Case Studies

Improving Employee Productivity and Records Management within a Local Melbourne Council

Our client was in critical need of a Government compliant solution to manage all customer and council records whilst ensuring its 500+ staff were productive and efficient in their everyday council tasks. The Council sought consultancy support and partnership with us to ensure the solution was the right choice, sustainable, and met the needs of its technology and business environment.

The Challenge

The Council had a history of selecting, implementing and rolling-out unfit for purpose technology for the business and customers in the past. Their existing records and Intranet solution was generations old in functionality, poorly supported and expensive short and long term. In addition, end-users and customers across the Council were engaging with external third-party solution providers directly to implement and retrofit technology in their existing environment in an ad-hoc and siloed manner.

The Solution

Terra Firma conducted a rapid and independent review of the Council’s requirements for the Intranet and Records Management solutions. This included complementing end-user needs with industry-leading good practice and functionality that is available in the market space. Once this was baselined, we conducted thorough market research and held discussions with software companies to recommend solutions to be considered that are fit-for-purpose, affordable, and proven within the Council space across Melbourne and Victoria.

The consultancy support that Terra Firma provided in this engagement was collaborative and independent, yet it led the client through a journey on conducting the research, evaluation and recommendations that are repeatable in the future for similar exercises. Numerous artefacts were created, including evaluation matrix, technology principles, cost guidelines and good practice research for the Council to use again on exercises where a new technology solution would be required.

The Result

The Council endorsed our recommendations including the overall cost of the solutions. The Council is currently underway in forming a dedicated program team to procure the recommended solutions for both the Intranet and Records Management functions.

Our engagement at the Council was appreciated by all key sponsors, senior leadership and the CEO.