Oracle Consulting delivered solutions with new ways of implementation during the Covid-19 pandemic

Restructuring and integrating one departments and two agencies into one is a considerably complex undertaking, but to also achieve this within 12 months is inspiring. 

On 1st July 2019, VicRoads and Public Transport Victoria merged with the Department of Transport (DoT) to create a fully integrated transport department, now responsible for the ongoing operations and coordination of the state’s transport networks; as well as the delivery of new and upgraded transport infrastructure.

The following administrative offices and/or entities now come under the purview of DoT:

  • Vic Roads

  • Public Transport Victoria

  • Major Transport Infrastructure Authority (MTIA)

  • Victorian Fisheries Authority (VFA)

  • Suburban Rail Loop Authority (SRLA)

  • Commercial Passenger Vehicles Victoria (CPVV)

  • Transport Safety Victoria (TSV)

 

Why Oracle and Oracle Consulting

DoT decided on Oracle Consulting ANZ as the preferred implementation partner for their far more complex program of works. 

They were looking for a partner they could rely on:

  • with the experience of having done this successfully before on a global and local stage,
  • the expertise to understand the complexities of the various entities and help them consolidate and transform their business operations,
  • the added assurance that as part of Oracle, they would be partnering with a safe pair of hands,
  • and Oracle Consulting’s long-term customer success focus and partnership approach.

 

The Road to Transformation

The goal of the DoT Financial Transformation was to take the opportunity to implement new and improved, standardised financial business processes or “One Way of Working”; aimed at improving efficiency and data integrity for value added analysis and ongoing business improvements.

Being an organization that runs a large spectrum of functions, it was critical to adopt a platform that would enable all departments and agencies to run consolidated and consistent processes; while still allowing the flexibility to support the individual needs of each department or agency where their processes vary from the new standard best practice.

With so many departments and agencies running disparate solutions with various system stored data, DoT also knew the system migration would be extremely complex, requiring an Implementation partner who could also support the technology transformation in parallel.  

Oracle Consulting provided the key strength, depth and breadth of expertise required in both Oracle Fusion Cloud Applications and Oracle Technology, along with the many other benefits that come with being a part of the one organisation – Oracle. 

Incorporating both Oracle SaaS (Software as a Service) and PaaS (Platform as a Service) solutions, the Finance Transformation involved implementing Oracle Fusion Cloud Enterprise Resource Planning (ERP) Financials modules including Expenses, Accounting Hub Cloud Services, Procurement and Self-Service Procurement and Project Financial Management modules. 

 

Adapting to Covid-19

Despite being in the midst of the Covid-19 situation, the Oracle Consulting team devised a tiered and systematic approach during implementation. Moving to fully remote delivery during the initial phase of the engagement pushed the team to think out of the box and use new methods to relay vital information during the implementation.

Paving the way for the go-live, the team conducted training sessions, UAT and Cutover via video conferencing applications such as Zoom/Teams. Dry runs with key stakeholders were conducted before bringing on the wider team and application users, which allowed feedback to be incorporated for more fruitful sessions. Training materials were digitised and recorded, which allowed users to reference whenever needed. To suit the needs of users, session hours were shortened to avoid fatigue and loss of focus. 

 

Achieving Successful Business Outcomes

Success in a program of this magnitude is achieved when an Implementation Partner works with a customer in partnership for a common goal.  It takes strong Governance and Sponsorship, a highly competent and motivated team, adequate funding and a focus on risk mitigation.

“The success of this transformation has enabled DoT to adopt a new way of working, empowering our business to run more effectively through the adoption of modern technology and best practices; and ensures we are better equipped to respond to the changing demands on our transport network so we can stay connected to jobs and each other, whichever way we travel.” says Ronnie Oliver, Director, Department of Transport

 

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