Overview

We are an international, integrated consultancy of engineers, consultants and advisers, operating in 26 locations worldwide, with over 70 partners and 1,900 employees.

For over 40 years we have built a world-class reputation for delivering creative, value-led solutions for an ever challenging world.

As a truly inter-connected community of experts, we value human wellbeing, curiosity, embrace mutual responsibility and genuinely care about the impact and legacy of our work.

Supernova Award Category

Tech Optimization and Modernization

The Problem

There were a number of problems with the way our ERP system was being utilised:

• User feedback on the current interface wasn't always positive. Users demanded a more intuitive and modern user experience.
• Users were unable to access the system features they needed whilst working remotely or in a home office situation
• The response to tasks within the system was often slow e.g. Invoice approvals, absences, timesheets etc.
• Users were continually having to check to see if they had any system tasks to complete.

In addition, people felt overwhelmed with the number of portals, systems, interfaces and functions they needed to access to fulfil their daily tasks.

The Solution

Issues with the way we use our ERP system were identified via feedback and engagement with our userbase.

Any solution needed to fully integrate with Microsoft Teams, since our recent adoption of this platform has seen it become the central hub for communication, data & collaboration within our organisation.

The solution came in the form of the Unit 4 Digital Assistant 'Wanda' which provides users with a 'Headless' ERP experience, allowing them to access the ERP functions they need through a 'natural language' interface, with AI being used to automate tasks and anticipate users’ needs. 

The results

Users previously had to switch between different platforms and interfaces offering a multitude of functions, which was confusing and time consuming.  They had to use a desktop/laptop device on our LAN to access key ERP features such as:

• Absence entry
• Timesheets
• Procurement
• Expenses
• Approvals

Wanda provides efficiency and timesaving gains by providing the functions users need, accessible from a single interface (Microsoft Teams), with no need to switch between platforms, log in to VPNs or use specific devices.  They can now engage with the ERP system anywhere, at any time, from any device.  This is particularly beneficial in the current global situation, which has seen the majority of staff working from home.  

WANDA communicates in a natural language, talking the way you talk, making it quick and easy to complete tasks and increasing user adoption.

The feedback below highlights some of the positive outcomes post implementation:

‘First time I’ve entered an absence on any system and not wanted to pull my Hair out’ – Typically Difficult User

‘Wanda messaged me to approve a holiday request. Approved! Job done. Wanda has some vision’ – Director        

‘So far, just checked my AL balance and it's quick and easy saving logging into Agresso (VPN first)..... promising, thank you!’  - Normal User

‘Very easy, very quick and very intuitive. Excellent innovation – love it!’ - CFO

Metrics

• Over 300 users globally onboarded onto the system and increasing daily
• We have seen a threefold improvement in our responses to tasks which means approvals for items such as absence, expenses, invoice approvals are processed more quickly.
• Recorded feedback has been overwhelmingly positive and although difficult to measure perception of the solution has been greatly bolstered.

The Technology

Wanda is the world’s first true enterprise Digital Assistant. When you add Wanda as a contact within Microsoft Teams you access all your business applications through a conversational interface. Wanda is available all the time – pervasive, but not intrusive. Wanda automates routine operations  and learns your preferences to become even more useful over time.

Disruptive Factor

This implementation represented the first time Unit 4 has implemented the solution with an on-prem customer. As the technology is relatively new, we initially had challenges with the implementation of the solution with our on-prem ERP architecture. A number of configuration issues were encountered prior to launch, however through effective partnership with Unit 4 the post implementation and adoption has been extremely smooth.

User adoption was initially a challenge but through effective engagement numbers have increased and as users have seen the benefits, this has snowballed.

Shining Moment

The first time 'WANDA' responded to an enquiry (A holiday request) or a request was a real shining moment. At last we we're able to communicate with our ERP system usign common language, accessible from one place.The other fantastic feature which shone out was push notifcation capability, with this function WANDA communicates to a user that they have a task to complete without the need for the users o logon to the system or click an email.