Transitioning to a new system is never easy, and Aurum’s finance team knows this first-hand. When tasked with moving the petty cash and credit card management from SharePoint to Dynamics 365 (D365), the team faced several hurdles. However, their dedication and teamwork paid off, transforming what began as a challenge into a major success.
For Assistant Financial Accountants Pauline Sekati and Siyathemba Khumala, one of the biggest challenges was convincing long-time users of the old system to embrace D365. "There was resistance at first; people were used to the old way of doing things," Pauline explained. “It required patience, structured training, and one-on-one support to help everyone adapt.” Siya added, “We had to take extra care in explaining how the new system could actually make their lives easier—once they saw that, it became much smoother.”
The process also revealed gaps in preparedness and data integrity. Custodians needed to understand that D365, like many modern systems, evolves over time to meet user needs—an idea that required time to sink in. "It was crucial to show everyone that this system wasn't just a one-time change but something that would continue to develop and adapt to their needs," Pauline noted. The team, including bookkeepers Salome Rasebotsa and Epson Tivani Mabasa, worked tirelessly to provide support, build trust, and align expectations.
As custodians of the petty cash system, Pauline and Siya played essential roles in the project's success. They set up structured training schedules, worked with administrators to ensure everyone received hands-on guidance, and maintained clear communication throughout. “We made sure no one felt left behind,” Siya said. “This was a team effort, and we wanted everyone to feel like they had a part in making it work.” Their efforts didn’t stop there; they monitored progress closely and collaborated with Altron Digital Business to achieve the project deliverables, making sure no one was left behind.
Now, the team is proud of what they’ve accomplished. Capturing expenses has become simple and streamlined, without the need for multiple steps. “Before, submitting claims was tedious, with three steps just to get it through the system,” Siya shared. “Now, everything’s much more straightforward, and the system even calculates balances automatically.” Pauline echoed this sentiment, saying, “We’ve taken out so many pain points. Seeing how much easier it is now makes all the work we put in worthwhile.”
The new system has also improved expense approval processes, particularly for amounts over R500, which now require only a single approval instead of multiple steps. “It’s a real time-saver, and it’s easier for everyone involved,” Pauline added. The moment of clarity came when custodians successfully captured their expenses on D365, and the first reconciliation was generated without a hitch. "Seeing that first reconciliation paid seamlessly was a proud moment for all of us," Pauline said, recalling the team’s excitement. "It felt like we had truly achieved something meaningful."
With D365 live, the team isn’t stopping at implementation. They’re now focused on continuous improvement, identifying potential gaps, and setting “smart goals” to maximise the system's potential. They’re also creating a proactive culture to encourage flexibility and accountability, ensuring D365 continues to meet Aurum’s evolving needs. "This isn’t just about making processes faster; it’s about building a foundation for the future," Siya said in closing. "We’re excited to keep learning and growing with D365 to support Aurum’s mission."
Congratulations to Pauline, Siya, and the entire finance team for their hard work and determination in successfully transitioning to Dynamics 365! Your commitment to teamwork, innovation, and problem-solving has not only improved processes but has also set a benchmark for future projects at Aurum. Your efforts are a testament to the power of collaboration and adaptability. Well done on this incredible achievement—your dedication is truly inspiring!
