How Aligning with a Shared State Governance Model Precipitated a Whole System Renovation
We were slightly stuck and overwhelmed by the system and the work required to achieve our objective… This scale of change naturally led to resistance and required strong leadership and communication. Our transformation agenda will increase asset management maturity and forward financial planning throughout the entire organisation.
Kerrie Waterman, Manager Assets and Commercial, Bendigo Kangan Institute
For one of Victoria’s largest TAFE providers, Bendigo Kangan Institute (BKI), managing an extensive portfolio of assets and facilities across 9 campuses is no small feat. With more than 30,000 enrolments annually, BKI delivers education and training that’s deeply connected to industry and relies on extensive infrastructure to make that possible.
To meet the Victorian State Government’s Asset Management Accountability Framework (AMAF) requirements, BKI embarked on a digital transformation journey to implement the TechnologyOne Enterprise Asset Management (EAM) solution.
Lánluas helped turn what started as a compliance-driven project into a strategic transformation project: completely rethinking how the education institute handles its asset management, data, and decision-making processes.
The goal wasn’t just to meet compliance standards but to build a system that genuinely supported the unique people, processes, and performance needs throughout the entire institute.
Project Highlights
- Implementation of TechnologyOne Enterprise Asset Management to support AMAF compliance and operational efficiency
- Delivery on time and within budget
- Enhanced asset visibility and lifecycle data accuracy across portfolios, with ongoing efforts supporting future data improvement opportunities.Creation of comprehensive user guides, training, and process maps to support adoption and future readiness
- Strengthened internal capability, confidence, governance, and accountability throughout the entire organisation
The Challenge We Faced
Before implementation, Bendigo Kangan Institute’s asset information was fragmented and inconsistent. Data lived in spreadsheets and disparate systems across departments, with limited visibility of the complete asset portfolio. This created challenges in meeting AMAF requirements, producing accurate reports, and planning for asset maintenance or replacement.
Maintenance processes were largely manual and reactive. Records were often incomplete, making it difficult to understand the current state of assets or forecast future needs. Service providers played a key role in maintenance scheduling, but BKI lacked the systems and tools to track compliance or lifecycle performance internally.
Asset information was scattered among departments and systems with inconsistent quality and unknown reliability. This hindered our ability to produce a whole-of-portfolio view, which is essential for AMAF compliance and strategic investment planning.
Kerrie Waterman, Manager of Assets and Commercial, BKI
The implications were significant.
Without accurate, centralised data, the organisation could risk audit failures, non-compliance, and inefficient budgeting. Incomplete information hindered decision-making, and staff confidence in asset data was low.
Beyond the data challenges lay a human one. The shift to the new, enterprise-wide TechnologyOne system meant redefining roles, retiring legacy processes, and building new ways of working.
The shift wasn’t just about adopting new software; it involved decommissioning bespoke systems, redefining roles and responsibilities, and aligning with a shared governance model. That level of change naturally led to resistance, and it took time and communication to bring people along on the journey, one which continues today as we expand implementation across additional business areas.
Kerrie Waterman, Manager of Assets and Commercial, BKI
The Solution We Offered
Lánluas partnered with BKI to guide each stage of the organisation’s TechnologyOne EAM implementation. From planning and data migration to configuration, training, and post-go-live support, the approach was collaborative, practical, and people-focused.
Working closely with BKI’s project team, Lánluas provided a clear structure for delivery, ensuring the project maintained momentum and transparency at each stage.
We were slightly stuck and overwhelmed by the system and the work required to achieve our objective. We gained clarity and confidence in the process by partnering with Lánluas and discussing our challenges. For example, we didn’t fully understand our ability to introduce changes to standard configuration, but Lánluas listened to our needs and identified where we could align configuration to suit our exact business requirements.
Kerrie Waterman, Manager of Assets and Commercial, BKI
Structured Implementation and Governance
Lánluas delivered full project management support, including detailed project schedules, risk and issue registers, and regular reporting to BKI’s steering committee. This kept the program on track and gave the BKI leadership team visibility over progress and challenges.
The Lánluas team configured the TechnologyOne EAM system using the OTCD Asset Management Accelerator Template, a framework designed to streamline setup while allowing for flexibility. As BKI’s understanding of the system grew, configurations were refined to better align with the institute’s business requirements.
We didn’t fully understand our ability to introduce changes to the standard configuration. Lánluas listened to our requirements and aligned the configuration to suit our business needs.
Kerrie Waterman, Manager of Assets and Commercial, BKI
Training, Testing, and Change Enablement
Recognising that capability building was just as important as configuration, Lánluas consultants developed detailed user guides, process maps, and ‘how-to’ videos to help teams adopt the new system with confidence.
The project included two rounds of user acceptance testing (UAT), where Lánluas guided staff through each step, providing hands-on assistance, resolving configuration issues, and refining workflows as the system matured.
“Training was essential!” Kerrie explained.
The support in this area greatly helped our nominated stakeholders gain a simpler understanding of the system and processes. In addition, Lánluas developed user guides which will enable us to continue training additional stakeholders as the implementation journey continues across other business areas and our maturity increases.
Kerrie Waterman, Manager of Assets and Commercial, BKI
Collaborative Delivery and Knowledge Transfer
Throughout the project, Lánluas’ focus was not just on delivery but on empowering BKI’s internal team. Consultants worked side-by-side with staff to build capability and confidence, ensuring that once the TechnologyOne system went live, BKI could manage and evolve it independently.
Workshopping with Lánluas made the process easier to get to where we are now. We achieved clarity on the roadmap and gained a stronger understanding of how to arrive there.
Kerrie Waterman, Manager of Assets and Commercial, BKIThe Final Outcome
With Lánluas’ guidance, Bendigo Kangan Institute successfully delivered its TechnologyOne EAM implementation project on time and within budget.
The new system provides a centralised, accurate source of asset information, significantly improving visibility and governance throughout the institute’s campuses.
Facilities and finance teams now have access to real-time data, enabling better planning, forecasting, and decision-making. We still have work to do in capturing and addressing our data gaps to fulfil this objective in entirety but the work we have done so far has enabled us to identify and prioritise this work.
Asset visibility has definitely improved. Each area of the institute can now view its asset database and work towards addressing the gaps, enhancing asset management maturity and forward financial planning. We still have significant work to do, but as our understanding increases, we have identified several opportunities for data improvement and are developing a benefits realisation plan.
The ability to plan and schedule maintenance activities will significantly improve in the near future, as the system will enable better decision-making through real-time dashboards and improved reporting capabilities.
Kerrie Waterman, Manager of Assets and Commercial, BKI
While the transformation journey continues, BKI has built a solid foundation for long-term compliance and operational excellence. The project has positioned the institute to meet the 2025 AMAF certification requirements and continue evolving its asset management practices with confidence.
“This project wasn’t just about implementing TechnologyOne to meet compliance requirements,” said Matt Lucarelli, Regional Client Director at Lánluas. “It was about enabling BKI to take control of their asset management future, building a foundation for compliance, efficiency, and informed decision-making that will serve them well for years to come.”
Ready to unlock the potential of your TechnologyOne enterprise system? Contact Lánluas to discuss how we can help.
