Case
Study
Helping Toyota Drive IT Efficiency
- Client: Toyota Motor Corporation Australia
- Industry: Automotive Manufacturing
- Project: IT Infrastructure and Support Services Outsourcing Tender & Business Case Development
- Category: Spend Management
The Challenge
Toyota Motor Corporation Australia (Toyota) is one of Toyota Japan’s global manufacturing centres, with 2,500 employees at Toyota’s manufacturing plant in Altona, Victoria helping to build Camry, Hybrid Camry and V6 Aurion vehicles for local and overseas markets.
Toyota engaged FourPL in 2014 to develop and lead a procurement tender process and prepare a business case to justify the outsourcing of a key IT infrastructure and support function. FourPL’s role was to guide Toyota’s senior management team through a formal evaluation and selection process and provide commercial coaching advice to the project director leading the project on Toyota’s behalf.
The Solution
Through the course of this project with Toyota we followed a 4 phase process.
Phase 1 – Project Initiation
- Confirm key objectives, scope and duration
- Confirm stakeholders, schedule interviews and locations
- Determine framework and needs for business case
Phase 2 – Current & Future Needs Analysis
- Review existing material
- Undertake interviews/workshops
- Identify business drivers and future requirements
- Assess skills gap and training needs to support delivery
- Research preferred ICT vendor market offerings
- Present reports and research findings
Phase 3 – Develop Expression of Interest Document
- Link with Toyota EOI team
- Obtain mandatory Toyota procurement guidelines and criteria
- Commence detailed evaluation criteria
- Develop EOI
- Develop first draft high level business case
- Complete FourPL assessment framework
- Obtain EOI release approval and release EOI
- Present first draft high level business case
Phase 4 – Review & Assess Response
- Provide respondent Q&A
- Detailed review against criteria
- Refine respondents and create shortlist
- Develop and present report
- Advise short listed respondents
- Prepare and present detailed business case
The Results
This project achieved a significant reduction in Toyota information systems division costs and an overall improvement in service levels to Toyota’s customers. The depth of knowledge of the applications in scope by the IT company selected has resulted in improved transparency of incidents and improved incident resolution timeframes for Toyota.
Key Success Factors:
- Value for Money
- Cultural Fit
- Location and innovative solution offering
The Conclusion
“FourPL were our trusted advisor in ensuring we retained the best provider for outsourcing our IT services.”
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