Success Story / Business Unit NPO & Education
December 2023
DEFA Foundation successful with Microsoft Dynamics 365 in the cloud
The DEFA Foundation has decided to position itself more effectively for the future. As part of its long-term database strategy, it wanted to move to the cloud with the Microsoft Dynamics 365 platform and replace the previous Infor CRM system. The system architecture was to be simplified and silos dismantled. Having learnt from the challenges of the past, the guiding principle of the project was to "stay as close as possible to the system standard".
Initial Situation
The DEFA Foundation had already been working for years with Infor CRM, which was linked to other specialist systems. Various requirements led to customised solutions that made maintaining the overall system and its various interfaces very time-consuming. Adaptations had to be hard-coded in the heterogeneous system architecture. A task that could only be carried out by IT specialists.
The silo structure resulted in a lack of transparency and a great deal of effort in maintaining the system. In addition, there was no overview of all stored features across the silos. Analyses took a lot of time and had to be compiled using various databases.
Microsoft Dynamics 365 Marketing and Sales essential
As a central system within the organisation, the CRM facilitates structured processing and management of the material stock. The integration of the marketing and sales applications has eliminated several silos. In the course of the changeover, new links were established between individual functions, master data was created in the system and film-related data was processed. The objective of remaining "close to the standard" was achieved for all migrated functionalities.
In contrast to the previous CRM system, which involved a high level of hard coding, the new solution allows the use of low-code (Power Automate, Power Apps). Previously hard-coded reports can now be customised by the user through the use of standardised tools such as Documents Core Pack.
"The DEFA Foundation got off to a flying start in the cloud: thanks to the trusting collaboration with a great, super-competent team, with a lively exchange and an open ear for our input. A model project for optimal project management. Many thanks to everyone who supported us. We achieved this together!"
André Wollner, Solution Architect Ambit Group
DEFA Foundation benefits from Microsoft Dynamics 365 in the cloud
Today, the DEFA Foundation benefits from an uncomplicated film and material management system with intelligent connections between different data sets, all of which are accessible via a central interface. The modern working environment of the Microsoft platform is constantly being expanded with new functions and is seamlessly and easily integrated for the DEFA Foundation.
In the past, the DEFA Foundation had to develop innovations for the on-premise solution itself. Now the system is accessible from anywhere, even without a VPN. The system architecture has been significantly simplified by standardising on the Microsoft Dynamics platform, so that information is now available at the touch of a button via an attractive user interface. The cloud integration has freed up valuable IT resources to drive other important initiatives for an effective future for the DEFA Foundation.
About the DEFA foundation
The DEFA Foundation is responsible for preserving the cinema heritage of the GDR. Established in 1998, the aim of the foundation is to pass on the DEFA heritage to future generations as a source for contemporary historical, political and aesthetic research and artistic discoveries.
Its holdings encompass the entire cinema production of the GDR from almost five decades. With around 13,500 films, the DEFA Foundation sees itself as an institution that imparts cultural knowledge. Its films are part of our cultural memory and serve as a platform for the current debate on socially relevant topics.
Further information on the DEFA Foundation: www.defa-stiftung.de/en/
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Thomas Lewandowski, Business Unit Lead NPO & Education
thomas.lewandowski@!ambit-group.com
+49 151 22 94 88 63
