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Aeris Resources got in touch because they were acquiring a new mine site: Cracow, north-west of Brisbane. The mine was already in operation, and now Aeris needed to take over the IT systems from the original owner and integrate them into their own infrastructure.
By identifying and reviewing all systems, working to a strict implementation plan, and maximising our available support, we achieved:
We had just three months to migrate Cracow to the new infrastructure before the takeover. A number of systems were in place on site, including phone and email, and we weren’t granted access to these before the process began. This meant that we had to identify all the systems in use as quickly as possible, and in fact we identified a few more along the way!
A new email system had to be implemented for all the staff. Similarly, the previous document system was embedded in the original owner’s infrastructure and couldn’t simply be transferred as part of the takeover. So we had to move fast to get these into place while keeping downtime to a minimum. Every hour of lost work would cost the business thousands of dollars. We also needed to keep all staff and stakeholders up to date with the changes.
In addition to carrying out the migrations, we also had to make sure that the Cracow site would fit perfectly with Aeris’s existing strategy and business model. We had to work precisely, strategically and quickly.
Since we were on a tight deadline, proactive planning was key. We gathered documentation and mapped the existing systems, before preparing a detailed implementation plan and schedule. Our robust project management system allowed us to strategically align all implementations and prioritise them. This enabled us to meet the organisation’s needs and ensure a smooth transition for the 120 office staff, with minimal interruption.
Migrating the phone system was already a logistical challenge, since this was a standalone site in a remote location. Now, however, we were working in a pandemic. It wasn’t easy, but we obtained inter-state visa permissions to ensure that our people could get to the site and carry out the necessary work. Our CEO, Jason, had to isolate away from his family for two periods of two weeks each.
For the transition period, we organised our schedules to provide maximum cover and allow for unexpected issues. We undertook the project for a fixed cost, so the extra availability meant no nasty budget surprises for our client. We also set up a detailed IT management schedule to cover the support, maintenance, and strategic work we would provide going forward.
Our proactive approach and rigorous planning meant that we completed the migration within the 3-month deadline, despite the challenges involved. There was very little inconvenience – and no costly downtime – for the administrative team at the Cracow site.
We now continue to provide Aeris with comprehensive, fixed-cost IT support. It’s a great deal easier than it could be, because we know their systems inside out. We can also work more efficiently and cost-effectively by sharing knowledge and experience across both sites. This leads to economies of scale that will benefit Aeris as it continues to grow and move forward.