Introduction
How we empowered BituChem’s productivity and growth by implementing Microsoft Dynamics 365
The Client
The BituChem Group of Companies is a leading provider of high-quality road surfacing and maintenance solutions, as well as specialist products for the construction industry. With a commitment to innovation and excellence, BituChem has developed a diverse range of products and services, including road emulsions, polymer modified bitumen, and road repair materials.
With multiple subsidiaries, BituChem’s reach extends across the United Kingdom and beyond, offering unparalleled expertise in their field. Their dedicated team of professionals ensures the highest standards of customer service, working closely with clients to deliver tailor-made solutions for their unique needs. As a forward-thinking organisation, BituChem continuously invests in research and development to stay at the forefront of the industry, providing clients with cutting-edge, sustainable solutions that stand the test of time.
The Challenge
BituChem faced the challenge of managing and updating their delivery scheduling system, which relied on three large whiteboards in their office. These whiteboards contained information about the trucks, days, drivers, and loads, and had to be constantly updated due to changes in weather, clients, and other factors. This manual process led to inefficiency and potential errors, as the same information needed to be updated in over 10 different locations, none of which were linked together. BituChem approached Emerge Digital, seeking a solution that could digitise these whiteboards and improve the overall data management process.
During our initial discussions, it became evident that the real issue was the lack of a single source of truth for their data, which was scattered across multiple spreadsheets and not properly tracked in an ERP system. Additionally, BituChem was using Sage CRM, which proved insufficient for their business requirements. These factors led to the decision that a new, comprehensive system was needed to address the challenges of data management, paper reduction, and overall process efficiency.
The Solution
To address BituChem’s challenges, the team guided them through a procurement process to select the most suitable solution, ultimately choosing Microsoft Dynamics. The process began by identifying BituChem’s requirements through user stories for each company role. With a list of 250 software options, the team narrowed it down to a few viable choices based on factors like pricing, required integrations, and BituChem’s specific needs.
Shortlisted vendors were engaged to create demo environments showcasing their software handling the identified user stories, enabling direct comparisons and evaluations based on usability, customisability, and pricing. The client participated in demonstrations and a scoring matrix was used to assess and compare each solution. With the matrix and client feedback, the team guided BituChem to select Microsoft Dynamics 365.
The implementation involved an 18-month development process following an Agile methodology, which enabled incremental building and testing of features. High-level requirements were refined into detailed processes, and development stages focused on specific functionalities. As each functionality was developed, the client tested it to ensure accuracy and ease-of-use before proceeding.
BituChem was provided with monthly development hours as part of a retainer package, allowing the project to progress at a comfortable pace. After development, a two-week testing period allowed staff to use the Dynamics system alongside the old one, serving as both a trial and training period. On-site support was provided during this time to assist and guide users.
"Emerge Digital were just what we needed to help us overhaul our antiquated order management system. They listened to and understood our vision, enabling us to implement change without ever sacrificing our identity as a business. The result has been the elimination of costly mistakes, the saving of many working hours per week, and improved communication and relationships across departments. I would recommend them for their insight, their commitment to ensuring the best possible outcome of the project, and for their friendly and helpful communications."
Mike Rogers, Business Operations Manager - BituChem
The Outcome
The Microsoft Dynamics implementation has resulted in significant positive shifts in BituChem’s operations. Even though the system has only been live for a short period, its impact has already been marked by a substantial increase in operational efficiency and streamlined administrative tasks. This has enabled BituChem to conduct more business within the same time frame, positively affecting profitability.
Operational improvements extend to a streamlined dispatch process, cutting several hours from daily tasks and enabling order processing with a single member of staff – a testament to the efficiency and user-friendliness of the new system. With a comprehensive training period of just two weeks, compared to the previous timeline of months, new staff members can become proficient quickly, contributing to productivity at an expedited rate.
Furthermore, quantity and pricing errors on invoices have been almost entirely eliminated, which has substantially increased the precision of their financial transactions. This accomplishment exemplifies Emerge Digital’s dedication to delivering faultless service and solutions that match the client’s specific needs.
Moreover, BituChem now has a wealth of data at their disposal, allowing them to better understand their business and make informed strategic decisions. This invaluable resource has been possible because of the enhanced data management capabilities of the new system.
Other notable improvements include a reduction in the printing of delivery paperwork, and a unified data source, enhancing collaboration across departments. Therefore, this modern, efficient system has successfully addressed the previous challenges and reshaped the way BituChem operates.
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