Client: GUS Canada

Industry: Operations and Technology Management

Overview

GUS Canada faced challenges in managing system and process modifications. Their manual Request for Change (RFC) process lacked efficiency, transparency, and risk control. They engaged BTB Consulting to develop and implement an automated RFC application to optimize change management workflows.

Objectives

The project aimed to:

• Improve Efficiency: Streamline change management processes to reduce implementation timelines for system modifications.
• Mitigate Risks: Thoroughly evaluate potential risks associated with changes to ensure smooth operations.
• Enhance Stakeholder Collaboration: Foster better communication and consensus among stakeholders on proposed changes.
• Ensure Compliance: Maintain alignment with regulatory requirements and compliance standards.
• Minimize Downtime: Plan and schedule changes to limit disruptions during peak operational periods.
• Promote Transparency: Provide visibility into the change process for all relevant stakeholders.
• Enable Continuous Improvement: Use feedback loops to refine the RFC process over time.

   

Solution

BTB Consulting developed the RFC application using a cloud-based platform with the following key features:

Role-Based User Management

• Defined roles for Initiators, Managers, and Change Approval Board (CAB) members.
• Configurable access levels to ensure secure and efficient collaboration.

   

Streamlined Workflow

• Automated stages for drafting, approval, rejection, and resolution.
• Notifications and logging for every action, ensuring accountability.

   

Advanced Dashboards

• Real-time visibility into assigned tasks and their statuses.
• Historical log tracking for audits and future reference.

   

Seamless Integration

• Enabled Single Sign-On (SSO) via Microsoft Azure for secure access.
• Easy navigation through web and Teams applications.

   

Change Monitoring

• Detailed tracking of form edits, approvals, and resolutions.
• Rollback plans to handle unforeseen issues.

   

Implementation

BTB Consulting’s approach included:

• Process Understanding: Conducting workshops to map out existing workflows and identify bottlenecks.
• Custom Development: Designing a scalable RFC application tailored to GUS Canada’s requirements.
• User Training: Conducting sessions for stakeholders to ensure smooth adoption.
• Support and Iteration: Providing ongoing support and using feedback for continuous application enhancement.

   

Results

• Efficiency Gains: Reduced RFC processing time by 30%.
• Risk Mitigation: All changes now undergo a rigorous evaluation process, minimizing disruptions.
• Improved Collaboration: Enhanced stakeholder engagement resulted in better decision-making.
• Transparency and Trust: Comprehensive logging provided stakeholders with insight into change processes.
• Compliance Assurance: Achieved 100% alignment with regulatory standards.

   

Why Choose BTB Consulting?

This case highlights BTB Consulting’s expertise in delivering robust, scalable, and compliant solutions for process optimization. By integrating cutting-edge technology and industry best practices, we empower clients to streamline their operations and achieve their business objectives.