PROJECT DELIVERY
Ports of Jersey (PoJ), which operates the Island’s airport and harbour gateways. Embarked upon a multi-million pound business transformation program.
PoJ found its existing systems, JDEdwards and TABSFM, obsolete and unable to meet their growing business needs.
Shape Associates were engaged to support and manage the implementation of a new solution, including a new Financial Management, Procurement and Asset Management solution.
The key aim of this project was to review and replace these systems – seeking a solution that drives more automation, provides a better user experience and reduces transactional processing across the organisation.
Our Solution
- Our approach was built around developing and driving sustainable outcomes through User Centred Design – providing a richer, more engaging experience for users.
- By getting users built into the solution, it provides a more engaging experience while removing typical change barriers, which are often observed during transformation.
- The project was successfully delivered in 2 waves, with the first wave being Finance and Procurement, and the second wave being Asset Management.
- To maximise the benefits and overall transformation, a full target operating model was designed for each function, prior to completing the design phase.
Delivery team led by our programme manager, and delivered by our experienced technical team.
By effective negotiation and a detailed analysis of the processes and technology required, we were able to reduce the initial contract value by over £350,000.
IMPACT
The implementation of the new finance system has, to date, exceeded expectations in terms of ease of transition and benefits realised.
Since go-live the solution has enabled the following benefits:
- Centrally managed single system with minimal maintenance costs
- Real-time reporting for higher management and tracking of set goals and objectives
- Informed decision-making due to readily available real time reports
- Centralised control over all financial processes, with flexibility for managers to implement localised changes
- Insourced the full P2P process, with no uplift in FTE
- Saved 1 FTE within Finance
- Easy-access, self-service function for purchasing
- Increased employee morale, productivity and engagement
- Automation modules for inventory and orders ensured full and timely production reports, including alerts on stock that was “past the expiry date” or “about to expire.”
LESSONS LEARNED
Challenges in transposing the GRNI from JDEdwards into the new procurement system:
- Due to limitation in JDE, we had to do this manually which caused a drastic need for additional resource very late in the project
- Communication of late changes: When making changes to processes close to go-live, ensuring these are communicated to the business as they can easy be missed
- Lack of digital skills: Many suppliers did not have digital platforms, this caused a number of late changes in the way we designed the purchasinc process
We deployed a number of approaches to ensure this project was a lasting success.
- Focus on cross-functional processes
- Continued engagement with the wider business
- The upfront business readiness and prep prior to commencing the project
- A focus on maintaining scope and timelines
