Read below the extract of the interview between our Marketing Coordinator Ricky and Dylan Zuccala, Melbourne Sports Hub’s ICT Services Manger, or download the case study here.
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.
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).
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.
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.
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.
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.
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.
1. Simplify business processes
2. Improving job satisfaction
3. Version control.
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.
Staff can already see the benefits of MILO (our new SharePoint environment) and how it will effectively help reach our goal of building a collaborative culture throughout the entire organisation.
FiveP have really understood we have lots of staff and franchisees who are not technical, so the system has been really quick to roll out and easy for everyone to learn. It's great to see the difference it has already made for our business.
The guys at FiveP adapted fast to what we were looking for: they quickly understood that they had to be targeted and directed on what we were trying to achieve
I wanted the intranet to be the one shop to stop for information (‘the single source of truth’).
We now have an interactive, graphical representation of our framework that is easy to use and provides the right level of support and project management governance.
The solution implemented by FiveP improves the collaboration and communication with our employees, they can now quickly access the information they need, at any time and on any device.
The CardiNet project won the “CEO Commendation Award for 2014” which was a very proud moment for us. In addition to this, a couple of months ago, the CardiNet project received an internal Quarterly Award.
Throughout the process, FiveP demonstrated leadership and provided timely advice, helping us to understand how the merger of our information assets could be best achieved in a manner which supported our ongoing operations and community commitments.
By engaging FiveP as a SharePoint specialist we were able to plan a controlled consolidation and content migration program of works which simplified our IT landscape considerably.
FiveP’s client-centred approach, along with their professionalism and focused customer service, made the process and project an effortless endeavour.
MAV’s users can easily keep up-to-date on readily and quickly found information that has improved their collaborative efforts. The degree to which FiveP supported us, proactively and beyond what was expected, ensured the success of the project.
The project has been a success; the new intranet is widely regarded as the ‘source of truth’ for all employees. FiveP’s solution created a system that quickly searched and found relevant information from possibly thousands of documents.
FiveP provided training and user guides which empowered our content authors to truly ‘own’ the site, allowing them add and change content as needed to ensure it remains current and topical.