Twins UK VRS
Our client, King’s college London, is a dynamic player in the education and research sector, dedicated to empowering students to pursue higher education opportunities in London. With a commitment to providing comprehensive research & Guidance, King’s college aims to streamline the Volunteer recruitment process & Managing their research & studies.
The Client
The primary aim of this project is to design, develop, and implement a customized VRS (Volunteer Recruitment System) system to comprehensively address the organizational requirements of the health research group at KCL. The new CRM system is intended to replace the existing Microsoft Access software.
The Challenge
Legacy System Transition:
Transitioning from the existing Microsoft Access software to a new Volunteer Recruitment System (VRS) posed challenges in terms of data migration, user adaptation, and ensuring continuity of operations during the transition period.
User Adoption and Training
Introducing a new CRM system required comprehensive training for the users, including researchers, administrators, and outreach teams. Ensuring effective adoption of the new system while minimizing disruptions to daily operations was a challenge.
Data Security and Compliance
Handling sensitive research data mandated strict adherence to data security protocols and regulatory compliance standards such as GDPR. Designing and implementing robust security measures to safeguard data integrity and privacy was a significant challenge.
The Solution
Comprehensive Transition Plan
A detailed transition plan was developed outlining phased migration steps, including data mapping, testing, and user training. Seamless integration with existing workflows was ensured, and support mechanisms were provided to address any issues encountered during the transition.
Customized Training Programs
Training programs were customized for various user groups, employing online resources, workshops, and personalized coaching to ensure seamless adoption and proficiency with the new system.
Security-First Approach
A security-first approach was taken, utilizing encryption, access controls, and regular audits to protect sensitive research data. Compliance with regulations was ensured, alongside establishing protocols for incident response and data breach mitigation.
The Results
The collaborative efforts of our design and development team culminated in a successful project that yielded significant outcomes:
- Standardized Processes for Accounts and Contacts:
- Implement structured and consistent procedures for managing accounts and contacts within the CRM.
- Streamline data entry, update, and retrieval to ensure accuracy and efficiency.
- Activities and Automation for Users and Outreach Team:
- Design and configure automation workflows to optimize research activities.
- Enable automation for both internal users and the outreach team, enhancing productivity and reducing manual workloads.
- Detailed Data Insights via Reports and Dashboards:
- Develop robust reporting and dashboard features within the CRM.
- Provide users with the ability to access and analyse research data comprehensively.
c. Facilitate data-driven decision-making and research progress tracking
