Case Study: System Review and ERP Selection

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Simplification, modernisation, and integration of RAAFA's core systems.

Forward Logic's combined expertise in ERP systems selection and best practices in the Not-For-Profit sector enables RAAFA to envision an optimised system landscape that align with their long-term goals, strategic vision, and budget.

The Client

Air Force Association (WA Division) Inc (RAAFA) is a not-for-profit organisation that goes above and beyond to provide aged care services to its members.

The Challenge and Objective

RAAFA faced a series of challenges, including a lack of integration among multiple systems, which resulted in an inability to gain a holistic view of business performance, duplicated efforts across different departments, and difficulties in accessing critical information in a timely manner. Furthermore, their core business systems, particularly the Finance and Resident Management systems, were approaching the end of life and needed replacement within a tight timeline.


RAAFA aimed to achieve better performance visibility, increase business efficiencies, and streamline existing processes by maximising the utilisation of their systems, and reducing the number of manual interventions required.  Therefore, in addition to replacing legacy core systems, they wanted to consider implementing a solution for Procurement and Contract Management in the context of this change and evaluate whether the replacement of other existing systems, including two Community Care solutions and the Customer Relationship Management (CRM) system, was necessary to improve their overall operations.


The scope of the change was significant, and the risks of not moving swiftly within an extremely tight timeline were considerable - so RAAFA engaged Forward Logic to assist with the current systems discovery and selection of the solution(s) that would be the best to meet RAAFA’s present and future needs.

The Solution

Forward Logic's’s established system review and solution selection process provided a consistent approach that enabled RAAFA to move at maximum speed and ensure best-fit solution selection.

Key tasks completed by the Forward Logic team:
  • Conducting stakeholder interviews to understand and document RAAFA’s current needs and future requirements
  • Performing gap analysis
  • Performing a market scan and shortlisting vendors and solutions
  • Managing the evaluation process, including development of evaluation strategy and evaluation tools
  • Leading and project managing system review and solution selection
  • Liaising with vendors and stakeholders
  • Providing the Evaluation Outcome report that included the findings of gap analysis, evaluation results and future state recommendations, including implementation approach and estimated costs

All outputs were fully documented providing a rationale behind each decision made during the project. The documentation ensured mutual understanding and will be valuable when assessing the need for changes or upgrades in the future.

The Result

The analysis and recommendations provided by Forward Logic helped RAAFA make the following decisions:
  • A single solution was selected to replace two legacy systems for finance and resident management. Another solution was selected for Procurement and Contract Management that met RAAFA’s requirements and allowed the integration with the selected Finance and Resident Management / Billing Solution. The implementation of all the selected systems was accomplished with success at the later stage with the assistance of a Forward Logic Project Manager and Business Analyst
  • The decision to invest in the existing CRM rather than replacing it with a new solution or using the CRM capabilities of the selected Finance and Resident Management system
  • The decision to upgrade the existing Community Care System that would eliminate the need for a second solution was made after requirements analysis and consideration of other options (i.e. Community Care capabilities of the selected Finance and Resident Management system)

Forward Logic team members were able to bring in not just the expertise in the ERP systems selection, but also knowledge of the best practices in the Not-For-Profit sector which enabled RAAFA to envision an optimised system landscape that aligns with their long-term goals, strategic vision, and budgetary considerations.

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ICT Consulting, ICT Sourcing & Procurement