NCIG’s ERP Transformation
Newcastle Coal Infrastructure Group (NCIG) offers top-tier coal export services and plays a crucial role in Australia’s coal export industry. Their operations encompass rail systems, coal storage, ship loading facilities, and related infrastructure.
THE CHALLENGE
Newcastle Coal Infrastructure Group (NCIG) operates as a coal export terminal with 110 employees, functioning on a cost-recovery model. Their existing ERP system had become outdated, limiting business efficiency and hindering continuous improvement. Recognising the need for a transformation, NCIG embarked on a journey to modernise its systems seven to eight years ago. By 2020, the organisation formally partnered with SMC to drive a comprehensive digital transformation. However, the initiative faced several challenges, including:
- Identifying the right ERP system to support business needs
- Managing the complexities of vendor selection
- Overcoming the disruptions caused by the COVID-19 pandemic, including remote collaboration and process inefficiencies
- Ensuring executive alignment and stakeholder buy-in for a smooth transition
SMC SOLUTION
SMC played a critical role in guiding NCIG through its ERP transformation, providing strategic insights, governance, and change management expertise. The approach included:
- Business Process Mapping: Identifying pain points and defining clear project objectives to align with long-term business goals.
- Vendor Selection Process: Choosing a best-of-breed approach over an all-in-one ERP solution, ensuring the selected finance and maintenance systems met business requirements.
- Structured Planning: Executing a ‘Plan and Prepare’ phase that included project execution planning, system demonstrations, business process alignment, and iterative decision-making.
- Executive Alignment: Conducting an executive workshop to ensure leadership support and unified decision-making.
- Change Management Focus: Dedicating resources to drive adoption, ensuring that end-users were engaged throughout the process.
- Implementation Support: Overseeing system design, testing, and configuration, ensuring flexibility to address unforeseen challenges
OUTCOMES ACHIEVED
NCIG successfully went live with its new ERP system on July 1, 2024, aligning with the new financial year. Key outcomes included:
- Seamless Transition: A phased rollout strategy minimised disruption and allowed for user feedback integration.
- Enhanced Operational Efficiency: Improved finance and maintenance processes streamlined business operations.
- Strong Governance & Stakeholder Engagement: Structured change management ensured smooth adoption across the organisation.
- Long-term Strategic Partnership: Establishing a relationship with its implementation provider to ensure continuous improvement and avoid stagnation.
KEY LEARNINGS
- Early Expert Involvement: Engaging SMC early ensured structured guidance.
- Resourcing & Backfilling: Allocating the right internal resources prevented project bottlenecks.
- Executive & Stakeholder Buy-in: A well-defined project team with leadership backing ensured successful execution.
- User Ownership: Actively involving employees responsible for system adoption drove better results.
- Adaptability: Embracing changes led to a more effective implementation.
CASE STUDY
