Blue Mining and Imperium Consultants took a collaborative approach to the implementation and change management process. A joint training roadshow was conducted across all the mines, showing staff what the product looked like and how it would work. Input from the staff was taken into account in the design of the system, followed by a second roadshow with the mines and live training with creditors and accountants.
Amelia Badenhorst, Director of Imperium Consultants, says: “The positive attitude of the customer is critical. With Blue Mining, the buy-in and support from upper management trickled through to the staff and made the change management process so much easier.”
Kennedy agrees. “SYSPRO speaks for itself, but we knew that the success of the implementation hinged on getting acceptance and buy-in across the organization. Imperium played a vital role in this by entrenching themselves in the business and being onsite every day.”
A new way of working
In less than a year, SYSPRO has fundamentally changed the way Blue Mining operates. For example, Kennedy says the system is so interactive that it has improved cross-departmental communication, breaking down any silo mentality and making it easier for people to work together to complete tasks such as ensuring orders are created and approved, and that invoices are amended or paid.
“With Imperium’s Request to Order (RTO) system which is integrated into SYSPRO, we now have a reliable order tracking system and duplication of work has dramatically reduced, giving people more time for value-adding activities. Orders are integrated with the finance department so that delivery notes and invoices are entered straight onto SYSPRO and we don’t have to wait for paperwork to arrive at the mine,” Kennedy says.
Blue Mining’s Chief Financial Officer can forecast and identify cash spending trends so that the company can see how much is being spent and where, as well as how many orders are outstanding.
“It’s improved almost every aspect of our business and it’s only getting better as time goes on,” Kennedy says.
SYSPRO’s ability to integrate with other software solutions also provides Blue Mining with greater flexibility and scope for efficiency. One instance is the use of ZAP Business Intelligence data warehouse automation software to create reports which highlight trends and committed cost spends, delivering unprecedented insight into the business.
“The system has empowered so may people,” he says. “Our executives and staff can find the information that’s most relevant to them without needing to rely on anyone else.”
Reaping rewards on the bottom line
By implementing SYSPRO, Blue Mining Services has boosted productivity, cut costs, enhanced efficiencies and improved decision-making through access to live data and the ability to identify trends.
Prior to implementing SYSPRO, it would take 10 days to close off creditors – now, this is completed in 30 minutes. Substantial improvements have also been achieved with the creation of RTOs and the processing of Goods Received Notes (GRNs).
Commenting on cost savings, Kennedy says: “We have already achieved significant cost savings, most prominently with double deliveries as we have identified that some suppliers were delivering twice on the same order. We’ve picked up on that trend and put a stop to it. We can also see when suppliers increase prices randomly and address it straightaway.
“Blue Mining is committed to supporting local communities in line with the Mining Charter. Another benefit is that with SYSPRO it is easier to split orders among different suppliers in the community, increasing that support and boosting our BEE rating.”
As all the mines are located in rural areas, SYSPRO’s web-based interface is used extensively.
“All we need is an Internet connection and a computer,” Kennedy says. “We put up a microwave link and we can run SYSPRO from anywhere. Our stores personnel use tablets to check delivery vehicles and process Goods Received Notes, which has made a huge difference to the previous manual system.”
The road ahead
There are several exciting plans in the pipeline. First and foremost is the codification of items to facilitate more accurate inventory management. Codifying as many items as possible – there are thousands – will deepen insight into trends and enable Just in Time purchasing.
“This will allow us to use SYSPRO’s inventory management system to reorder stock as required so that we never run out of critical items of stock,” Kennedy says. “It will also make it easier to negotiate group contracts and better discounts with suppliers. We work on a rand per ton basis, so cost and cash flow are critical and these capabilities will make a meaningful difference.”
Beyond that, Blue Mining is looking forward to the launch of Artificial Intelligence capability in SYSPRO. The company also plans to make use of SYSRO’s mobile Espresso solution to extend the use of the system even further across the organization.
“So many advantages have already come from using SYSPRO. We are excited about the software, working with Imperium and the potential that lies ahead”
– Wesley Kennedy, Contracts and Supply Chain Officer, Blue Mining Services.
