MHA Care’s main goal was to establish a common information platform to mature document management processes across all departments.
MHA Care is a not-for-profit organisation that has been providing high quality home and community care services across the Moira Shire and surrounding districts for the past 19 years. MHA Care provides subsidised services to eligible customers under the Commonwealth Home Support Programme and Home and Community Care Program for Younger People. MHA Care also services customers who are not eligible to receive government subsidised services or would rather purchase services privately.
What solutions was MHA Care using prior to engaging with FiveP?
MHA used several servers to manage information across the organisation. These included an old and untrusted SharePoint, separate Network Drives for Finance, HR, Admin, Management, Quality. Access to the various drives was determined by an employee’s role.
What challenges and objectives led MHA Care to look for a new solution? How did these challenges manifest themselves into pain points/issues?
MHA’s management of organisational knowledge was organically developed over several years. Staff were managing and updating information on their desktops without appropriate reviews and approval processes. When corporate resources were updated, changes were not tracked, and the final version would end up on any one of the several servers and network drives scattered across the organisation. Staff couldn’t often remember the location of the original document and did not have the right level of access to the required content. The result was that staff were wasting countless hours locating and gaining access to information.
Information silos: Each department managed their own unique folder structure on their own network drives. Cross-departmental collaboration was nearly impossible.
Unreachable information: With network drive access determined by an employee’s role, it was challenging for staff to access data. This caused much frustration and affected productivity which resulted in poor staff engagement.
What difference has this made for MHA Care staff?
There was immediate positive feedback from staff. They paid particular mention to how easy it was to find information. We have also seen a significant reduction in the use of outdated forms etc. as well as identified some paperwork that was in use but had not been approved.
What were your time frame expectations for this project and how did FiveP help meet them?
We had initial time-frames which were discussed with FiveP. FiveP developed the plan with continued feedback from MHA and the project was completed within the allocated 8-week time frame. Thankfully for MHA Care, FiveP maintained regular contact and managed the project milestones keeping everything on track.
What are the benefits that you are experiencing?
“We have noticed great improvements for MHA Care from a communication and timesaving perspective. We have also seen a significant reduction
in the use of outdated forms, as well as identified some paperwork that was in use, but had not been approved.” – Wendy Farrall, Service Manager, MHA Care
- Finding and managing information is quicker
- Improved collaboration
- Mobile responsive systems
- Single source of truth
in the use of outdated forms, as well as identified some paperwork that was in use, but had not been approved.”
Service Manager – MHA Care
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