ERP Processes Streamlining and Digital Reporting

Business Case

Difot Australia was engaged by a national Facilities Maintenance and HVAC contractor to support process reviews, workflow streamlining, and reporting improvements.

The business had recently implemented a new ERP system, which created gaps in the team’s understanding of process steps and limited leadership visibility of the key metrics required to govern the operation effectively.

Approach

A detailed review of ERP workflow steps was conducted with ERP Functional SMEs. This included:

• Mapping information flow across modules.
• Identifying critical inputs and their required sequence.
• Documenting interdependencies between cross-functional processes.

The review highlighted several ERP implementation gaps, which were escalated to the implementation team for rectification.

Once the information flow within the enabling systems was understood, end-to-end processes were developed with the relevant data points embedded. These processes were then validated with cross-functional teams to ensure accuracy and operational alignment.

To strengthen leadership visibility of key leading and lagging metrics, the Difot team identified critical data points within the system and developed a set of KPIs.

Senior leadership reviewed and validated these metrics to ensure they aligned with business needs.

Following agreement on the KPI set, Difot Australia engaged and managed the Data and Power BI reporting teams to develop a suite of reports drawing from SAP S/4HANA and other enabling systems.

Results

• WIP reduction of over $3.8M through improved workflow and detailed reporting.
• Improved labour recovery visibility through Power BI reporting.
• Recovery of 20K labour hours previously unaccounted for due to gaps in data flow between systems.
• Increased team confidence in using the new ERP system.
• Improved subcontractor payment timeliness.