Data Migration and Review Management

A large property company set a tight timetable to migrate its legacy property management database to a new enterprise platform. An external team of 12 legal assistants were employed for 3 months to review lease details against original documentation. The challenge was to create a ‘cleansing database’ to control and report the review changes whilst at the same time updating the legacy system and importing operational changes to the cleanse environment. The key requirement was to easily record the source of data changes, evidence authorisation, and report the impact on financial or administrative processes. Following this exercise further fields were added to populate the new property management package and an export format prepared. Throughout this exercise the security of the data and the provision of frequent back-ups was an overarching priority. WhiteSky was engaged 7 working days prior to the commencement of the legal review and configured 350 data fields and migrated 4 Gbytes of data from the legacy database.

Solution approach

Using the WhiteSky Studio Cloud based configuration capability we built the legacy database’s250 fields and worked with the client and cleansing team to add a further 100 fields to record amendments. The system recorded ownership structure, properties, units, tenants, leases, diary entries, and charges all 100% bespoke to the Company’s terminology and business methodology; seven roles were setup with their own dashboards and reports. Validation rules were set and the comprehensive audit trail was used to configure on-screen reports for data changes. Workflows were created to enable the cleanse team to monitor the progress of legal assistants, perform ad hoc checks, and report material changes to the business for authorisation. It was decided to import all data from the legacy system both current and archived: this resulted in importing over 2Gbytes of data. Due to WSS being hosted in the cloud the flexibility of the platform could easily scale to meet the surge in processing demand. The cleanse database was completed and populated ready for the 12 legal assistants to commence their work 6 working days after our initial meeting. The database is backed up daily in 30 minutes and data exported and re-imported to the legacy system.

Benefits

  • The capability of WhiteSky Studio to provide system utilities such as audit trail, workflow and user permissions, as part of the core capability enabled us to provide all of the necessary functionality
  • The speed at which the system was configured allowed the rapid iteration of requirements generated by project analyst’s, external legal assistant’s and, management. The flexibility of the Cloud based IT resources enabled the data import to be completed within the timetable
  • The Property Company plans to use the configuration capability to provide further applications, such as a KPI dashboard
  • The project was completed to budget within the very challenging timescale

Share Register

A fund administrator wanted a transaction system to record share transactions, valuations, and distributions: investors access their contract notes and fund information via a portal. WhiteSky Studio was chosen in preference to a package for its flexibility and affordability. This application was configured in five days and used at four locations.

 

Agile System Building and Fast Implementation for a Private Equity Front Office

The enduring challenge for all front office system implementations is perception: do the investment managers and directors perceive the system to be an administrative burden or provide a business benefit to them and a competitive advantage for the firm. In this instance many of the participants had lived through previous CRM implementations and seen them fail to achieve critical mass and the data rapidly degrade. This challenge is amplified by two further characteristics of this environment, firstly the priority of activities is set by their urgency and important business process activities often get deferred. Secondly, there is an enormous intolerance to processes that do not match ‘the way we do things around here’; this can be an immediate hurdle for standard packages. WhiteSky had the answer; a Cloud platform with the agility to rapidly meet the requirements with the flexibility to reflect revisions and new functionality.

Solution approach

The implementation approach was carefully planned with the business sponsor who led the implementation throughout the project. The guiding design principles were:

  • to replicate and streamline the existing business processes,

  • to be responsive to small design requests,

  • to ensure take-on data was thoroughly cleaned, and the ‘pump was primed’ by setting up ‘live’ process data,

  • to implement in stages designed to provide quick wins and operational value,

  • to ensure management information was available at each stage (rather than at the end of project as a late deliverable).

These steps were made possible with WhiteSky which was iteratively configured directly with the users with a ‘less is more’ objective. WhiteSky provided the ability to adapt to change requests, quickly and efficiently. As users learnt more about the ease of configuring that WhiteSky offers, they were able to realise further areas that could be automated.

Benefits

  • Timely management information reduced the dependence on word of mouth information.

  • Improved visibility of team activities improved efficiency and timeliness.

  • Hidden inefficiencies were reduced, as low value clerical tasks became unnecessary.

  • The scalability of the process was enhanced as new employees could quickly adopt the business process and access management information.

KPI Dashboard

A large investment company wanted to provide a flexible management information dashboard to executives in different countries. The data to compute the KPI’s is imported from a variety of sources plus direct entry. A history of all calculations is retained; numeric and graphical output is tailored for different executives, and work flow alerts trigger management attention.

 

IT Project Authorisation Process

A large organisation with global IT delivery systems managed its strategy, system impact review, authorisation and budgeting process using e-mail and MS Excel. WhiteSky Studio was configured to provide a work flow to manage this business process, providing world wide access, improved control and project reviews, and timely management information.

 

Asset Register and Change Mangement

A global IT support team required information of configuration changes 24/7 as their operation ‘followed the sun’ across their three support centres. Repetitive faults could be highlighted and warrantees managed. In addition a staff equipment register and requisition workflow streamlined purchase authorisation, budgeting, and provisioning.

 

Timesheets

Timesheets for chargeable and non-chargeable time with time budget entry controls, time apportionment to standard billing hours, forecasts, and administration & staff availability reports. Market research and sales call activities can be logged and reported.  Time and activity records can be entered from any web-enabled device or Windows smart phone.

 

Investor Portal

A fund administrator required a secure portal for investor’s to view, according to a strict permissioning structure, capital notices, capital account statements, portfolio valuations and investment details. The portal imports data from an enterprise portfolio & capital accounting package.