Vision To Learn Exam Application – Serving 1 Million Eye Exams Per Year

Use Case Profile

Business Case

Vision To Learn provides eyeglasses to under-served children across the United States. In order to scale the mission of Vision To Learn, the organization is making technology selection and implementation decisions to support future scaling and development needs. The organization has previously used a collection of low cost or no cost technology tools to support the varied business functions, mission functions and organizing functions required to manage and distribute glasses to thousands of children. This collection of technology tools needs to be condensed to create greater operational efficiency in order to support the maximum time, dollars and effort going to mission goals. Tools required for operation at Vision To Learn include scheduling, case management, asset management, resource management and donor management. The leadership of Vision To Learn made the decision to look for consolidated technology approaches to enabling organization capabilities.

Design Approach

The principal focus for the design of this system was to reimagine the experience of optometrists, back office contributors and others across the organization to accomplish a few key goals – optimize the business processes being performed to limit repeated data entry, optimize the data capture during eye exams to increase the speed and scale of exam activity while reducing effort for the field staff and increase the automation between different departments and external providers. On the whole, this activity set out to support scale-up of the mission for Vision To Learn from 80K eye exams per year too over 1 million eye exams per year as the organization continues to expand throughout the United States.

Critical to evaluating the efficacy of this design, all business functions were put through a thorough evaluation to seek out process redundancy, data redundancy and opportunity for error or time waste. Based on the analysis, the team selected Microsoft Dynamics 365 as the fundamental platform to manage all data interactions across the mission.

Following complete assessment and capture of relevant details of the proposed system, the team built a series of models within the platform, alongside a series of reports in an off the shelf database management system to study and evaluate the potential of this approach. Ultimately, through the course of the first year of operation, the team focused on organizing a set of exams across the United States in order to establish an integrated schedule of exams. Alongside exams, lab fulfillment of glasses creation and ultimately distribution of glasses to children were also incorporated into the resulting system.

Results

Core results of the Vision To Learn exam application modernization and business backbone platform deployment activity included the relief on-field resources of the large time impact spent with the prior system. Additionally, by moving to a fully cloud-enabled platform, the organization has experienced a substantial performance gain in its exam management and delivery activities. Through the net reduction of tools, the organization has been able to consolidate its work load and put more of that effort toward mission rather than tracking and data management activities. 

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Technology Profile

Dynamics 365 Online

Key to enabling multiple vendors, contractors, and organization personnel to focus on getting the job done. By connecting task management, field services, lab ticketing, supplier management and delivery activities alng with team communication, Dynamics 365 provides the pipelines necessary to maximize achievement of the VTL mission.

Power BI

Core to applying effort where it is most critical, Power BI provides leaders, managers, and contributors the data & insights to evaluate on-going performance, to look for gaps in the process and to identify blockers to success.

 

 

 

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