Modernising a Legacy ERP Platform

The Scope & Requirements

• Legacy Platform Under Strain: The client's highly customised ERP had run the business for over a decade, covering equipment hire, sales, capital equipment sales, finance, inventory, field service, payroll, and CRM — but had not been significantly upgraded in that time.
• Upgrade vs. Replace Decision: Engaged as the client faced a critical decision — invest in upgrading the existing platform, or replace it with a modern solution capable of supporting the business for the next decade.
• Risk-Led Requirements: The brief extended beyond technology — minimising operational risk, aligning any investment with long-term strategic objectives, and accounting for existing processes, future growth, user adoption, integration, and total cost of ownership.

Bilby Fusion's Approach

• Led by Ron Le Mesurier: Worked closely with key stakeholders across the organisation to understand both the technical landscape and the operational requirements.
• Best Practice Methodology: Applied best practice project management principles, focusing the engagement on establishing clear business objectives before evaluating technology.
• Stakeholder Workshops: Ran comprehensive stakeholder workshops, along with business process discovery and documentation.
• Requirements Gathering: Captured functional and technical requirements, and assessed the existing ERP platform's upgrade viability.
• Vendor Evaluation: Evaluated three alternative ERP solutions, supported by risk, cost, and benefit analysis.
• Executive Recommendations: Delivered executive recommendations to support an informed investment decision — rather than recommending technology first, ensuring the selected solution was driven by business outcomes.
• Subject Matter Expert Engagement: Worked directly with subject matter experts (SMEs) across finance, operations, and field service to validate requirements and shape configuration decisions.
• Train-the-Trainer Model: Delivered train-the-trainer sessions with client SMEs, building in-house capability so the organisation could support and train its own teams beyond go-live.

The Solution

• Platform Migration: Following a detailed evaluation, the organisation migrated from its legacy ERP to a modern enterprise platform better aligned with its operational and strategic requirements.
• Integrated Finance & Inventory: Unified finance and inventory management within a single platform.
• Equipment Hire & Sales Management: Brought equipment hire and sales management into the same integrated system.
• Mobile Field Service: Introduced mobile field service capabilities and digital workshop management, enabling field technicians and workshop personnel to complete work digitally.
• Reporting & Visibility: Delivered improved reporting and business visibility, along with modern integration capabilities.
• Regulatory Compliance & Growth: Provided a platform capable of meeting current regulatory requirements and supporting future business growth.
• Xero Integration: Interfaced with Xero for P&L, balance sheet, and payroll, keeping the organisation's financial reporting connected to the new platform.
• Reduced Manual Administration: The introduction of mobile applications significantly improved operational efficiency and reduced manual administration.

Business Outcomes

• Structured Selection Process: An ERP selection process built on clearly defined business requirements.
• Reduced Risk: Reduced operational and technology risk.
• Improved Compliance: Improved compliance with modern regulatory requirements.
• Workforce Mobility: Greater workforce mobility through digital field service and workshop applications.
• Operational Efficiency: Increased operational efficiency through streamlined business processes.
• Scalable Platform: A scalable platform capable of supporting future innovation and integration.