The Client

The Office of Public Works (OPW) is the lead agency for the management of the State’s property portfolio, along with other responsibilities including Heritage Services and Flood Risk Management. The OPW’s Estate Portfolio Management (EPM) function operates as a centralised service provider of office accommodation for Government Departments and Agencies.

The Challenge

The Business Transformation Unit within OPW are responsible for the implementation of a major reform programme to make the OPW as effective as possible in the delivery of office accommodation and property services. A key part of this programme was the deployment of new technology within the organisation. Recognising that their own staff lacked the necessary expertise in business analysis, the OPW decided to engage external support for this activity. Aspira was chosen based on our proven expertise in business analysis planning and our ability to provide consultants with expertise in enterprise analysis and requirement analysis.

The Solution

For the duration of the engagement Aspira took responsibility for the analysis of current business processes, data flows, and systems related to lease management, capital project management, facility management, space management, and property accounting capabilities. We also hosted a series of workshops and held interviews with key stakeholders from various business functions within Estate Portfolio Management and produced detailed business requirement documentation.

Aspira used a number of in-house and off the shelf systems as well as a significant number of spreadsheets and databases to support the Estate Portfolio Management function. We also implemented a business analysis framework and templates for documentation of ‘as-is’ and ‘to-be’ process flows using best practice in business analysis based on the Business Analysis Body of Knowledge.

The Result

The buinesss analysis activity created an action plan and roadmap for the improvement of the existing processes and streamlined the workflows between different business units. This resulted in a significant reduction in the amount of manual processing and gave rise the retirement of a number of legacy spreadsheets and databases. The OPW now had a comprehensive set of detailed requirements for the business processes with Estate Portfolio Management and was subsequently successful in tendering for procurement of an Integrated Workplace Management System.