Case Study –
Client Success Story:
Ben Hokum & Son Limited
Challenges
Digital Adoption & Funding Roadmap
Ben Hokum aimed to enhance its operational efficiency by developing a comprehensive Digital Adoption Plan—complete with cybersecurity measures—and securing various funding streams for capital expenditures, R&D, and employment growth.
Formalizing the CIO Role
To drive strategic technology initiatives and ensure alignment with overall business goals, Ben Hokum established a CIO position. Defining responsibilities and deliverables for this role required significant collaboration and planning among leadership.
AI Strategy Implementation
Introducing AI-powered solutions, requiring stakeholder buy-in and thoughtful integration into existing production and administrative processes.
Long-Distance / Multi-Location Communication
Coordinating multiple workstreams and stakeholders across different locations in Canada and the US demanded a reliable communication framework.
Evolving Funding Requirements
Navigating shifting timelines and criteria for grants and financing programs required ongoing adaptation. Maintaining open channels with funding agencies and adjusting application strategies in real time ensured a high rate of approval.
Strategy & Approach
Funding Process
- Program Analysis & Application Development: Conducted a thorough review of available funding programs, aligning each to Ben Hokum’s capital expenditure, R&D, and employment goals.
- Knowledge Transfer Sessions: Worked closely with leadership to detail requirements, timelines, and eligibility criteria.
- Documentation & Submission: Supported the assembly and finalization of applications, ensuring each was submitted before deadlines and tailored to program specifications.
CIO Role Development
- Role Definition & Alignment: Collaborated with the executive team to formalize the CIO’s mandate, focusing on digital transformation, data management, and innovation.
- Master Plan for the Office of the CIO: Produced a roadmap covering cloud-based data management, cybersecurity, and digital tool integration.
- Ongoing Stakeholder Engagement: Maintained regular check-ins with all departments to ensure the CIO’s initiatives met both operational needs and strategic objectives.
AI Strategy Implementation
- Real-Time Demo: Showcased ChatGPT’s capabilities in a live environment, demonstrating potential use cases in production tracking, administrative workflows, and staff training.
- Strategic AI Project Approval: Secured leadership buy-in for a focused AI initiative aimed at reducing product waste, optimizing production, and enhancing communication.
- Phased Rollout & Monitoring: Designed a step-by-step integration plan, including pilot testing, data collection, and iterative improvements for both factory-floor processes and administrative tasks, all supported by government funding.
Addressing Challenges Through Communication & Adaptability
- Long-Distance Coordination: Employed virtual meeting software and flexible scheduling to keep stakeholders connected (considering multiple solution provider time zones), ensuring timely feedback on digital strategies and funding submissions.
- Evolving Funding Criteria: Maintained proactive communication with program contacts, swiftly adjusting application content and timelines to align with updated requirements.
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Key Deliverables
Comprehensive Digital Adoption Plan (with integrated cybersecurity enhancements)
Approved Funding Applications (covering new automation projects, R&D, and employment growth)
Master Plan for the Office of the CIO (defining responsibilities, data management guidelines, and digital tool integration)
AI Strategy Project (targeting reductions in downgraded product and improved administrative processes)
Structured Knowledge Transfer Sessions (empowering the leadership team to manage funding opportunities and digital transformation initiatives)
Success Outcomes
Funding Successes
- High Application Approval Rate: Four out of five funding applications were approved, providing substantial financial support for capital expenditures, R&D, and workforce development.
- Operational Efficiency Gains: Downgraded product was reduced by over 10%, contributing directly to cost savings and higher-quality output.
CIO Role Impact
- Driving Strategic Initiatives: The newly established Office of the CIO oversees digital transformation projects, ensuring data-driven decision-making and continuous innovation.
- Early AI Wins: Initial AI efforts improved job safety, balanced workloads, and cut down on waste, reinforcing the value of advanced digital tools.
AI Strategy Results
- Production Improvements: Leveraging AI and real-time data insights decreased waste and optimized mill processes.
- Administrative Advancements: Enhanced communication styles, data management techniques, and streamlined workflows have increased overall organizational agility.
Through methodical planning, strategic funding acquisition, and the formalization of a forward-thinking CIO role, Ben Hokum has successfully positioned itself to embrace digital transformation, elevate operational efficiency, and continue its legacy in Ontario’s forest products sector.