Digital transformation at Porta: A successful ERP implementation with RSM's expertise

Porta is an Australian owned timber supplier and manufacturer based in Fairfield, Victoria. 

For over 100 years they have supplied bespoke timber finishings to Australian homes and businesses, and employ almost 200 staff who work out of their warehouse in Fairfield and saw mill in Tasmania. 

Having successfully kept their business at the forefront of industry for more than a century, Porta’s leadership team knew that digital transformation was integral to remain competitive in a digital age. 

With an outdated Enterprise Resource Management (ERP) system that no longer met their needs, finding a new solution was imperative. Johann Lazarus, Head of IT at Porta, says the challenges of using an antiquated ERP was putting pressure on staff and impacting the level of efficiency and customer service Porta aspires to. 

“The old ERP was affecting everything from managing stock to performing certain financial functions. It just didn’t have the capability to scale with our modern operations, and being on-premise technology meant we were always managing the risk that it would fail and bring our business to a grinding halt. 

“Upgrading our applications and software across the board was a high priority, and as the most crucial part of that ecosystem we knew a fit-for-purpose ERP had to be first.” 

Building a compelling business case

Porta has been a long-time client of RSM for other services, but when it came to finding the right partner to assist with ERP selection and implementation, Johann says RSM’s capability really stood out from the rest. 

“The team’s ERP expertise was far superior to other vendors, and Porta’s executive team had full confidence that they were the best fit to lead the project. It was ambitious and complex from the start, so having strong support was essential.”

Together with Peter Maggs (General Manager of RSM's ERP Consulting division), Porta’s executive team set about developing a business case for board approval. This included engaging with subject matter experts across the business to understand pain points, challenges, KPIs, and more.

“This comprehensive study informed the business case, which was put to the board along with Peter’s clear framework for how the project would be run, and it was very well received,” says Johann. 

“Once we had board approval, we had to gather all the functional requirements the new ERP would need. Peter also conducted extensive research on vendors to determine which solutions were most applicable to our industry, and organised a series of product demonstrations.

“Because many of our staff have been with Porta for over a decade, having their input and buy-in – especially during vendor selection – was vital to success. We wanted them to take the journey with us, so they sat in on all the demonstrations and graded them based on alignment with our business and needs.”

Full support for a successful implementation

After choosing their preferred ERP solution, Johann engaged RSM to continue supporting Porta through implementation. 

“Peter and the team had helped us compile the business case, present it to the board, gather functional requirements, and organise vendors to meet with. They had a great understanding of our business, so I asked them to help manage the system’s implementation. I’m so glad I did because there was a lot that Peter picked up on during the process and was able to advocate for me with the vendor. 

“Throughout implementation, Peter led the project update discussions, kept an eye on emerging risks, and worked with us to overcome challenges. At Go Live, he was on site making sure everyone was able to work on the system. By the time the project was complete, it was like RSM was embedded in our DNA.”

With their new ERP fully functional, Johann says the benefits are already very visible. 

“From a business perspective, we now have immediate access to trusted data for fast and informed decision making. We also have good processes that are reducing manual effort, and from an IT perspective I don’t have to wake up every morning worried about whether servers are down or data is corrupt because an update failed to run. 

“Importantly, from a customer service perspective we’re able to track stock more effectively and process orders faster, which helps us meet our commitment to deliver a superior customer experience.

“As with any major transformation, we’ve had teething issues, but the business is very happy with the product. Going through this bedding down process, it’s great to be able to reach out to Peter, ask questions, and have him steer us in the right direction.”

Peter Maggs from RSM says he has really enjoyed working with Johann and the team throughout the planning, selection, implementation, and beyond. “Porta was an awesome team to work with on the ERP project. They displayed dedication, attention to detail, and hard work to deliver a great outcome for the business.”

Of working with RSM, Johann says the level of experience they brought was invaluable.

“RSM has a very good methodology they follow. The team tasked with this project was very experienced and had a lot of insight to share. They knew how to have certain conversations to get the best out of the vendor, help with internal change management, mitigate risk, and work through challenges. It was quite remarkable.” 

“I can’t speak highly enough of RSM’s ERP team. We had every confidence in their open, transparent and thorough process, and there was never any influence to select a certain product – only what was best for our business. From building a business case to engaging internal stakeholders, selecting a vendor, and leading the implementation, they made themselves fully available with total commitment at every stage and I’m very grateful for their experience and support.”

Porta uses RSM for the following services:

• Audit – We provide a wide range of audit and assurance services designed to enhance the reliability of financial information and strengthen internal controls. 
• Business Advisory – Our highly credentialed business advisory services help businesses grow, secure investment, protect their assets, and develop an exit strategy that maximises their return.
• Complex business software selection and advisory – RSM brings a wealth of skills to help clients select business software for complex environments. We also provide highly skilled advisors to guide clients during deployments including risk management, oversight, and project management.
• Tax – Our understanding of tax governance, specialist skills, and deep industry knowledge assist clients locally and globally.

FOR MORE INFORMATION

If you would like to learn more about the topics discussed in this article, please contact your local RSM office.