Case Study · Disability & Community Services
From 400,000 Lost Files to
“Everyone’s Raving About It”
Carer Solutions | Melbourne | 90 Days | 2025
At a Glance
| Client | Carer Solutions — 32-person disability and community care services provider, Melbourne |
| Challenge | 400,000+ files across disconnected systems, no compliance visibility |
| Solution | SharePoint intranet transformation with AI-augmented methods |
| Timeline | 90 days (traditional estimate: 6–12 months) |
| Year 1 recovery | 64–121% ROI at go-live |
| Ongoing savings | Significant annual savings secured |
The Challenge
Carer Solutions is a Melbourne-based provider of payroll, compliance, and operational services to the disability and community care sector. They navigate SCHADS Award complexity, plan management, and rostering so their clients don’t have to.
Their people are exceptional. Their systems were not.
What we found:
- 400,000+ files scattered across SharePoint and OneDrive with no structure
- 19 levels of nested folders navigated purely by muscle memory
- An expensive project management tool (Wrike) everyone hated but couldn’t escape
- 35+ disconnected systems with zero documentation
- “Everyone sees everything” permission model — no role-based access
- NDIS audit looming with unknown compliance exposure
“When Dennis and Tracy showed us we had hundreds of thousands of files in SharePoint, I realised it was like those reality TV shows about hoarders — piles of stuff everywhere with no clear system.”
— Corey Tonkin, Head of People & CultureThe Solution
Rather than spending 6–12 months cleaning up 400,000 files, we built a completely new digital environment and migrated only what mattered.
What we delivered
SharePoint Intranet — A central hub with 10 interconnected sites aligned to how they actually work. Staff walked in and started using it immediately — no training backlog, no confusion.
Knowledge Management System — Single source of truth for policies, processes, and procedures. Version control and review cadence built in from day one.
Compliance Centre — Seven compliance registers (3 active + 4 historical) with full audit trails preserved from legacy systems. Audit-ready immediately.
Wrike Decommissioning — Extracted two years of compliance knowledge from tickets. Turned that history into structured FAQs and SOPs. Eliminated the annual licence cost entirely.
Salesforce Audit — Analysed 35 licences and identified significant annual savings through licence optimisation.
Security Overhaul — From “everyone sees everything” to proper role-based access control with 20 Entra ID security groups. Participant data properly protected.
Timeline
Discovery & Assessment
Mapped all 35+ disconnected systems, analysed 400,000 files, identified what mattered.
Architecture & Build
Designed 10-site SharePoint architecture. Built compliance registers. Created security model with 20 Entra ID groups.
Migration & Training
Migrated critical data. Trained 6 teams. Decommissioned Wrike. Extracted two years of compliance knowledge.
Go-Live
Staff walked into a finished system. No construction debris. No months of internal implementation. Done.
The Difference: AI-Augmented Consulting
| Traditional approach | Our approach |
|---|---|
| 6–12 months | 90 days |
| 50+ client meetings | ~35 meetings |
| Delivers frameworks and roadmaps | Delivers turnkey solutions |
| Client implements | Walk-in ready on day one |
| Industry benchmark cost | Significantly below benchmark |
Traditional consulting delivers blueprints — you then spend months building the house yourself. We delivered a fully furnished house. Staff walked in on day one and started working.
The Results
Financial impact
| Salesforce licence optimisation | Significant annual savings identified |
| Wrike decommission | Full annual licence cost eliminated |
| Turnkey value (avoided internal effort) | ~80% less internal implementation work |
| Headline ROI | 90% at go-live |
| Year 1 recovery | 64–121% |
| Ongoing annual savings | Significant — full payback within Year 1 |
What they said
“For a business this size, this is exactly how a transformation should be done. A textbook example of getting it right.”
— Peter Lochert, Executive Advisor“The feedback has been overwhelmingly positive — everyone’s raving about the intranet and hub.”
— Beti Kouloumendas, Director of Operations“What this does for compliance is critically important — helping us meet our KPIs, get registration-ready, and prepare for audits. Seeing this built into the system is fantastic from every business perspective.”
— Jane Morell, Founder & CEOIs this right for you?
This approach works when digital chaos is slowing your organisation down, compliance pressure is building, and you need results in months — not years.
Let’s Have a Conversation or call 0480 032 916Case study published with client approval. Full documentation and evidence available on request.