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People. Process. Systems.

Challenge.

The Canal & River Trust is a charity dedicated to maintaining over 2,000 miles of historic waterways across England and Wales. With over 8 million people living within a kilometre of its canals and rivers, the Trust plays a crucial role in conservation, community engagement, and public well-being.

However, outdated digital systems were hindering efficiency. An ageing SAP system, fragmented data across multiple platforms, and manual processes created operational bottlenecks. To continue delivering impact effectively, the Trust needed a strategic, independent approach to selecting modern best-of-breed ERP solutions across their different business workflows.

Key challenges included:

  • Outdated ERP System: Lacked the flexibility to support evolving processes in Property Management, HR, Finance, and Asset Management.
  • Siloed Data & Systems: Limited integration between their existing systems restricted visibility and created inefficiencies.
  • Manual Processes: Core functions relied on human knowledge rather than automated workflows, increasing risk and inefficiency.
  • Change Management Risks: With diverse stakeholders, ensuring smooth adoption of new systems was critical.

 

The initial project scope involved a multi-year digital transformation across the Trust’s HR, Finance, Asset Management, and Property Management systems, with Optimum engaged as their implementation partner. After an internal review, the Trust decided to initially focus on their Property Management System, before rolling out to other areas.

Solution.

Optimum PPS led the Trust through a structured digital transformation journey of their Property Management System, starting with a Project Definition Workshop (PDW), followed by an in-depth Blueprint Exercise and a rigorous System Selection Process to identify the best-fit solution for the organisation.

 

Project Definition Workshop & Blueprint

We conducted a comprehensive business Blueprint, analysing current operations (‘As Is’), defining the ideal future state (‘To Be’), and creating a clear roadmap for transformation. This process involved:

  • Workshops and interviews to map out business activities, challenges, and improvement opportunities.
  • An in-depth review of people, processes, and systems focusing on Property Management with touchpoints across Asset Management, HR and Finance.
  • Development of a Target Operating Model, covering governance, decision-making, organisational structure, and customer experience.

 

This Blueprint was critical in translating the Trust’s strategic vision into system requirements for the selection phase.

 

System Selection Process

With the Blueprint in place, Optimum PPS then implemented our structured, multi-stage approach to vendor selection, ensuring the Canal & River Trust found the best-fit solution. The process began with identifying thirteen potential suppliers through market knowledge and industry insights.

After issuing a detailed Request for Proposal (RFP) to shortlisted vendors, responses were assessed using the Optimum Scoring Management Template. Scenario-based workshops and Q&A sessions allowed suppliers to demonstrate their capabilities, with scores feeding into an objective evaluation presented to the Project Steering Group.

From this, two finalists were selected for in-depth assessments, leading to the final vendor decision. This thorough, data-driven approach ensured the Trust partnered with a provider that could fully support their operational and strategic goals.

Deliverables.

This transformation will enable the Canal & River Trust to work more efficiently and effectively with technology that supports its teams. Key deliverables included:

  • A comprehensive Blueprint outlining operational activities, business requirements, and improvement opportunities.
  • A detailed transformation roadmap, providing a step-by-step strategy for ERP and Property Management system selection.
  • End-to-end process scenarios, including leasing, forecasting, budgeting, and ESG reporting.
  • A rigorous system selection process, ensuring the chosen platform aligns with the Trust’s needs.
  • A future-proof digital foundation, allowing continuous process improvement and enhanced reporting capabilities.
  • Change management readiness, ensuring staff are well-prepared for the transition.

Benefits.

Benefits

The Canal & River Trust is now on a clear path to implementing a flexible, integrated, Property Management System (PMS) enabling better customer interactions, resource rationalisation, and improved asset utilisation. Key benefits will include:

  • A Seamless integration between systems, ensuring real-time access to critical data.
  • Automated workflows, reducing reliance on manual processes and minimising errors.
  • Robust change management support, ensuring staff adoption and smooth transition.
  • A future-ready digital infrastructure, enabling the Trust to focus on its mission rather than administrative burdens.

Empowering Charities with Smarter Systems

As a busy charity, the Canal & River Trust recognised that undertaking a project of this scale alone would have been a significant challenge. Partnering with Optimum PPS provided them with the expertise, structure, and strategic insight needed to make informed decisions and future-proof their organisation.

Through our Blueprint and System Selection process, we helped the Trust gain a clear, actionable roadmap for transformation. By leveraging our independent, structured approach, they were able to confidently select a best-fit Property Management System that aligns with their long-term goals.

With a strong digital foundation, the Trust can now look to boost efficiency, improve service, and focus on their mission of preserving the UK’s waterways for future generations.

If your charity faces similar challenges, let’s talk about how Optimum PPS can help you drive meaningful change with the right systems and processes.