Non-Profit Success: How the Morehead-Cain Program Replaced Legacy Systems to Boost Efficiency and Impact

Morehead-Cain has been running successfully for decades, but like any other organization, especially one that has been in operation for so long, the team had technology challenges that were beginning to impact operations:

1. Aging technology: Morehead-Cain relied on a legacy Access database for managing a large amount of data. As the database grew, it became slow, difficult to manage and get to data, and unsuitable for multi-user environments.
2. Fragmented systems: Different teams used various disconnected tools like Quip, Slack, and Zoho, leading to data silos and process inefficiencies. This fragmented approach made collaboration difficult.
3. Pandemic impact: The limitations of Access were exacerbated during the COVID-19 pandemic when remote work became the norm. The Access database was not available in the cloud, so data was only accessible if staff logged in via VPN or GoToMyPC.
4. Inefficient Processes: Manual data management processes created unnecessary burdens on staff, making the process of ensuring data integrity and seamless operations inefficient.

As Megan Mazzocchi, vice president of Morehead-Cain, said, “We were resorting to heroics to get things done that really shouldn’t have required that kind of effort.”

Morehead-Cain needed a new solution that could address these issues and clear the way for smooth operations and advance the mission. They reached out to Build Consulting, which specializes in providing technology consulting to non-profit organizations, for help. Build had worked before with HSO and the Microsoft platform and recommended both to Morehead-Cain.

Morehead-Cain implemented Microsoft Dynamics 365 Sales, Microsoft Dynamics Customer Insights, and a Microsoft Power Pages portal. According to Franky Jones, Morehead-Cain’s information systems manager, “The extensibility of Dynamics was key for us because, while we have the needs of a large university, we’re a smaller organization. The platform gave us flexibility while incorporating best practices.”

The decision to go with HSO as their implementation partner was guided by several factors. HSO had extensive expertise and experience with the Microsoft platform and a reputation for delivering transformative solutions to non-profit organizations.

HSO’s on-site presence during the demo helped build trust. According to Megan, “When one of the HSO team came in person to the office for our demo day, it made a huge difference. He and the rest of the team had already done their homework and knew our lingo, which was impressive.”

The ability to deliver a fast, efficient implementation was also a key differentiator. Other vendors had proposed longer timelines, but HSO was able to meet the Morehead-Cain’s need for a quicker rollout.

Morehead-Cain was confident in HSO’s ability to be the long-term partner they were looking for to support their ongoing digital transformation journey.

Microsoft Dynamics 365 Sales Enterprise was implemented as the core system for operations, replacing an Access database and centralizing contact and account management.

Microsoft Dynamics 365 Customer Insights helps manage event attendance, track engagement, and run marketing campaigns, improving constituent relationships.

Microsoft Power Pages Portal gives scholars easy access to forms and applications for programs such as the Summer Enrichment Program and Lovelace Fund for Discovery. It also increases efficiency on the back end. For example, before the portal, every time students filled out a form, Morehead-Cain employees had to enter the same information into Access. With the portal, this is no longer necessary.

Microsoft Power BI Integration provides dashboards for quick insights and data-driven decision-making.

Unified Data Platform: The system enabled a more connected technology ecosystem, with plans for future integration with other scholarship management systems.

The impact was immediately felt across the organization. With everything on Microsoft Dynamics, everyone has real-time access to information. “This has especially helped the Scholar Advising and Community teams, who used to manage tasks leveraging several platforms,” said Franky. “Now they have a single source of information and to support their processes, making their jobs easier and more efficient." 

Looking ahead, Morehead-Cain has more in the works for HSO and Microsoft technology. Initially used for Lovelace applications, Power Pages will be extended to cover all scholar applications, creating a one-stop portal for scholars. It will also be used more extensively for alumni and community engagement, further strengthening relationships. In addition, Dynamics 365 Sales will be integrated with other key systems used to manage the Morehead-Cain Program, creating a more seamless and efficient workflow.

The ultimate goal, as Franky emphasized, is to create a unified, integrated system that supports Morehead-Cain's mission well into the future: “The goal is for it to be the one-stop shop for all information and processes, so even after any team member moves on, Morehead-Cain can carry on its mission with all the data preserved and accessible for future staff.”

This transformation sets Morehead-Cain up for continued success, empowering staff, improving operational efficiency, and ultimately enhancing the experience for scholars and alumni.