Before selecting K2, FRDC had looked at a few options locally and internationally, including InfoPath forms and Microsoft CRM as an xRM Platform. K2 won out for its SmartForm technology, low-code solution benefits and ability to integrate out-of-the-box with existing systems, like SQL, SharePoint and Microsoft CRM.
FRDC used K2 to build an external user manager — allowing users to sign up, reset their passwords and more — and an online portal that allowed candidates to better manage their own applications, minimizing the responsibility from the corporation.
“We migrated from a simple application process to a management tool online, where applicants can manage their details, manage their application throughout the lifecycle and have that integrated with Microsoft Dynamics CRM, SharePoint and Exchange,” said Kyaw Kyaw.
Microsoft Dynamics CRM was used for project management, and K2 software replaced the bespoke software to manage forms and workflow.
With K2, the FRDC easily hit its six-month deadline for the entire process overhaul. An organization similar to FRDC took on the same process, using different software, and was still in the developmental steps of the solution months after FRDC had completed its online portal.
FRDC had 100 users adopt the new process within the first week, an impressive number compared to the 150-200 applications for funding that were previously handled yearly.
FRDC’s transformation has significantly improved the user experience, increased productivity and minimized the time and resources needed from FRDC’s internal staff to oversee grants from the granular level.
Management and administration of the application was streamlined and less effort on integrity checks is now needed from the internal FRDC team. The solution decreases costs significantly: 70% in initial development and 45% of ongoing support and development each year.
As FRDC continues to master all of the K2 functionality, there are far more opportunities to allow the internal team to make its own system modifications on its own timeline and at no outside cost. Additionally, employees are freed up from menial, administrative tasks and able to focus on furthering FRDC’s mission with high-value initiatives.