Background
The Wellcome Trust were in the middle of a project to move their finance and procurement system from Unit4 to Oracle Fusion when they chose Civiteq to be their change partner. The global charitable foundation recognised that effective change management was key to the success of their ERP implementation.
Our brief and goals
Wellcome’s overall goal is to make their whole finance and procurement ways of working more efficient, and their ERP system change is a central part of that transformation.
As their business change partner, we were tasked with ensuring the new technology was understood and ultimately used by their teams. Our brief included:
- Setting up the change structures
- Creating a clear plan covering all areas of change
- Engaging the various stakeholders in the technology change
- Ensuring the right level of awareness and understanding of the project across the organisation
“Change is an area of significant risk in terms of project success. We wanted to bring expertise in, i.e. people who understand how to set up and structure change management and communications for this type of project.”
Richard Eales, Finance Transformation Director, Wellcome Trust
Our approach
Our work included:
- Communications and engagement across the organisation
- Training needs analysis
- Establishing a training plan
- Delivering end-user training
- Setting up a Business Readiness Group
- Creating a change champion network
- System Support Target Operating Model (TOM) gap analysis
- A benefits realisation framework
- Making a post-go-live transition plan – a roadmap of next steps for Wellcome to fully embed the system change
“By bringing in our change methodology and working that through, we gave Wellcome the tools and ideas to help them prepare for – and successfully achieve – the change.”
Justin Fiume, Principal Consultant, Civiteq
The biggest challenges
The short timeframe for our work presented a significant challenge. Wellcome’s original go-live target was 1 July 2025, and we came on board in February. The launch date was delayed until August 2025, and we delivered business change that might normally cover a period of two years in just six months.
Richard comments: “Civiteq came in later than perhaps they would normally, but the team responded well to this time pressure and our deadlines. On reflection, it would have been better if we’d engaged them earlier. They were also responsive in helping us to work through other issues, for example with communication.”
Outcomes and benefits
Wellcome went live with its new Oracle ERP software for finance and procurement, in August 2025 and after a very successful launch it has been focusing on stabilising the system. It will then work towards realising all the benefits of the technology change to support its wider transformation programme.
Richard comments: “Civiteq’s approach was engaged and collaborative, which we really valued, and their specific knowledge of the system was super beneficial.”
Justin adds: “One of the reasons we have an edge as a consultancy, is how we embed ourselves as part of our client’s team. We build relationships that add real value.”
Book a meeting with Chris Batt, one of our ERP experts to discuss your ERP journey.