Fife Housing Group’s (FHG) Housing Management System was approaching end of life and a new system was required. The decision was made to replace the Finance System and Mobile Working system at the same time. Shaw were asked to procure a new system and project manage its implementation.
WHAT WE DID
Shaw worked with the team to produce a detailed specification for the replacement systems. Inclusive workshop sessions ensured that the specification accurately and comprehensively reflected the needs of the teams across the business.
Following an OJEU procurement, suppliers’ tenders were assessed by the FHG business teams with support from the Shaw team. Supplier presentations were held followed by visits to reference sites. The decision was made to award the contract to Aareon to purchase and implement the QL Housing Systems, QL Finance System and the 1st Touch Mobile System.
Shaw were commissioned to project manage the implementation of the systems. A consultant was assigned to work closely with the FHG team. A project team was assembled to represent all elements of the business. The project governance was put in place to ensure that the project could be managed in an efficient way to allow the team complete project tasks whilst still maintain their day to day duties. The consultant worked with the Aareon team and the FHG team to ensure that the project progressed as optimally as possible. Support was given to project team members as required. Project plans and test plans allowed the teams to work coherently together. The project board was kept appraised of progress in monthly board meetings, where the project highlight report was reviewed.
WHAT WE ACHIEVED
The implementation was planned for March 2020, but this fell in the middle of the Covid-19 lockdown period. The project team, project board and Aareon determined that, due to the advanced stage of the project, the most prudent approach would be to continue with the implementation. This was first implementation that the Aareon team had done without any of their support team present onsite. As the FHG team were also all working remotely, excellent communications channels were essential. Due to the diligent work of the FHG team and the Aareon team, the implementation went well and was completed on time. The FHG Project Team was kept in place to work through issues with the systems. The new system will change the way the organisation works and communicates with tenants, colleagues and suppliers and ultimately make the organisation more efficient.