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KiwiRail Transforms Mobile Device Management through Automation


Reduced manual intervention has liberated staff to engage in more strategic and impactful tasks.

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The Opportunity

Project Overview

In a dynamic collaboration between KiwiRail and Elegance Group, a transformative approach to mobile device management significantly reshaped operational efficiency. This case study delves deeper into the challenges faced, the strategic solutions implemented, and the profound impact on KiwiRail’s daily operations.

Device Registration

The manual setup process, once a cumbersome series of steps, required users to meticulously configure devices to align with KiwiRail’s stringent company policies. The subsequent validation by the mobility team through Microsoft Intune or Apple Business Manager proved to be time-consuming and prone to errors.

New Employee Onboarding

The intricacies of KiwiRail’s mobile device request form for new employees extended beyond its length. Its lack of pre-populated answers created bottlenecks, requiring manual intervention at nearly every stage of the onboarding process.

Stock Management

Prior to EG’s intervention, stock information was mired in the complexities of error-prone spreadsheets. These manual systems not only lacked traceability but also heightened the risk of inaccuracies in stock management.

The Process

PIO Software Integration

The implementation of PIO software went beyond mere automation. By synchronizing Microsoft Intune data with KiwiRail’s asset management system, streamlined compliance checks were not only streamlined, but also established a seamless connection between disparate systems.

Order Automation

Revolutionizing the mobile device ordering process was pivotal. The system now automatically places orders when a new employee form is raised and stock is available, minimizing manual intervention and expediting the entire workflow.

Supplier Integration

Collaboration extended to suppliers, where stock is strategically held. Automated orders trigger prompt shipments, and the integration of Jira Service Management ensures order confirmation and tracking without the reliance on a shared mailbox.

Change Management

The transition to automated processes faced initial resistance from stakeholders accustomed to traditional systems. However, through careful communication and tangible demonstrations of efficiency gains, crucial buy-in for the new processes was easily secured.

The Impact

Time Savings

Automation of device registration and compliance checks resulted in substantial time savings, allowing the mobility team to redirect their efforts towards more strategic endeavours.

End-to-End Automation

The new employee mobile device request process now operates seamlessly from start to finish, eliminating the need for manual data entry and significantly expediting onboarding.

Streamlined Operations

The eradication of complex spreadsheets has freed up valuable resources within the team. This shift from manual management to automation has allowed team members to focus on higher-value activities.

Business Impact

The ramifications of EG’s interventions extended beyond the immediate gains. Reduced manual intervention liberated staff to engage in more strategic and impactful tasks. The system’s robustness, coupled with enhanced traceability and auditing capabilities, has fortified KiwiRail’s operational foundation.

Future Engagements and Business Impact

Post the successful implementation, KiwiRail has continued to invest in enhancing mobile device management processes. The collaboration has evolved to encompass comprehensive processes for device replacement, stock ordering and sustainable device recycling.


Beyond the tangible improvements in operational efficiency for KiwiRail, the partnership has solidified Elegance Group’s presence within the organisation. Consistently delivered value has not only paved the way for ongoing collaborations but has also sparked increased interest from various departments at KiwiRail, indicating a promising avenue for future growth and innovation.

Elegant Solutions


Solution Design


Implementation & Integration

Atlassian Products






Jira Service Management


Atlassian Guard

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  • Industry Transport
  • Location HQ Auckland, New Zealand
  • Company Size 4500+
  • Atlassian Users 400

KiwiRail is a New Zealand-based state-owned enterprise (SOE) that moves around 25% of New Zealand’s exports, transports more than one million tourists and helps enable 34 million commuter journeys a year. It plays critical roles across freight, tourism, and passenger rail.