Case Studies

Recent engagements delivered by our consultants

Program Health Check for a Non-Profit Organisation (2024)

Challenge:

A non-profit organisation aimed to enhance operational efficiency across Finance, HR, and Payroll through the implementation of a new ERP system.

However, the project encountered significant issues, including:

  • Timeline delays extending the original completion date by over a year.

  • Budget overruns due to unfiltered change requests and an unpredictable time-and-materials billing model.

  • Concerns over the alignment of ERP functionalities with initial business objectives.

  • Limited internal capability to manage and complete implementation activities.

  • Critical gaps in data migration and payroll testing, posing risks to project success.

These challenges created uncertainty about the feasibility of achieving the project’s objectives without introducing further delays, costs, or operational risks.

Approach

Calibre Consulting was engaged to perform an independent assessment of the ERP implementation project.

The assessment was structured into the following activities:

Review of ERP Requirements:

  • Analysed current ERP requirements and design documentation to assess alignment with business objectives and tender specifications.

Project Health Evaluation:

  • Assessed the current state, focusing on budget utilisation, timelines, unresolved risks, and outstanding features or functionalities.

  • Evaluated the impact of change requests and resource allocation.

Options Development:

  • Presented four actionable options, each evaluated on cost, benefit, and risk, including a recommended option.

Benefits

The independent assessment identified critical challenges and provided a path for corrective action.

Clarity on Current State:

  • Delivered a comprehensive analysis of risks, issues, and financial impacts, enabling the organisation to understand project health accurately.

  • Provided cost-benefit analysis for all proposed options, ensuring transparent and data-driven decision-making.

Risk Reduction and Savings

  • 25% reduction in Year 1 and Year 2 support costs.

  • Esimated savings of $300,000 in implementation, support costs and licensing costs.

Strategic Alignment:

  • Ensured that the next steps were aligned with the organisation’s long-term vision and operational goals.

Digital Strategy for a Non-Profit Organisation (2024)

Challenge:

A leading non-profit organisation sought to establish a robust five-year digital strategy to provide contemporary digital services for its staff and customers. They went to market via an RFP and were having the following challenges:

  • Too much time spent with reactive IT, not having enough time to focus on IT projects which were business enablers.

  • Inefficient and outdated technology systems causing dissatisfaction among employees and customers.

  • Lack of collective IT vision and direction, leading to subpar decision making for capital projects.

Approach

Calibre Consulting responded to the RFP and was selected as the Digital Strategy Partner. Key steps included:

Stakeholder Engagement:

  • Conducted over 95 interviews with employees, customers, and executives to gather comprehensive insights.

Current State Assessment:

  • Evaluated existing systems and processes across IT, customer service, and operational areas.

  • Identified critical pain points, including IT service inefficiencies, data quality concerns, and technology adoption barriers.

Strategy Development:

  • Designed a five-year digital strategy with initiatives to address gaps, improve efficiency, and support growth.

  • Developed a detailed digital roadmap prioritising high-value initiatives, including IT process uplift, cyber resilience, and customer portal development.

Benefits

The delivered digital strategy transformed the organisation’s approach to technology, providing a clear path to modernisation and growth:

Cost-Effective Investments:

  • Proposed initiatives with an estimated total investment of $4M over three years, yielding a projected benefit of $11.7 million.

  • Conducted cost-benefit analyses to provide clear financial justification and estimated a net benefit of $7.6 million over three year.

Strategic Alignment:

  • Ensured all initiatives were closely tied to business objectives, such as improving quality of life for customers, reducing administrative overheads, and increasing market share.

Intangible Benefits:

  • Highlighted additional benefits, including improved employee morale, enhanced organisational reputation, and strengthened cybersecurity resilience.

Target State Architecture for Aged Care Provider (2023)

Challenge:

An NDIS Aged Care Provider recognised the need to modernise its IT systems and processes to support its evolving business goals.

Key challenges driving this need included:

Aging IT Systems: Many core systems were nearing the end of their lifecycle, resulting in frequent maintenance issues, limited scalability, and increased operational costs.

Inefficient Processes: Outdated technology and siloed systems created inefficiencies in day-to-day operations, delaying decision-making and impacting staff productivity.

Stakeholder Frustration: Business units expressed dissatisfaction with IT’s inability to deliver solutions that met their operational needs, leading to misalignment between business objectives and technology capabilities.

Approach

Calibre Consulting worked to deliver a target state enterprise architecture through the following steps:

Current State Assessment:

  • Conducted a detailed review of existing IT systems, processes, and stakeholder feedback to identify gaps and areas for improvement.

Development of IT Strategy and Target State Enterprise Architecture:

  • Defined IT strategic pillars aligned with the organisations corporate mission and goals from 2024 to 2026.

  • Developed a target state enterprise architecture to provide clarity on the future technology landscape, focusing on customer-centric platforms, operational excellence, and cybersecurity resilience.

Benefits

The target state enterprise architecture provided a structured framework to enable Brightwater’s digital transformation. Key components included:

Aligned IT Vision and Strategic Pillars:

  • Established IT as a trusted enabler of business strategies with a focus on customer experience, corporate technology, strategic platforms, and cyber resilience.

Comprehensive Roadmap:

  • Delivered a clear plan of initiatives, including infrastructure modernisation, adoption of cloud services, and process improvements.

  • Key projects such as CRM implementation and rostering upgrades were prioritised to enhance customer and staff experiences.

Future-Proof Enterprise Architecture:

  • Designed to scale with growth, the architecture supports seamless integration of emerging technologies like AI and data analytics.

Developing Cyber Incident Response Plan for WA Local Government (2023)

Challenge:

An organisation faced increasing cybersecurity risks, including phishing, malware attacks, and data breaches.

Key challenges included:

  • Limited awareness and preparedness among key stakeholders for handling cyber threats.

  • No formal process in place for communication and action during cyber incidents.

  • Absence of a comprehensive cyber response plan to guide response efforts.

These factors heightened the organisation’s vulnerability to cyberattacks and undermined its ability to respond effectively.

Approach

Calibre Consulting implemented a short 3 week project to address these challenges:

Development of a Cyber Security Incident Response Plan (CSIRP)

  • Designed a structured framework for detecting, investigating, containing, and eradicating cybersecurity incidents.

  • Incorporated a clear escalation process, incident classification, and response protocols to ensure timely action during incidents.

Facilitated Tabletop Cyber Crisis Scenario

  • Conducted an engaging and realistic tabletop exercise simulating a fictitious, escalating cyber event.

  • Included active participation from the Chief Financial Officer, IT teams, and other business users.

  • Covered key activities, such as assessing risks, making escalation decisions, and coordinating with third-party service providers.

The tabletop exercise provided participants with a safe environment to practice response strategies and refine their crisis communication skills.

Benefits

The organisation is now better equipped to manage cybersecurity threats effectively, with measurable outcomes including:

Improved Cyber Resilience:

  • Reduced incident response times and enhanced decision-making capabilities across teams.

  • Strengthened ability to prevent and mitigate the impact of phishing and malware attacks.

Increased Stakeholder Confidence:

  • Fostered collaboration among senior leaders and IT teams, building trust in the organisation’s preparedness.

  • Empowered business users to play an active role in maintaining cybersecurity.

Long-Term Benefits:

  • Established a culture of proactive security vigilance through ongoing training and awareness programs.

  • Created a scalable response framework adaptable to evolving cyber threats.

This engagement demonstrated the value of a proactive and collaborative approach to cybersecurity, ensuring the organisation’s resilience against future threats.

Building a Cybersecurity Strategy for WA Consumer Goods Leader (2023)

Challenge:

The organisation faced growing cybersecurity threats, including malware, phishing, and data breaches, which posed significant risks to its operations and reputation.

Key challenges included:

  • Escalating regulatory compliance requirements and increased scrutiny on data protection practices.

  • Gaps in understanding vulnerabilities and prioritising mitigation efforts.

  • Lack of an overarching direction for cyber security to guide investment for risk reduction.

  • Limited preparedness for advanced threats, with no clear protocols for detection, incident response, or employee training.

Approach

Calibre Consulting employed a multi-step methodology to strengthen the organisation’s cybersecurity posture:

Comprehensive Risk Assessment:

  • Conducted a detailed evaluation of vulnerabilities across IT and operational technology (OT) systems.

  • Analysed existing processes, systems, and compliance gaps to identify high-risk areas.

Engagement with Stakeholders:

  • Collaborated with senior leadership and IT teams to ensure the strategy addressed operational priorities and compliance obligations.

  • Facilitated workshops to align the cybersecurity roadmap with business objectives.

Benefits

The delivered cybersecurity strategy provided a robust framework for the organisation to proactively address risks and strengthen its security posture:

Cybersecurity Strategy:

  • Designed a tailored cybersecurity strategy focused on advanced threat detection, incident response protocols, and employee training.

  • Developed actionable initiatives aligned with industry best practices and regulatory requirements.

Implementation Roadmap:

  • Created a phased plan prioritising high-impact initiatives, including single sign-on implementation, vulnerability management, and employee security awareness programs.