OVERVIEW

MDS UK Patient Support Group, a charity established in 2008, is dedicated to raising awareness and providing support for those affected by Myelodysplastic Syndromes (MDS) and CMML. As the charity expanded, it became clear that their existing IT infrastructure, particularly their CRM system, was outdated and no longer fit for purpose. Sota was engaged to modernise their IT systems, improve efficiency, and automate key processes.

BACKGROUND

MDS UK Patient Support Group plays a crucial role in supporting patients and families dealing with Myelodysplastic Syndromes and CMML. In addition to offering support and information, the charity campaigns to improve access to treatments and enhance the Quality of Life (QoL) for patients. Over the years, as the organisation grew, the need for a more robust and efficient CRM system became apparent.

CHALLENGE

The charity had been relying on an old Access database that was no longer meeting their needs. The system was cumbersome, inefficient, and not suitable for modern IT environments, particularly in terms of hosting on SharePoint. Moreover, their incumbent IT provider was not delivering satisfactory results, leading MDS UK to seek a better solution.

Their existing processes were manual and time-consuming. For example, email marketing sign-ups required staff to manually export data from the database into spreadsheets, and the payment processing system lacked automation, leading to potential errors and inefficiencies. MDS UK needed a modern, automated CRM system that could streamline their operations, improve data accuracy, and save time.

SOLUTION

Sota implemented a comprehensive overhaul of MDS UK’s IT infrastructure. The old Access database was replaced with a modern CRM system built on Microsoft Dataverse, accessed through a model-driven app. This new system allowed for significant automation of previously manual processes.

Email Marketing Automation: A new web form was created for email sign-ups. Once an email address is verified, it is automatically sent for staff approval. Upon approval, the data is instantly added to the CRM database, triggering the automatic dispatch of newsletters.

Payment Processing Automation: The payment platform was integrated with the new CRM system to automatically generate receipts and update records. This eliminated manual data entry, reducing errors and saving time.

In addition to the CRM overhaul, Sota provided the following services:

  • SotaProtect: Managed backup and antivirus solutions.
  • SotaSupport: IT department support through a service desk.
  • SotaCloud Colocation: Private cloud hosting services.
  • SotaManaged: Advanced network protection with WatchGuard T35 firewall.

RESULT

The implementation of the new CRM system and the automation of key processes resulted in significant time savings and improved data accuracy for MDS UK. The reliance on manual data entry was drastically reduced, minimising the risk of errors. The new system also simplified reporting, allowing for real-time data analysis and easier management of fundraising activities.

Overall, Sota’s solutions have modernised MDS UK’s IT infrastructure, enabling the charity to focus more on its core mission of supporting patients and families while leveraging the benefits of automated, accurate, and efficient technology.