Value in Asset Management with Bendigo Kangan Institute

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 takes time and communication to bring people along on the journey, one which continues as implementation extends in additional business areas.

Matthew Lucarelli, Regional Client Director, Lánluas Consulting

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.

The challenge we faced

Before implementation, Bendigo Kangan Institute’s asset information was fragmented and inconsistent. This created challenges in meeting AMAF requirements, and planning for asset maintenance or replacement.

Maintenance processes were largely manual, 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 get a broad organisation view of asset information. 

Without centralised data, the organisation could risk audit failures, non-compliance, and inefficient budgeting. Inadequate 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 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 often find organisations are slightly stuck and overwhelmed by the system and the work required to achieve their objective. We help them to gain clarity and confidence in the process by partnering with them, listening to their needs and identifying where they can align configuration to suit their exact business requirements.

Matthew Lucarelli, Regional Client Director, Lánluas Consulting

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.

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 guided user acceptance testing (G-UAT), where Lánluas guided staff through each step, providing hands-on assistance, resolving configuration issues, and refining workflows as the system matured.

BKI identified that training greatly helped nominated stakeholders gain a simpler understanding of the system and processes. In addition, Lánluas developed user guides that enabled BKI to continue training additional stakeholders as the implementation journey continued. 

We offer clients bespoke training progams so their users can learn about the system and what they can do with it. We can also develop user guides that enable the client to continue training additional stakeholders as the implementation journey continues within other business areas and their maturity increases.

Matthew Lucarelli, Regional Client Director, Lánluas Consulting

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.

The 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.

Outcomes for BKI include improved asset visibility.  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. 

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.

The lanluas team continue to support BKI in capturing and addressing data gaps to fulfil this objective in entirety. The work we have done so far has enabled BKI to identify and prioritise this work.

This project wasn’t just about implementing TechnologyOne to meet compliance requirements “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.

Matthew Lucarelli, Regional Client Director, Lánluas Consulting.

Ready to unlock the potential of your TechnologyOne enterprise system? Contact Lánluas to discuss how we can help.