Aboriginal and Torres Strait Islander Corporation and Trust Management System & Wajarri Group

An automated approach

With the goal of finding a simpler, more efficient and dynamic way of serving the community members MWAC sought help from illuminance Solutions, a Microsoft Dynamics partner. illuminance recently won Microsoft Global Partner for Social Impact 2019 award.

illuminance proposed an Aboriginal and Torres Strait Islander Corporation and Trust Management System (CTMS, formerly known as ATMS) for MWAC. The solution incorporated the communication functionalities of Dynamics 365 and was designed to improve communication, collaboration and marketing functionality for the trust and its members.

illuminance implemented CTMS modules such as a self-service member portal, which empowers MWAC members to submit applications for funds and check the status of applications or balances on existing funds. The system also supports with communication between the MWAC and its membership, via channels such as SMS or email, and supports greater security and compliance.

The results

Through the automation of key functions, the solution has enabled a huge improvement in turnaround times on applications.

“There’s been a marked improvement. Applications used to take anywhere from a month to three months for a member to apply for and get funding. Now we can turn emergency applications around within 24 hours and most others are being done within five days.” says MWAC Chief Executive Officer, Daryl Smith.

There’s also been a significant reduction in time spent responding to queries – both due to the reduction in application processing times, the self-service portal, and the introduction of an automated communication system between MWAC and its members.

“The phone used to ring all the time with people checking-in on an application they had submitted. Staff would have to put them on hold, physically go over and look for the file. Whereas now the phone has stopped ringing as we’ve got systems set up so that the applicant gets a text message straight away when there is an update to their application” says Smith.

Looking ahead with confidence

CTMS is also addressing what was another growing concern – providing confidence in the fairness around MWAC financial decisions.

“It has increased trust in the system from the community. Previously, there was sometimes a misperception that funds were not being distributed evenly. The dashboard now gives them confidence that it’s all fair and effectively monitored,” says Smith.

By taking advantage of the Microsoft Dynamics solution, MWAC is reducing administration costs, enabling it to redirect funding towards its ultimate focus – further improving the lives of Wajarri Yamatji people.

“We’re able to use the time and money savings towards things that will really improve the community. For example we’re starting to investigate putting in other facilities, like a community hall or an after-school drop-in centre,” says Smith.

It’s also supporting the future sustainability of MWAC, as the technology allows the organisation to more effectively forecast its budgetary needs in coming years and make informed planning decisions.

“We can now go into the system and better plan for the future by better tracking budgets and predicting funds that will be requested because of the transparency CTMS provides us with. Rather than risk running into a funding nightmare, it’s allowing us to effectively plan, which will pay dividends in the long-run,” says Smith.