Case Study

The Project

Fit Education (formerly known as Fitnance) is a Registered Training Organisation (RTO no. 32155) and is registered with the Australian Skills Quality Authority (ASQA) to provide national competencies from the SIS Sport, Fitness and Recreation Training Package. Their business was established in 2004 and they have built a reputation as an industry leader in fitness education. Their team comprises over 50 years of cumulative knowledge and experience in all aspects of the fitness training industry.

Challenges

The product offering from Fit Education is very successful and popular. There were two unfortunate issues that occurred for their business; this happened side-by-side. The first was rapid growth, and the second was the collapse of the head office –– due to destruction by fire. The growth was causing an issue, as many of the systems started with a paper-based form (requiring manual data entry). This, coupled with the various systems not being integrated, meant that the staffing requirements were stifling scalability.

The company was under immense pressure; trying to re-establish a traditional ‘brick and mortar’ type business structure, while going through a complete business change. This was very tough on staff (as they were not familiar with change). The execution of the project progressed in small steps to facilitate training and minimise the impact on day-to-day operations. A clear understanding of business objectives and compliance requirements presented a significant challenge. However, with our persistence and a guided approach, all the necessary details were uncovered and the project was able to progress.

Approach

The solution CROFTI provided is a fully integrated system, using five off-the-shelf products: WiseNet, CloudAsses, HubSpot, DocuSign, and Xero (alongside a custom-built web app). Each of these technologies is recognised as a state-of-the-art specialty –– particularly in terms of the quality of their business pillar and service delivery. Development of API’s and the website’s integration means they now can scale exponentially, with minimal impact on their administration staff requirement. RTO specific software was trained and demoed with direct vendor relationships. CROFTI ensured relevant staff had appropriate resources made available and accessible.

Implementation was completed over many stages to accommodate the following:

1. Company rebrand
2. Staff changes
3. Government regulation changes
4. Client’s desires and requests

Outcome

With the website online enrolment set-up, students are now able to self-serve enrol. The staff requirement has reduced from four administration staff to one, with improved delivery and functionality. The project budget has been flexible with each step revealing further opportunities for improvement. For $60,0000ex, Fit Education have been able to realise full automation, with reduced HR overheads to drastically improve product delivery. This has been seen at a 300% financial return within 6 months.

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