Finalist: Best Run SAP Business Transformation
The NSW Department of Education: Implemented LeanIX and SAP Signavio to centralize information, streamline processes, and improve IT spending efficiency. This transformation supports better decision-making and enhances the technology experience for students, parents, and staff. Download the DocumentSAP Australia and New Zealand
Best Run Awards 2024
Best Run Awards 2024
Best Run SAP
Industry WebsiteProduct and Services Featured SAP Solutions
Government www.education.nsw.gov.auEducation Services LeanIX
SAP Signavio Process Manager
SAP Signavio Collaboration Hub
SAP Signavio Process Governance
SAP Signavio Journey Modeler
SAP Signavio Process Intelligence
The NSW Department of Education is responsible for delivering and coordinating education services in New South Wales, Australia. From early childhood to
vocational training, they champion public education and nurture lifelong learning. They support young children through early childhood education and care,
regulate schools, and provide opportunities for all students.
NSW Department of Education embarked on a journey at the beginning of 2021 to refresh its Digital Strategy. They were looking to bring together previously
disparate sources of information to a centralized system, providing the Enterprise Architecture and Process Improvement teams with the ability to accurately
depict our IT estate, create technology transition blueprints, model processes, and provide clear advice to business stakeholders for technology investment
decisions.
Digital Strategy
NSW Department of Education
Business Transformation
Industry WebsiteProduct and Services Featured SAP Solutions
Government www.education.nsw.gov.auEducation Services LeanIX
SAP Signavio Process Manager
SAP Signavio Collaboration Hub
SAP Signavio Process Governance
SAP Signavio Journey Modeler
SAP Signavio Process Intelligence
The NSW Department of Education is responsible for delivering and coordinating education services in New South Wales, Australia. From early childhood to
vocational training, they champion public education and nurture lifelong learning. They support young children through early childhood education and care,
regulate schools, and provide opportunities for all students.
NSW Department of Education embarked on a journey at the beginning of 2021 to refresh its Digital Strategy. They were looking to bring together previously
disparate sources of information to a centralized system, providing the Enterprise Architecture and Process Improvement teams with the ability to accurately
depict our IT estate, create technology transition blueprints, model processes, and provide clear advice to business stakeholders for technology investment
decisions.
Digital Strategy
NSW Department of Education
Business Transformation
Challenges
The NSW Department of Education is the second largest education jurisdiction in the world and has the largest IT
ecosystem in the Southern Hemisphere.
In 2021, the Department embarked on a journey to refresh its Digital Strategy and ultimately create a future
focused technology footprint to support the rapidly changing needs of students and teachers. The Digital Strategy
comprised of four key deliverables, two of which fell under the remit of the Enterprise Architecture team to deliver:
• The Target State Architecture
• An implementation Roadmap
The challenge the Enterprise Architecture team faced was there were many disparate repositories of information
relating to business processes, IT assets, applications, data and other artifacts that were imperative to the success
of the Digital Strategy. This led to challenges in defining the architectural baseline of the IT estate of the
Department.
The Service Experience team aims to transform service delivery to our staff in schools and education support
offices. This requires an understanding of the processes underpinning those services. Before the implementation
of SAP Signavio, process information was held in disparate systems, in different formats and with low levels of
reusability.
Misinformation about systems, integrations, data, interfaces, system lifecycles and duplicate platforms resulting in
a sub-optimal IT spending profile, leading to inefficient use of public funding.
Providing a consistent and seamless experience for students and their parents and carers is challenging across
2200+ schools. By streamlining services and technologies, providing equitable access to technology, and
simplifying how technology is used in schools will provide additional benefits for the broader community when
engaging in public education.
The NSW Department of Education is the second largest education jurisdiction in the world and has the largest IT
ecosystem in the Southern Hemisphere.
In 2021, the Department embarked on a journey to refresh its Digital Strategy and ultimately create a future
focused technology footprint to support the rapidly changing needs of students and teachers. The Digital Strategy
comprised of four key deliverables, two of which fell under the remit of the Enterprise Architecture team to deliver:
• The Target State Architecture
• An implementation Roadmap
The challenge the Enterprise Architecture team faced was there were many disparate repositories of information
relating to business processes, IT assets, applications, data and other artifacts that were imperative to the success
of the Digital Strategy. This led to challenges in defining the architectural baseline of the IT estate of the
Department.
The Service Experience team aims to transform service delivery to our staff in schools and education support
offices. This requires an understanding of the processes underpinning those services. Before the implementation
of SAP Signavio, process information was held in disparate systems, in different formats and with low levels of
reusability.
Misinformation about systems, integrations, data, interfaces, system lifecycles and duplicate platforms resulting in
a sub-optimal IT spending profile, leading to inefficient use of public funding.
Providing a consistent and seamless experience for students and their parents and carers is challenging across
2200+ schools. By streamlining services and technologies, providing equitable access to technology, and
simplifying how technology is used in schools will provide additional benefits for the broader community when
engaging in public education.
Solution
After a significant amount of market research, the Enterprise Architecture team chose to implement LeanIX.
The ease of use, straight forward approach to how the product works, the out-of-the-box integrations, reporting
and general product capabilities were an ideal match for the Enterprise Architecture maturity journey the team
were undertaking. This, coupled with the need to deliver on the Target State Architecture and Implementation
Roadmap items for the Digital Strategy meant that LeanIX was a perfect fit.
Implementing LeanIX and extending its capability with SAP Signavio created a holistic view of IT systems,
platforms, and processes. It brought the previously disparate sources of information to a centralized system,
providing the Enterprise Architecture and Process Improvement teams with the ability to accurately depict our IT
estate, create technology transition blueprints, model processes, and provide clear advice to business
stakeholders for technology investment decisions.
Bringing process related information into one enterprise system, aligned to enterprise architecture, has
accelerated our ability to drive process improvement and automation opportunities.
Kapish as our partner, was vital in understanding our challenges and providing a solution that included LeanIX
integrated with SAP Signavio to deliver the Enterprise Architecture and Process Improvements necessary to
support our Digital Strategy.
After a significant amount of market research, the Enterprise Architecture team chose to implement LeanIX.
The ease of use, straight forward approach to how the product works, the out-of-the-box integrations, reporting
and general product capabilities were an ideal match for the Enterprise Architecture maturity journey the team
were undertaking. This, coupled with the need to deliver on the Target State Architecture and Implementation
Roadmap items for the Digital Strategy meant that LeanIX was a perfect fit.
Implementing LeanIX and extending its capability with SAP Signavio created a holistic view of IT systems,
platforms, and processes. It brought the previously disparate sources of information to a centralized system,
providing the Enterprise Architecture and Process Improvement teams with the ability to accurately depict our IT
estate, create technology transition blueprints, model processes, and provide clear advice to business
stakeholders for technology investment decisions.
Bringing process related information into one enterprise system, aligned to enterprise architecture, has
accelerated our ability to drive process improvement and automation opportunities.
Kapish as our partner, was vital in understanding our challenges and providing a solution that included LeanIX
integrated with SAP Signavio to deliver the Enterprise Architecture and Process Improvements necessary to
support our Digital Strategy.
Impact
66 applications
and services identified
as requiring strategic
review
Cost savings of
over $1 million realized
from consolidation of
duplicate systems
89 applications
identified for removal
Consolidating information about our application portfolio, IT components, services, business capabilities and process models
created a new paradigm for the Enterprise Architecture and Service Improvement teams. It allowed the teams to understand the
total impact of proposed changes to our technology landscape from a systems and process perspective.
Consolidating and centralizing all information into LeanIX and SAP Signavio provided quick and simple visibility to identify
where duplicate functions and misaligned processes were implemented across multiple platforms, the ability to map out the
consolidation of these platforms, leading to efficiencies in how we undertake IT spending.
An additional benefit was the ability to accurately and effectively manage IT service lifecycles and the alignment of projects to IT
asset lifecycle states.
Process simulation and process mining capabilities within SAP Signavio have allowed us to demonstrate and articulate the
benefits of process improvement and automation. This enables us to build solid business cases for change based on factual
information and real-world scenarios, ultimately supporting better decision making.
By streamlining the services and technology platforms in use across the department, we’ve enabled and evolved the
technology experience for school communities, parents and carers, and support staff. It also ensures that the department has
school infrastructure that meets the needs of a growing population and supports improved student outcomes.
66 applications
and services identified
as requiring strategic
review
Cost savings of
over $1 million realized
from consolidation of
duplicate systems
89 applications
identified for removal
Consolidating information about our application portfolio, IT components, services, business capabilities and process models
created a new paradigm for the Enterprise Architecture and Service Improvement teams. It allowed the teams to understand the
total impact of proposed changes to our technology landscape from a systems and process perspective.
Consolidating and centralizing all information into LeanIX and SAP Signavio provided quick and simple visibility to identify
where duplicate functions and misaligned processes were implemented across multiple platforms, the ability to map out the
consolidation of these platforms, leading to efficiencies in how we undertake IT spending.
An additional benefit was the ability to accurately and effectively manage IT service lifecycles and the alignment of projects to IT
asset lifecycle states.
Process simulation and process mining capabilities within SAP Signavio have allowed us to demonstrate and articulate the
benefits of process improvement and automation. This enables us to build solid business cases for change based on factual
information and real-world scenarios, ultimately supporting better decision making.
By streamlining the services and technology platforms in use across the department, we’ve enabled and evolved the
technology experience for school communities, parents and carers, and support staff. It also ensures that the department has
school infrastructure that meets the needs of a growing population and supports improved student outcomes.
“”LeanIX has been a game changer for the Enterprise Architecture team. It’s assisted us on our growth in
maturity as an Enterprise Architecture function, in addition to creating an accurate repository of artifacts
about our IT ecosystem. Through using the capabilities offered by LeanIX, and coupling them with the
integration of SAP Signavio, we’ve been able to clearly articulate business strategy with process
optimization – something that was not possible previously in our organization.
Matt Foy, Director, Enterprise Architecture, NSW Department of Education
SAP Signavio integrated with LeanIX has enabled us to capture our processes and associated
information via a single repository – a game changer for Continuous Improvement. It provides the
ability to trace the complex relationships between business units and positions to the process roles
within business processes and how they relate to Services, Applications/Systems, Risks (and Controls),
Policies, and Capabilities.
Jane McElhone, Director, Service Improvement & Analytics, NSW Department of Education
maturity as an Enterprise Architecture function, in addition to creating an accurate repository of artifacts
about our IT ecosystem. Through using the capabilities offered by LeanIX, and coupling them with the
integration of SAP Signavio, we’ve been able to clearly articulate business strategy with process
optimization – something that was not possible previously in our organization.
Matt Foy, Director, Enterprise Architecture, NSW Department of Education
SAP Signavio integrated with LeanIX has enabled us to capture our processes and associated
information via a single repository – a game changer for Continuous Improvement. It provides the
ability to trace the complex relationships between business units and positions to the process roles
within business processes and how they relate to Services, Applications/Systems, Risks (and Controls),
Policies, and Capabilities.
Jane McElhone, Director, Service Improvement & Analytics, NSW Department of Education