Local Tourism Regulator Modernizes Its Data Management System
Building a data management system to support the tourism industry
When the tourism of an entire region is in your hands, relying on rough data and complex operations is risky. Virtually every hospitality-related business, from hotels and motels to cottages and campgrounds, from bed and breakfasts to Airbnb accommodations, all rely on the same organization for accreditation and accurate representation on tourism websites. They also rely on the same organization for the market intelligence they need to stay competitive. How will such an organization ensure the success of future tourism seasons with an archaic data management system?
Distinct and complex processes...done by hand
This organization had a detailed, prescribed process for each function related to hospitality regulation and licensing. In total, the organization had 27 separate manual processes, from applying a rating to a hotel, to registering the transfer of ownership of a property. Scheduling in-person visits by an inspector from the organization was governed by a separate process, and so on.
The team had to do everything manually, but the complexity of the many processes made this difficult. Operating on an outdated system, the organization's operations were complex. Despite efforts, the team could not keep up with the dynamic nature of the industry.
—Difficulty managing the complex processes unique to each activity
—Errors caused by inaccurate data resulting from manual entry
—Slow completion of processes due to missing data
—Lack of flexibility to adapt processes to changing regulations
—Long training period for employees
How do you automate processes while still being able to change them as needed?
This flagship organization for the tourism industry needed to update the way it operates. It needed to automate and streamline each of these data-heavy processes. In addition, this new system needed to be able to easily change and add new processes as conditions change, which is common in the hospitality industry.
For this organization that oversees businesses in the hospitality sector, it needed to build a brand new system that would allow the team to gain efficiency and better support tourism.
The solution would have to satisfy different criteria:
— Automate and standardize the different processes
— Maintain the flexibility to adjust to changes in the hotel industry
— Speed up work and facilitate collaboration between employees
XRM Vision's solution
XRM Vision is proud to have helped a local organization modernize to better support the hotel and tourism industry. In doing so, the organization entered the cloud for the first time by adopting a fully customized solution based on Microsoft Dynamics 365. Not only has this custom-designed system from XRM Vision automated the organization's operations and processes, but data errors are now much rarer.
With Dynamics 365's Business Process Flows feature, each of the organization's processes is now broken down into specific steps. In effect, this means that a user cannot go beyond a particular step in a process until all the required information has been entered at that step. Since then, the waiting time caused by missing information is greatly reduced.
On the other hand, the XRM Vision solution now triggers events on a regular basis.
XRM Vision's solution has also made it possible to automatically trigger regularly scheduled events, such as hotel re-accreditation and hotel inspection scheduling. This has given the organization an increased level of autonomy.
Finally, XRM Vision ensured that the solution was flexible, with an emphasis on ease of maintenance. This flexibility allowed the organization to quickly adjust to changing legal requirements. For example, when the government issued new Airbnb regulations just a month after launch, the organization was able to adapt its processes to reflect the new rules without any impact on its original timeline.
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