Mater is one of Queensland’s most recognised not-for-profit organisations, operating a large network of hospitals, health services, education and training facilities, medical research, and fundraising initiatives. With almost 600,000 patients supported annually across multiple regions, Mater relies on a modern digital ecosystem to ensure high-quality care, efficiency, and consistency across the group.
Case Studies
The Challenge
Following the 2021 merger of multiple Mercy entities, Mater brought together facilities across North, Central and South-East Queensland. This consolidation created a need for a single, unified controlled document management resource across eight major sites.
Key challenges included:
- Three separate document libraries requiring migration into one consolidated system.
- Inconsistent processes and document development practices.
- Difficulties with staff awareness, accessibility, and retrieval of controlled documents.
- A need to improve collaboration and ensure clarity in governance and delegations.
The Solution
We partnered with Mater to design, build and commission a modernised Controlled Document Management System within Microsoft 365. Our approach focused on streamlining processes while allowing staff to work confidently within familiar Microsoft tools.
The solution provided:
- A consolidated, organisation-wide CDMS built on SharePoint.
- Improved collaboration and consistency across documents and processes.
- Clear governance pathways and enhanced visibility of approvals and delegations.
- A modern, intuitive environment that supports staff in their core activities.
The large-scale migration of existing documentation was particularly complex. Our team worked closely with Mater to ensure the process was smooth, secure, and aligned with their operational needs.
We continue to support Mater, with more than two years of successful implementation and ongoing improvement.
The Benefits and Impact
Mater now benefits from a controlled document management system that:
- Significantly reduces the effort required to find documents.
- Minimises user frustration with clearer structure and processes.
- Formalises and simplifies document management workflows.
- Provides better visibility of delegations and governance oversight.
- Supports seamless transitions when staff move into new roles.
These improvements contribute directly to operational efficiency and ultimately support Mater’s ability to deliver high-quality services to its clients and partners.