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Maximising Impact With Microsoft 365: A Case Study With The Y (Formerly YMCA)

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The Y WA, a not-for-profit organisation that has been serving young people across the state since 1908, has harnessed the power of Microsoft 365 to elevate its operations and amplify its impact within the community. With a dedicated workforce of 550 staff members, The Y offers a range of essential services, including early education, youth work, alternative education, and before-and-after-school care programs. The integration of Microsoft 365 has not only streamlined administrative tasks but also fostered a more collaborative and secure environment for both staff and the communities they serve.
The Challenge

Despite its rich history and commitment to service, The Y faced several critical challenges. These included the need to boost productivity, enhance security measures, and make informed, data-driven decisions.

We’ve been simple Microsoft 365 users for some time. The pandemic, like it did for many organisations woke us up to some of the more collaborative solutions within the M365 suite and since then we have expanded our use of the platform beyond Office and Teams,” says Grant Yonge, Executive Manager (Organisational Impact, the Y).

Additionally, there was a pressing need to improve remote work capabilities, ensuring staff could effectively continue their mission-critical work from any location.

Solutions IT Approach

Solutions IT, a trusted partner of The Y since 2021, played a pivotal role in administering The Y’s Teams and SharePoint environments, driving their security agenda, and focusing specifically on Identity and Access Management. Notably, they facilitated the implementation of Entra ID, an extension of The Y’s Active Directory platform, which proved to be a game-changer. This partnership also extended to training sessions for The Y’s staff, ensuring they were well-equipped to utilise the full suite of Microsoft 365 tools efficiently, thereby maximising productivity and fostering a culture of continuous learning.

The Result

Microsoft 365 emerged as a key enabler for The Y, allowing them to centre their workflows around the needs of individuals. By leveraging tools such as Data Factory and Power BI, The Y made significant strides toward becoming a data-driven organisation. The newfound ability to gain deep insights from their data transformed decision-making and catalysed action across the entire organisation.

Moreover, the MS Secure Score bolstered their cybersecurity posture and provided valuable control over their digital destiny as Grant mentioned, The MS Secure score has become a staple topic of conversation at our monthly contract meetings with Solutions IT, and the value and confidence it adds in the executive room and the board room as we discuss the proactive changes we make (and the simplicity of making them) is quite powerful.

The comprehensive adoption of these technologies led to enhanced operational efficiency, improved staff collaboration, and a more secure data environment. For the first time we feel like we are in control of our own cyber security destiny, rather than being at the mercy of either our cyber insurers or the cyber attackers themselves,” Grant added. Ultimately, Microsoft 365 enables The Y to deliver its services more effectively to the youth of Western Australia.

Why Solutions IT?

Solutions IT’s pragmatic and practical approach has been instrumental in helping The Y fully leverage the capabilities of Microsoft 365. Their unwavering support has made a tangible difference in our IT operations, with memorable achievements like the successful Meraki rollout and network optimisation,” says Grant. Beyond technical implementations, Solutions IT’s commitment to The Y’s mission and understanding of the not-for-profit sector’s unique challenges have been crucial in crafting tailored solutions that drive real impact. This partnership exemplifies how strategic IT support can empower not-for-profits to achieve their objectives and expand their reach in the community.

In summary, The Y’s journey with Microsoft 365, guided by Solutions IT, exemplifies how technology and managed IT service for not-for-profit organizations can empower them to create lasting impact and drive positive change in their communities. As The Y continues to evolve with the digital landscape, their story serves as an inspiring model for other not-for-profits seeking to harness technology to enhance their operations and achieve greater outcomes for those they serve.

Discover the capabilities of Microsoft 365 and explore what an M365 license can truly mean for NFP organisations. Streamline operations and enhance your security measures, with us!


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About Us

Solutions IT offers comprehensive IT solutions, services, and support to fast-growing organisations throughout Western Australia and beyond. Leveraging its 25 years of successful IT operations and deep subject matter expertise, Solutions IT provides exceptional IT experience to customers in a wide array of industries including Education, Healthcare, Not-For-Profit, Local Government, SMEs, and more!

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