Project Overview

Our co-found­­­­­­er Muthu was involved in this project prior to starting Lane8. The project, for a major Aussie mining outfit, focused on leading the replacement of their existing track (rail) maintenance management system. This initiative was driven by the need to address limitations in the current system and better meet evolving business demands. Muthu, as the principal consultant at the time, spearheaded the project, which involved a comprehensive approach from pre-feasibility analysis through to vendor selection and the implementation of a customised Commercial Off-The-Shelf (COTS) solution.

Client Background

The client, a big player in the Australian mining industry, relies heavily on efficient rail operations for carting ore from mines to ports. Effective track maintenance is crucial for ensuring the safety, reliability, and productivity of these operations. The existing system, while functional, had become inadequate in meeting the organisation's growing needs and changing regulatory landscape.

Business Challenge

The primary challenges the project aimed to tackle were:

1. Limitations of the existing track maintenance management system in meeting current business requirements
2. Complex workflows and business rules that needed to be preserved or improved in the new system
3. Critical integrations with ERP and other key rail operations systems that needed to be maintained
4. Identifying a solution that could be customised to fully meet specific business needs while providing the benefits of a COTS product

Our Approach

Muthu, as the lead Business Analyst, drove the following approach:

1. Pre-feasibility Analysis: • Worked with key stakeholders to suss out core issues with the existing system • Developed potential next steps and recommendations
2. Requirements Gathering: • Worked closely with business stakeholders to capture comprehensive business requirements • Ensured all complex workflows and business rules were accurately documented
3. RFP Development and Management: • Translated business requirements into a detailed Request for Proposal (RFP) • Managed the RFP process, including distribution and yarning with potential vendors
4. Vendor Evaluation: • Reviewed and assessed each vendor response to the RFP • Conducted clarification sessions with potential vendors to deep dive into their proposed solutions
5. Solution Selection: • Collaborated with business stakeholders to evaluate vendor proposals against business requirements • Facilitated the selection process to identify the ideal vendor and COTS product
6. Customisation Requirements: • Worked with the selected vendor to define customisation requirements • Ensured the COTS solution could be tailored to fully meet business needs while maintaining its core benefits

Solution

The selected solution was a customised COTS product designed to manage track maintenance activities effectively. Key features included:

• Comprehensive track maintenance planning and scheduling capabilities • Integration with existing ERP and rail operations systems • Customised workflows reflecting the organisation's complex business processes • Advanced reporting and analytics for maintenance performance tracking

Key Highlights

1. Thorough pre-feasibility analysis was crucial in defining the project scope and objectives clearly
2. Getting stakeholders on board early and consistently throughout the requirements gathering process ensured comprehensive capture of business needs
3. A well-structured RFP process was key to attracting and evaluating suitable vendors effectively
4. Balancing the benefits of a COTS solution with the need for customisation required careful consideration and planning
5. Clear communication of complex workflows and business rules was essential for successful system customisation

This project demonstrated the importance of a systematic approach to replacing critical operational systems in the mining industry, and how Muthu's expertise ensured a successful outcome.