Case study / Framework Reporting
Microsoft Dynamics 365: Framework KPI Reporting for Public-Sector Construction Procurement
Background
Multiple public-sector frameworks. Dozens of KPIs. No reliable single system to capture or report any of them.
Strategic procurement frameworks — Scape, CCS, Procure, Pagabo, NHS SBS and others — represent a significant and growing proportion of the construction pipeline for leading tier 1 contractors. But frameworks come with structured KPI reporting obligations. Pre-construction, construction and post-construction stages each require specific data: supply chain spend, SME and local spend, apprenticeship placements, social value contributions, health and safety incident rates and carbon variance — all calculated to the framework's own rules and submitted in the framework's required format.
For a leading tier 1 contractor operating across multiple frameworks simultaneously, these obligations had been met through a combination of spreadsheet trackers and a legacy reporting platform — a fragmented approach that was generating inconsistencies, driving high levels of manual effort and creating genuine compliance risk. As frameworks tightened their reporting requirements and performance consequences became more serious, the contractor engaged Acumine to consolidate framework KPI reporting into a robust, scalable platform built on Microsoft Dynamics 365.
Spreadsheet-led KPI capture with no single source of truth
Framework KPI data was being collected and tracked in separate Excel trackers for each framework — CCS, Procure, Pagabo and NHS SBS each had their own files and processes. With no common system, data was duplicated across trackers, reconciliation was manual and the picture any individual had of the business's framework performance was partial and often out of date.
Inconsistent KPI calculations creating compliance risk
Different teams calculating the same KPI metrics in different ways — particularly supply chain spend, SME percentages and social value — meant that submitted reports were not always consistent with the framework's own definitions and rules. As frameworks increased the consequences of non-compliant reporting, including the risk of removal from frameworks for performance failures, the absence of controlled, rule-based calculations became a material business risk.
High manual effort across Client & Markets and Commercial teams
Compiling framework submissions required significant time from both Client & Markets and Commercial teams — chasing data from project teams, consolidating tracker entries, reformatting outputs and checking submissions before they went to each framework authority. This cycle repeated every quarter for every active framework, consuming capacity that should have been directed at winning and delivering work.
An existing Dynamics investment ready to be extended
The business had already invested in Microsoft Dynamics 365 as its CRM and had built the foundations of an Opportunity Management app — demonstrating a clear strategic commitment to the platform. The opportunity was to build on that foundation: extending Dynamics to cover the full framework reporting lifecycle, adding the technical depth the use case required, and giving the internal team a more capable and scalable platform to work with going forward.
What framework reporting demands
Structured KPI obligations across pre-construction, construction and post-construction — with different rules for every framework.
Public-sector construction frameworks each define their own KPI requirements, calculation rules, submission formats and reporting cadence. A platform capable of serving multiple frameworks simultaneously needed to be flexible enough to accommodate each framework's specifics while maintaining a consistent, controlled data model that prevented the inconsistencies of the spreadsheet-led approach.
KPI data requirements
Supply chain, social value, H&S and programme — quarterly across every live project
Each active project on a framework required regular data capture across supply chain payment records, SME and local spend percentages, apprenticeship and trainee placements, social value contributions, health and safety incident rates, environmental and carbon variance, and key programme and cost milestone dates. This data had to be captured consistently from project teams across pre-construction, construction and post-construction stages and flow through to framework submissions without manual rekeying.
Framework-specific rules
Different definitions, different thresholds, different KPI rating logic across Scape, CCS, Procure and Pagabo
While frameworks share a common set of KPI themes, the calculation rules differ. Supply chain spend definitions vary. SME thresholds differ. KPI rating systems — and the performance consequences attached to them — are not consistent across frameworks. A single platform serving Scape, CCS, Procure, Pagabo and NHS SBS simultaneously needed to hold and apply each framework's own rules, independently, without conflating definitions or sharing logic where the underlying calculations diverge.
Reporting outputs
Framework-specific Excel submissions, tracker reports and Power BI data quality checks
Framework authorities require submissions in their own format — meaning the same underlying project data had to produce different output files depending on the framework. Scape required a precisely formatted CSV export. CCS, Procure, Pagabo and NHS SBS each required differently structured Excel trackers. The platform needed to generate these outputs automatically from the Dynamics data model, with Power BI reports providing data quality checks before any submission went to a framework authority.
The solution
A Dynamics 365 framework reporting platform — built to capture, calculate and export KPI data across every live framework
Acumine extended and rebuilt the existing Dynamics 365 environment — creating a suite of model-driven apps covering the full framework lifecycle from opportunity through to post-construction, with a custom data model, controlled KPI calculations, automated Excel and CSV exports, and Power BI reporting for data quality and performance monitoring. The platform covered Scape, CCS, Procure, Pagabo, NHS SBS and DfE frameworks from a single, governed Dynamics environment.
Dynamics 365 apps
Opportunity Management, Projects and Project Data Capture — covering the full framework lifecycle
Three model-driven apps served different audiences at different stages. The Opportunity Management app covered pre-construction framework activity for the Client & Markets team. The Projects app gave the frameworks team a dedicated environment for live project records once an opportunity was won, moving framework delivery reporting beyond CRM-stage activity. The Project Data Capture app allowed project teams to update the monthly and quarterly supply chain payment, social value, health and safety, programme and cost data required for each reporting cycle — with a user role security model controlling what each audience could view and edit, and a custom API handling the monthly supply chain payment records within the apps.
KPI logic and workflow
20+ Dynamics plug-ins, workflows and Javascript apps — enforcing framework-specific calculation rules
The platform's KPI calculation layer was built across more than twenty Dynamics plug-ins, Dynamics workflows and JavaScript apps — each enforcing the specific rules of the relevant framework rather than relying on manual calculation by individual users. Supply chain spend, SME and local spend percentages, apprenticeship metrics, social value, carbon variance and accident-incident rates were all computed consistently from the data captured in the apps, eliminating the variation that had existed across the previous spreadsheet-led approach. A business process flow guided records through pre-construction, construction and post-construction stages, with data synchronisation between apps ensuring that all audiences saw consistent, up-to-date information.
Reporting and exports
Power BI data quality reports and framework-specific Excel exports — generated directly from Dynamics
Power BI reports connected to the Dynamics data model provided data quality checks and a tracker-style view of project record completeness before any submission was prepared. For framework submissions, the platform generated the correctly formatted Excel export for each framework — with three distinct output formats reflecting the differences in field definitions, data volumes and KPI structures across Scape, CCS, Procure and Pagabo. Fiscal year filtering allowed the right records to be scoped for each reporting period. A Scape-specific CSV export matched the required format precisely for sign-off. This eliminated the manual reformatting step that had previously sat between the business and every framework submission.
Outcomes
A single, controlled framework reporting platform across multiple public-sector procurement frameworks
Scape, CCS, Procure, Pagabo and NHS SBS consolidated into one platform
For the first time, all active public-sector framework reporting obligations were served from a single Dynamics 365 environment — with each framework's data captured, calculated and reported through a consistent process rather than a collection of separate trackers. As new frameworks were added, the reusable data model and form pattern allowed them to be onboarded within the existing platform rather than creating new spreadsheet-based workarounds.
Controlled KPI calculations eliminating reporting inconsistency
With KPI calculations enforced by the platform rather than left to individual users, the business could submit framework reports with confidence that the numbers were consistent, rule-compliant and derived from the same source data. The risk of inconsistent supply chain spend figures, mis-calculated SME percentages or misapplied KPI rating logic — all of which created compliance exposure — was removed from the process.
Framework submission effort substantially reduced
Automatically generated framework-specific Excel exports and the Scape CSV output eliminated the manual compilation and reformatting that had previously consumed significant time from Commercial and Client & Markets teams each reporting cycle. The Power BI data quality layer gave teams visibility of record completeness before submission rather than discovering gaps during the submission process.
A scalable platform the business can extend independently
The project delivered a repeatable framework onboarding pattern — a reusable form structure, data model and reporting template that could accommodate additional frameworks with their own fields, KPI definitions and output formats. Technical handover documentation and post-deployment governance processes, introduced as part of the engagement, gave the business the foundation to manage the platform sustainably beyond the initial build.
Technology
Microsoft Dynamics 365 and Power BI — framework KPI reporting built on the business's existing Microsoft investment
The solution was built entirely within the Microsoft stack — extending and rebuilding the existing Dynamics 365 environment with model-driven apps, a custom data model, plug-ins, workflows and JavaScript apps, and connecting it to Power BI for reporting and data quality monitoring. Framework-specific Excel and CSV exports were generated directly from the Dynamics data model, with Power Platform cloud flows supporting automation and data synchronisation across the apps.
Framework KPI reporting is a growing compliance obligation for tier 1 contractors operating on Scape, CCS, Procure, Pagabo and NHS SBS frameworks. If your business is managing these obligations through spreadsheets or legacy tools and struggling with reporting consistency, submission effort and compliance risk, Acumine can build the same platform — consolidating your framework reporting into a controlled, scalable Dynamics 365 environment.
Work with Acumine
Operating on public-sector construction frameworks and missing a reliable KPI reporting platform?
If your business operates on Scape, CCS, Procure, Pagabo, NHS SBS or other public-sector construction frameworks and is relying on spreadsheets or fragmented tools to meet KPI reporting obligations, Acumine can build the Dynamics 365 platform that consolidates it — with controlled KPI calculations, automated framework submissions and Power BI reporting across your full portfolio of framework projects.