Implemented CRM Solution for Māori Grant & Beneficiary Management
Microsoft Dynamics 365 | SSRS
About Project
A New Zealand-based organization, Kotuku Systems Ltd, required a customized CRM solution specifically designed for Māori beneficiary engagement and grant administration. The organization aimed to streamline Whakapapa-based registrations, automate grant approvals, and improve visibility for both internal users and external beneficiaries. By utilizing Microsoft Dynamics 365 CRM and custom resources, Soluzione IT Services was engaged to deliver a process-rich digital platform.
- Nonprofit & Lineage-Based Grant Management
- Whakatāne, New Zealand
- Beneficiary Registration, Māori Relationship Management, Grant Workflow Automation, Portal Development
- Microsoft Dynamics 365, SSRS Reports, Secure Web Portals, Custom Modules & Workflows
About Client
Kotuku Systems Ltd. is a New Zealand-based consulting and project delivery company that supports indigenous communities, nonprofit organizations, and government initiatives. With a strong focus on cultural alignment and data sovereignty, the company develops impactful systems that enable Māori entities to manage beneficiary relationships, distribute grants, and deliver comprehensive community services.
Challenges Addressed by Soluzione IT Services
Kotuku Systems required a CRM solution that could reflect the intricate structures of Māori social systems and support critical beneficiary and grant operations, such as:
- Portal and membership registration aligned with Whakapapa lineage.
- Multi-stage beneficiary and child approval workflows.
- Education and service case-based grant application tracking.
- Transparent moderation and Hapū (tribal subgroup) validation.
- Role-based access, secure communication, and service case management.
IT Solution Provided
As a Microsoft Partner specializing in IT services for nonprofits, Soluzione IT Services developed a comprehensive CRM and portal solution, ensuring seamless integration and user accessibility.
- Dynamics 365 CRM was configured to support tribal hierarchy, beneficiary lineage (Whakapapa), and role-specific interactions.
- Multi-step approvals for beneficiaries, children, and Hapū changes were automated.
- Custom workflows ensured proper visibility, compliance, and community review structures.
- Built secure, role-based portals for beneficiaries to register, submit documents, and track case progress
- Structured modules were developed for beneficiary onboarding, child addition and approval, hapū affiliation and change approval, education and service grants, and grant distribution calendar management.
- Grant moderation and approval processes were fully digitized, reducing manual overhead.
- Scheduling tools were integrated to ensure timely grant distribution cycles.
- SSRS-based custom reporting allowed stakeholders to access accurate, real-time insights into fund usage, pending approvals, and impact metrics.
Impact Delivered by Soluzione IT Services
- Up to 40% improvement in processing efficiency for grant and beneficiary workflows.
- Enhanced traceability and transparency across approval chains and Whakapapa structures.
- Reduction in delays through automated status updates and beneficiary communications.
- Robust data governance and access control, respecting community-specific privacy norms.
- Seamless user experience for both community administrators and end beneficiaries.
"Soluzione IT Services transformed the way we manage beneficiaries and grant applications. Their expertise in nonprofit IT solutions allowed us to automate critical workflows, enhance user engagement, and improve transparency in grant distribution. The implementation of Dynamics 365 CRM has significantly increased our operational efficiency, allowing us to focus on serving our community better."
Hurricane Hunia
Kotuku Systems Representative
180, Talmadge Road, Unit# 332, Edison (NJ) 08817 USA
Phone : +1-800-860-6531
10, Anson Road # 22-02, International Plaza 079903 SGD
Phone : +65-98-357-694
B-52, IT Park Badwai, Bhopal (MP) 462036 IND
Phone: +91-9302-980-560
