Our Client is a global leader in mineral extraction, operating multiple mines across different continents.
This case study highlights the process improvement initiatives undertaken by our client, to address inefficiencies and enhance their operational performance specifically to the process and systemisation of exploration approvals.
The Scope
The client’s original non-system-based Exploration Approvals process was a complex and time-consuming workflow involving over 40 documents, heavily reliant on Excel and Outlook for support. The scope of this case study focuses on the transformation of this outdated process into an efficient, streamlined system.
Our Approach
- Initial Mapping: The project began with a thorough analysis and mapping of the existing Exploration Approvals process to understand its intricacies and inefficiencies.
- Vendor Selection: After the mapping phase, a vendor selection process was initiated to identify the right technology partner capable of delivering a robust solution.
- Vendor Engagement and build: The first release (Rev 1) of the new system was successfully launched marking a significant milestone in the project.
- Ongoing Small Enhancements: Post go-live, the project will continue with ongoing small enhancements aimed at refining and optimizing the system’s performance
- Rev 2: Looking ahead, Phase 2 of the project is scheduled to commence. This phase will integrate geospatial tools and introduce additional functionalities to create a more holistic system.
The Outcomes
- Document Reduction: Eliminating the need for at least 50% of manual documentation and significantly reducing reliance on Excel and other systems (by 30-50%).
- Reduced Waiting Time: Anticipating a minimum 20% reduction in waiting time between process actions, leading to faster decision-making.
- Enhanced Transparency: Improved visibility into the process, providing end users with realistic and accurate timeframes for delivery.
- Manageable and Auditable Actions: Ensuring that individual actions are manageable and easily audited, offering management better oversight of the end-to-end process.
- 24/7 Accessibility: Allowing customers to access the system 24/7, enhancing efficiency and ensuring real-time data accuracy.
- Track and Trace Functionality: Implementing a robust track and trace system to prevent data loss or oversight, which was a risk with manual spreadsheets.
- Digitization of Forms: Digitizing forms to increase efficiency and ensure data remains within the system.
- Seamless Document Management: Utilising Microsoft products for seamless document management and fostering collaboration through Teams, creating a centralised repository for process commentary.
In summary, this case study highlights the transformation of the Exploration Approvals process from a manual and fragmented approach to an automated and streamlined system. The initial phases have paved the way for ongoing enhancements and the commencement of Phase 2, which promises even greater functionality and efficiency in the years to come.