Business Database and Reporting Software

Bespoke Software | MoD

When looking to replace their workflow and business database solution for handling orders for paper-based products, the Ministry of Defence team were keen to enhance not only their efficiency but also their quality of service. They needed to look at both automation and the fundamental working practices of the unit to address the key issues.

How Business Database and Reporting Software Benefits MoD

Time Saving

Turnaround times are reduced as less user interaction is required


Repetitive activities have been automated into background processes which remove a significant level of data entry


Automated provision of supply lines and orders ensure that what is required is delivered rather than only what is ordered

About Ministry of Defence

The Ministry of Defence (MOD) is the British Government department responsible for implementing the defence policy set by Her Majesty’s Government and is the headquarters of the British Armed Forces.

The Limitations of Paper Processes

The ‘paperwork’ team in Oxfordshire deliver all the required documentation across the MoD. As expected, this amounts to vast numbers of documents that need to be planned, authorised, published and tracked; by a large team of specialists and experts.

The original systems were a mixture of software and paper-based processes, which were geared heavily towards the specialist knowledge of individuals. Workflows were often duplicated, and it was difficult to manage operations when people were on holiday or off work sick, but especially when they left altogether.

Many highly repetitive processes were completed manually, and error tracking and correction were slow and intensive. Quality of service for both customers and suppliers was suffering due to an over-stretched team, and a custom solution was required to make the processes more efficient and automated, and less reliant on individuals.

The Solution

Bespoke business database and reporting software

We completely redesigned a replacement system to automate business database processes generically rather than relying on individuals having specialist knowledge.

We integrated the bespoke application with the existing supply chain and stock management system with data being transferred regularly between the two systems, thus enhancing stock-keeping efficiency.

The system covers sales order processing, warehouse management, CRM, and management information. 

The software integrates processes and activities rather than focusing on specialist functions, allowing efficient operational procedures to be designed around the natural flow of work. Users can easily view what work needs progressing and at what stage each item currently stands.

The Results

Reduced turnaround times, enhanced auditability & better delivery

Turnaround times were reduced because substantially less user interaction is required. Repetitive activities have been automated into background processes which remove a significant level of data entry and allow even inexperienced staff to handle the workload.

Automated provision of additional supply lines and orders has been introduced to ensure that what is required is actually delivered rather than only what is ordered, even when inexperienced staff are involved. Auditability was built-in, meaning that mistakes can be traced and managed, and users can track at what stage an individual demand is or produce a report.

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