the challenge.

Modernizing an inconvenient on-premise system into a Microsoft Dynamic 365 cloud environment required solving three primary friction points:

  • changing business logic

    • architectural redesign and quota sharing: What had started as a simple 1-to-1 license transfer turned into a much broader modernization project involving a multi-user quota-sharing model. This required re-engineering the back-end Microsoft Dataverse schema by creating a custom Agreement Table to act as a bridge between multiple users and a single license.
    • design debt and sprint velocity: Because these changes occurred after initial delivery, the team had to backtrack and redo previously stable work. Managing this design debt created friction, while managing code refactoring to avoid introducing bugs into existing code.

  • legacy data debt

    • data migration complexity: Migrating historical data to Dataverse was rarely a direct match because legacy records existed in inconsistent, unstructured formats. Without a strategy to standardize old files, migrating the database threatened to import unstructured data into the new platform and derail the schedule.
    • usability and adoption barriers: The old system set a low bar for usability, creating widespread user dissatisfaction. The challenge was building a modern platform that was intelligent and convenient enough that both government staff and citizens would actually adopt it without friction or resistance.

  • the external portal silo

    • authentication and security management: Managing how external users log in while keeping sensitive personal data secure presented a major security hurdle for a public-facing government application.
    • dual-user experience disconnect: The platform had to serve two completely different audiences: internal government power users who require deep back-end auditing tools and users who need an intuitive portal simple enough to navigate without technical headaches.

the solution.

Randstad Digital delivered a modernized, cloud-native platform by combining Microsoft Dynamics 365, Power Platform and Azure AI Foundry with disciplined Agile governance.

  • modern cloud architecture and legacy decommissioning

    Migrated critical licensing data and processes from an inconvenient, on-premise legacy system into a secure, scalable Microsoft Dynamics 365 and Dataverse cloud environment.

  • streamlined licensing and public portal

    Introduced an intuitive external self-service portal enabling the public to manage and renew licenses 24/7, enhancing the customer experience and eliminating manual paperwork.

  • intelligent automation and security with azure AI foundry

    Leveraged Microsoft Azure AI Foundry/Studio to support intelligent data entry, usability improvements and security enhancements across the platform:

    • “Smart fill” data entry: Analyzes existing Dataverse records (like license history and profiles) to auto-suggest form field values, reducing manual data entry.
    • End user experience & public adoption: Powers a clear, simple interface tailored for all users, supporting a more intuitive experience.
    • Simplified security layer: Supports a simpler approach to implementing an authentication and security layer.

  • operational automation and data migration governance

    Implemented Microsoft Power Automate to handle multi-stage approvals, status transitions, and automated legal document generation via MS Word templates. To resolve legacy technical debt, we provided data cleansing recommendations that enabled the internal client team to standardize historical records before mapping them into structured Dataverse tables like Accounts and Contacts.

the results.

Key outcomes included: 

  • Accelerated time-to-license for the public: Delivered a 24/7 self-service portal that eliminates manual paperwork and speeds up time-to-license for citizens.
  • Reduced administrative overhead & enhanced auditing: Empowered government staff with unified data views and back-end auditing tools, using Azure AI Foundry “Smart Fill” auto-suggestions help reduce manual data entry and improve the user experience.
  • Intelligent automation & document generation: Removed operational bottlenecks using Power Automate to handle status transitions and automatically generate legal documents via MS Word templates.
  • Sustainable management of natural resources: Enabled multi-user quota sharing through a custom Dataverse Agreement Table that, combined multi data and licensing products with centralized digital records,  supported better data collection  for more sustainable management of natural resources.
  • Secure, standardized data modernization: Supported secure external login workflows with a simpler approach to implementing security layers while guiding the client team to clean and map historical records into structured Accounts and Contacts tables.

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