Digital Transformation at UBCJA

How UBCJA is Enhancing Organizational Efficiency and Member Connectivity Through Strategic Technology Partnership

The Canadian District of the United Brotherhood of Carpenters and Joiners of America (UBCJA) is a significant part of the organization, representing carpenters and trades across Canada. It encompasses several regional councils across Canada which focus on training, advocacy, and representing skilled construction professionals. The organization focuses on equipping its members with the necessary skills to meet the demands of the modern construction industry, ensuring job fairness, and advocating for family-sustaining wages and benefits.

UBCJA faced an opportunity to update their technology in the Canadian District as they encountered challenges with fragmented systems. Spanning multiple provinces and regions, the organization experienced inefficiencies, disjointed communications, and security vulnerabilities. Recognizing the need for a cohesive technological overhaul, UBCJA embarked on a comprehensive digital transformation journey.

Initial Challenges and Identifying Goals

At the outset, UBCJA faced challenges due to its fragmented technology systems and diverse regional operations. Their technology infrastructure was comprised of outdated servers and disparate email systems. The organization struggled with inconsistent access to critical resources and each council operated independently, leading to duplicated efforts, inefficiencies, and a lack of unified identity among its members.

UBCJA’s primary goal was to unify its technological framework to ensure consistency, security, and efficiency across all councils therefore being more cohesive across the country. The long-term goal being to invest in solutions that could be built on and grow for the years to come. Specific objectives included:

• Standardizing email platforms and other programs to foster seamless communication.
• Implementing a secure, cloud-based system for data storage and management.
• Customizing a Dynamics 365 CRM system to manage Labour Requests, Project Sites, Memberships, and Dispatch Referrals.
• Improving members’ experiences with accessible digital tools to increase engagement, retention, and membership growth.
• Transition various ERP systems to Dynamics 365 Business Central.
• Providing robust technology support and training for all users.

The main list of objectives was attainable but could not be completed all at the same time, however every project was interconnected. It was important to UBCJA that they could get started on more than one project, and that the partner they selected have clear timelines in place to ensure the projects stayed on track.

The Path to Transformation

Building Trust With a Technology Partner

UBCJA selected Encore as their technology partner, emphasizing the importance of trust, reliability, and shared goals. Given the sensitive nature of the information handled by the organization, it was crucial to find a partner who could reliably manage these aspects. Encore’s commitment to understanding UBCJA’s unique needs played a pivotal role in forming a successful partnership.

One of the biggest factors we were seeking in a technology partner was that we needed to be able to trust that Encore had our best interests at heart. I knew with all the questions they asked and actions they took that they were equally invested in what we were doing and that we both had the same end goal.

By choosing Encore, UBCJA ensured they had a reliable ally, committed to their best interests and capable of adapting to their evolving needs.

A Unified Microsoft Ecosystem

One of the first steps was migrating all councils to a single Microsoft platform, ensuring that everyone used the same email domain and communication tools. This move created a centralized data management system using Microsoft’s suite of tools, including Outlook, SharePoint, Teams, and OneDrive. This allowed UBCJA to securely store and manage data in a single location, making it easily accessible to authorized personnel across different regions. The centralized system also facilitated better data sharing and collaboration, breaking down the silos that had previously hindered efficiency, as well as significantly improving security measures against cyber threats.

“Now that we’re all on the same server, not only is it really easy to share information between the organization, but it’s also easy to ensure that we’re secure. If we think someone has been hacked, we can get ahead of it quicker than we’ve ever been able to get ahead of it.” – Jaylyn Rowe, Director of Digital Transformation, UBCJA

A customized Dynamics 365 Sales solution has been implemented to help locals manage contracts, projects, employee trade level competencies, membership, dispatch jobs, and much more. The next project is underway for another locals’ Dynamics 365 Sales implementation.

Moving to the Microsoft ecosystem means migrating councils’ accounting systems to Dynamics 365 Business Central. Councils across the country were using different ERP software, which meant that reporting was different in each system and training was inconsistent. The process of migrating to Dynamics 365 Business Central is an important part of UBCJA’s digital transformation.

This collaboration is not merely about building new systems but also about fostering a robust relationship across various facets of UBCJA. “We have built a network of people at Encore that continuously understand what’s going on,” shared Jaylyn. This network facilitated the smooth integration of different systems, making operations more efficient and unified.

Enhancing Member Engagement Through Custom Apps

To improve member engagement, Encore developed several custom applications that connect and flow through to the various Microsoft applications. These tools allow for real-time information sharing and streamline workflows. A new dispatch system was introduced, making it easier for members to access job information and for staff to manage member details. Additionally, an organizing app was created to streamline Organizer interactions and improve data collection in the field. This app enabled on-the-go data entry and approval processes, enhancing the efficiency of field operations.

People have loved the new organizing app; they can access it from their phone so users can input their information on-the go and then their boss can approve it in the same app. It keeps everybody connected with all the information in the same place.

The UBCJA team is looking forward to the membership app that is being built by the Encore team. The app will allow members to access membership information from their phone.

Continuous Training and Support

Training played a pivotal role in the transition to the various software solutions. Encore provided comprehensive training programs for UBCJA’s staff, focusing on the use of new systems and applications. This ensured that all members, regardless of their technical proficiency, could effectively utilize the new tools.

Super users were trained to navigate the new systems, ensuring they could support their colleagues effectively. Feedback from the team was overwhelmingly positive, highlighting the ease of use and the continuous support provided by Encore.

“I’ve had no complaints about Encore Care. They’re always right there to help. My team has been happy and response time for support has been fantastic.” – Jaylyn Rowe, Director of Digital Transformation, UBCJA

The ongoing support from the Encore Care support team in the many areas including Microsoft 365, desktop support, Dynamics 365 Business Central, and Dynamics 365 CE has enabled users to better use the technology and has helped with adoption rates.

Incremental Improvements and Long-Term Adaptability

Recognizing the complex nature of their operations, UBCJA adopted an incremental approach to digital transformation. By rolling out changes in stages and focusing on specific areas, they managed to balance innovation with operational stability. This method also allowed for adjustments based on feedback, ensuring that each new implementation met the organization’s evolving needs. The incremental improvements also ensured that each region transitions smoothly to the new systems.

The incremental projects have been great when it comes to the flow of the organization, everything kind of has a place where it needs to be in order to complete the next one.

Understanding the dynamic nature of UBCJA’s operations, Encore designed the technology solutions with adaptability in mind. Regular updates and incremental improvements were planned to keep the systems aligned with UBCJA’s evolving needs. This proactive approach ensured that the digital infrastructure remained relevant and could support future growth and changes within the organization.

Outcomes and Benefits

While some projects are onto their next phase, the completed work and implemented solutions have yielded significant benefits for UBCJA. One of the most notable advantages was the enhanced efficiency brought about by the new systems. These systems streamlined administrative processes, reducing redundancy and improving overall operational efficiency.

The centralized systems into the Microsoft platform and updated security measures reduced the risk of data breaches and data loss, providing a more secure environment for handling sensitive information.

The accessible apps and unified communication channels enhanced the overall member experience, leading to better member retention. Everyone having the same email domain has made communication less confusing to members. The ease of access to information and streamlined interactions has contributed to a more engaged and satisfied membership base.

The dispatching system via Dynamics 365 Sales for one local has improved their day-to-day and has saved a significant amount of time.

Lastly, the scalable and flexible technology framework has positioned UBCJA for continued growth and adaptation to future needs. This futureproofing of operations means that the organization is well-prepared to meet evolving challenges and seize new opportunities as they arise.

“Encore is helping us achieve our technology goals in a million and one ways. Besides building the systems, we’ve built a trusted relationship with Encore across every part of our organization. From the beginning they’ve been the ones to help get things on track, give advice on what’s best for the solution, and really helped us in understanding what our end goal is.” – Jaylyn Rowe, Director of Digital Transformation, UBCJA

Long-term Impact and Partnership

UBCJA’s digital transformation is a testament to the power of strategic planning, trusted partnerships, and incremental improvements. By addressing their initial technology challenges, embracing a strategic approach, and setting clear goals, the organization is successfully modernizing its operations, enhancing member engagement, and positioning itself for future success.

As UBCJA has seen success with the solutions implemented, work is in progress for the next phase of some small and large projects. The teams have worked closely together and look forward to tackling the next projects.

“If you looked at our technology before Encore arrived, you would have been shocked. It’s been a big change which has been hard for a lot of people, but in the long run, based on what we were dealing with before and how large our organization has become, it was so important that our digital world moved with that. Encore has been the one to help us through this transformation, ensuring that all our systems and infrastructure are in place for the future.” Jaylyn Rowe, Director of Digital Transformation, UBCJA

Project photo from UBCJA