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Empowering Arts Management: A Digital Transformation with Dynamics 365 & Wiise

Geelong Arts Centre is one of eleven Victorian Government State-owned Cultural Institutions overseen by Creative Victoria, which is part of the Department of Jobs, Skills, Industry and Regions. and has recently undergone remarkable transformation through a five-year+, $180M+ capital redevelopment, the centre features world-class facilities, including multi-format theatres, rehearsal studios, event spaces, and more. Offering diverse and exceptional arts experiences through four programming streams: Annual Season, Family Magic, Delightful Days & Matinees, Creative Learning, and Creative Engine an artist incubator program Geelong Arts Centre’s programs cater to a wide range of audiences and provide opportunities for engagement and participation at various levels. Commercial and community venue hire is also an integral part of core business and major revenue stream.

Geelong Arts Centre embarked on a digital transformation journey to address its key challenges, and harness the opportunities with the implementation of an enterprise resource planning solution. The vision was to consolidate the back-office functions including financial, procurement, asset, and facilities management. Geelong Arts Centre has engaged Velrada to deliver a Dynamics 365 Business Central / Wiise Implementation project, through designing, developing and deploying a new Enterprise Resources Planning (ERP), leveraging the Microsoft Cloud platform. Velrada was referred by Microsoft as the System Integrator due to our wealth of experience in delivering successful outcomes for our clients.

Geelong Arts Centre engaged with Velrada after a thorough and comprehensive procurement process and in the words of Ahmer Jalil, Director of Corporate Services, Geelong Arts Centre, “We are glad to say that Velrada team has not let us down. The project commenced with good enthusiasm and positive energy from both sides, and we hit our milestones fairly on time.” Geelong Arts Centre commended Velrada for not only the quality of project management and documentation but also the personnel appointed throughout the project life.

After reviewing the requirements focused on events and a series of discussions, Velrada recommended Dynamics 365 Business Central Wiise (D365 BC / Wiise) which is an ERP solution developed by KPMG and Commonwealth Bank of Australia with Microsoft’s Dynamics 365 Business Central as the underlying platform.

Therefore it was decided to replace existing FMIS Attache with ERP D365 BC / Wiise to gain these key benefits:

  • Streamline the Event Management process and integration among D365CE (in the roadmap) and D365BC/Wiise
  • Streamline Ticketing related financial transactions integration with D365BC/Wiise
  • Solution to cater for growth of the business

Velrada’s delivery team worked with Geelong Arts Centre’s stakeholders to create a user-friendly knowledge sharing environment throughout the project cycle and particularly during the design workshops, configuration sessions and training delivery. Geelong Arts Centre configured the D365 BC / Wiise application under the guidance of Velrada. This equipped the Users with a working system knowledge prior to focused training and User Acceptance Testing (UAT).

D365 BC / Wiise lets businesses connect data across accounting, sales, purchasing, stock, jobs (events), customer and vendor transactions to run their operations efficiently.

Incorporating a streamlined sales ledger and accounts payable, D365 BC / Wiise drives the financial heart of a business, also handling compliance, reporting, forecasting, and visualizations with built-in Power BI dashboards.

Geelong Arts Centre’s solution incorporated D365 BC’s out of the box functionality, further enhanced by Wiise’s bank feeds, The Asset Guardian’s (TAG) asset management solution and Insight Software’s Jet Analytics Reporting Suite with a particular focus on the Jobs (events) module. 

Velrada assisted Geelong Arts Centre and TAG in facilitating an innovative approach of collaborative implementation experience, ensuring a successful roll-out of the TAG module.

GAC relayed the positive feedback it received from its Users to Velrada. They were pleased with the completion of the Go-Live as per the scheduled timeline and are looking forward to developing the application further in the coming months.

For Velrada, the partnership with Geelong Arts Centre demonstrates Velrada’s capability to look beyond the technology to the specific business needs of the client. “We are not just IT people. We have solid knowledge in

accounting, finance, business processes and are experts in the application of the technology to the requirements” as echoed by Dr Andrew Sknar, Associate Director, D365 BC National Practice Lead, Velrada.

Sandy Gawankar, CPA (Aus), Senior Functional Consultant, D365 BC, Velrada praised the collaborative efforts of the delivery team, the GAC’s project team and the innovative implementation approach.

In the words of Ally Low, Delivery Manager, Velrada, “We did the project on time, on budget and to scope.

We have a very happy client”.

Velrada, a distinguished global Microsoft partner, renowned for its expertise in enterprise solutions, has firmly established itself as a leader in Dynamics 365 Business Central (D365 BC) implementation and optimisation. With a strong focus on delivering innovative and tailored solutions, Velrada has played a pivotal role in transforming organizations across various industries, including non-profit entities like GAC.

Velrada boasts a team of seasoned professionals equipped with extensive knowledge and hands-on experience in Dynamics 365 Business Central. From initial assessment to deployment and ongoing support, Velrada’s experts specialise in leveraging D365 BC to address complex business challenges and drive operational excellence.

The Success Story

Scope management:

Holistic assessment of functional Mega-blocks in the system, prioritization of the features and proactive management of expected results.

Well defined deliverables:

Fit/Gap worksheets and specifications; DevOps for scope mapping and tracking with balanced documentation – Release and Functional Testing Notes.

High level of customer engagement

System Accountant hands-on during all stages incl. Configuration, Data Migration and UAT, key-users onboarding and joint activities.

Balanced level of customisation:

Feature composition relevant to the acceleration of processes, automation, and feasible benefits. Configuration vs. Customisation rational analysis.

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