Melbourne Sports Hub

The State Sport Centres Trust is a statutory authority responsible for governing the Melbourne Sports Hub’s four venues; Melbourne Sports & Aquatic Centre (MSAC), State Netball Hockey Centre (SNHC), Lakeside Stadium (LS) and the MSAC Institute of Training (MIT). SSCT is the premier multi-sport facilities in Victoria, enabling sporting organisations and individuals to achieve peak performance, reach their potential and deliver world-class events.

What solutions were you using prior to engaging with us, if any?

Primarily network drives, which we are still migrating away from very slowly.

We were using an out-of-the-box software package called Intelligence Bank, similar to SharePoint but more for compliance, Health & Safety and Risk (policies and procedures).

What challenges and objectives led you to look for a new solution? How did these challenges manifest themselves into pain points?

I’ve used SharePoint in the past and since I joined SSCT, I’ve noticed the step backward that there is going back to network drives and the way that different areas communicate with each other in regard to their policies, their procedures and processes.

The biggest challenge was to find out how hard it is to get the right information from areas due to issues such as version control.

Being a government organisation, it is important to be able to refer to a specific document at a specific point of time.

What was most important to you when evaluating your options?

The change management process around it. One of the important things that resonated with us was that FiveP came to us as a change management business rather than just a SharePoint business.

What’s managed to get ourselves over the line is the new General Manager who took over this area. He had worked with other companies previously, but he agreed with me that FiveP was the better fit to our needs and requirements.

What were the most challenging aspects of the project and how did FiveP help?

The biggest challenge for us is the ongoing change of each organisation.

The decisive factor to us was that we were looking for out-of-the-box templates, ready to go.

Another substantial influence on the selection of FiveP was that they realised that not every company needs their own customised site. They need something that would work with slight tweaks until everyone’s familiar using the platform. Then you can start making changes as you go. And this is definitely the area which FiveP helped the most.

What were your time frame expectations for this project and how did FiveP help meet them?

We knew that the change was going to take a long time and it’s still ongoing. We were estimating this to happen within six or seven months. The time frame of getting something up and running we were aiming for around two months, which for FiveP was more than enough to deliver the site, ready to go. Time frame was a big factor to us, as we required the platform as soon as possible.

How was the solution adopted by the different types of users?

Together with FiveP, the idea was to let everyone know the overall design and what our employees needed to do to get ready. The next step consisted in approaching each arm of the business as they were ready to move across from network drives and Intelligence Bank, looking at ‘us, everyone, me’ sort of approach. Where ‘Me’ is the personal OneDrive account, ‘Everyone’ is SharePoint and the ‘Policies and Procedures’ area and ‘Us’ is the Team, where files get stored onto the Team Site in SharePoint.

This methodology has been adopted well by the different users.

What are the benefits that you are experiencing?

• Simplify business processes
• Improving job satisfaction
• Version control