeping a tab of resource utilization and the cost incurred

The major IT revamp included integrating D365/CRM with various systems, such as:
SharePoint Portal – Integrated D365 with SharePoint to store artifacts/documents in SharePoint. Integration Tool Used – SharePoint D365 Connector
SilverPop – Integrated SilverPop to send events invitations (emails) directly from D365. Integration Tool Used – D365 – SilverPop connector
Membership Portal – Integrated Dynamics 365 with the existing portal to automate member registration for an event through the company’s website. Integration Tool Used – Custom built connector.

Tools Used:

  1. Scribe
  2. Sharepoint
  3. Dynamics 365 CRM
  4. Custom Built Integration Tools

Time taken:

  1. 6 months

The ‘aha!’ moment

The client felt that AhaApps was a savior. Being well versed with the technical knowhow of Microsoft products. They were at a loss before AhaApps came into the picture. They were handling the daily tasks, managing donor and fundraising information using several systems. But with the implementation of Dynamics 365, the team can breathe easy now. They feel that they can get their tasks done easily and work harder towards making lives around a bit better. All thanks to AhaApps.

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