MAXIMIZING THE SUCCESS OF YOUR E-PROCUREMENT TECHNOLOGY INVESTMENT. How to Drive Adop.on, Efficiency, and ROI for the Long Term

Transcription

1 MAXIMIZING THE SUCCESS OF YOUR E-PROCUREMENT TECHNOLOGY INVESTMENT How to Drive Adop.on, Efficiency, and ROI for the Long Term

2 What We Will Cover Today Presenta(on Agenda! Who We Are! Our History! Par7al Client List! Our Consul7ng Approach! Our Services! Challenges & Cri7cal Success Factors! Client Case Study! Q&A

3 Who We Are Experienced Higher Educa7on Procurement Leaders with Extensive P2P Technology Transforma7on Knowledge and Exper7se! Separate and independently opera7ng division of the E&I Coopera7ve Services Inc.! Formed as a result of E&I Members requests for procurement transforma7on and technology op7miza7on assistance! Subject maper experts with extensive direct experience at leading Colleges and Universi7es; large and small, public and private

4 Who We Are Deeply Collabora7ve Goal to Op7mize Clients to Best-in- Class Experienced prac77oners, not theorists, focused on eleva7ng procurement Vision, Strategy, Resources, Processes and Technologies to Best-in-Class Collabora7ve engagement with senior leadership, project related departments, internal campus clients and department staff members Accomplished subject maper experts and strategic business partners required to meet the specific needs of our clients Strategy, solu7on and technology partner experienced with a focus on what s in the best interest of the Client

5 Who We Are Experienced Leaders and Visionaries in Higher Educa7on Procure-to-Pay and Related Opera7ons " Subject maper experts with extensive direct experience at leading Colleges and Universi7es " Extensive knowledge and exper7se in P2P best prac7ces " Formed as a result of E&I Members requests for help " Core Procurement Transforma7on Services Include: Procurement Transforma7on Technology Op7miza7on Spend Analy7cs Assess Transform Op(mize

6 Our History Formed as a result of members reques7ng our experience and resources to lead transforma7on from largely tac7cal to performance driven, results oriented organiza7ons! Core competency in technology op7miza7on services include but not limited to strategic planning, project and implementa7on management, business process redesign, change management, supplier and content enablement, and ROI! Extended services include procurement transforma7on and spend management in partnership with Rosslyn Analy7cs! Capacity and capability to respond to RFPs for all types of procurement related consul7ng service

7 Par(al Client List

8 Our Consul(ng Approach Best-in-class procurement technology projects have long-term, well-thought-out strategies for success! We solicit top management support to help drive compliance! Our focus is on ease of use to improve end users acceptance of the system.! We don t underes7mate the challenge of change management! We encourage clients ensure processes are efficient before applying automated solu7ons.! Clearly define and reinforce metrics for measuring costs, process efficiency, and performance of new technologies is a priority! Where possible, we encourage a link between incen7ves for both procurement and business units to these metrics.

9 Our Services Core Services! Procurement Transforma7on Transforma7on & Change Management Process Assessment & Redesign Organiza7onal & Opera7onal Review Policy & Procedure Analysis Talent Assessment & Recruitment Spend Analy7cs & Strategic Sourcing Strategic Marke7ng & Communica7ons Supplier Diversity Risk Mi7ga7on! Technology Op7miza7on RFP Development, Proposal Evalua7on & Contract Award Process Redesign Client Applica7on Training Project & Implementa7on Management Supplier Enablement & Content Management! Performance Management Strategic Planning Produc7vity & Performance Goals Balanced Scorecard Metrics & KPIs Client Sa7sfac7on Cost Savings & Revenue Genera7on ROI Analysis

10 Our Services Technology Op(miza(on Transforma7on Service Offering " Business Process Redesign " Project & Implementa7on Management " E-Marketplace Supplier Enablement & Content Ra7onaliza7on " Change Management " Strategic Communica7ons Op7miza7on Service Offering " E-Marketplace Supplier Enablement & Content Ra7onaliza7on " Business Process Review " Revenue Strategies & ROI " Strategic Sourcing Opportuni7es

11 Challenges & Cri(cal Success Factors No successful technology implementa7on project is without its hurdles! Senior management support! Clearly defined project leadership with decision making authority! Con7nued adequate project funding! Defining and expec7ng project expecta7on and successes! Maintaining project visibility and momentum! Change management, communica7ons and training! Project fa7gue and team member burnout! Focus on project baseline success

12 Client Case Study Rhode Island School of Design E&I Consul7ng Group was engaged to assist RISD in implemen7ng an ESM E-procurement system Scope of Work! Process mapping of As-Is and Post Implementa7on efforts,! Development of E-Procurement policies and procedures! Spend Analy7cs for Supplier Enablement phase! Guidance during Supplier Enablement phase! Development of training materials for E-Procurement launch! Development of applica7on test scripts! Assist in end user training! Development of Ins7tu7on wide communica7ons regarding E- Procurement implementa7on

13 Client Case Study Rhode Island School of Design The RISD project was separated into two phases (1) supplier enablement, (2) E-Procurement implementa7on Phase 1:! Focus of this phase was to iden7fy and enable certain suppliers within the ESM E-Procurement system! Once enabled, these suppliers would be made available to RISD end users to shop product catalogs, issue POs, receive goods/services, and finally process payments.

14 Client Case Study Rhode Island School of Design The RISD project was separated into two phases (1) supplier enablement, (2) E-Procurement implementa7on (cont.) Phase 2:! Focus of this phase included the integra7on and marrying of the ESM E-Procurement shopping system with the RISD Ellucian financial system! Complete system tes7ng, valida7on and end user training.

15 Client Case Study Rhode Island School of Design Phase 1 Supplier Enablement 1. Review and evaluate exis7ng available contracts (RISD and E&I). 2. Determine which of theses contracts will be enabled on the system. # These suppliers provide contract catalog pricing and specific punch-out capability making shopping simple and efficient.

16 Client Case Study Rhode Island School of Design Phase 1 Supplier Enablement (cont.) 1. Iden7fy exis7ng RISD suppliers, which based on their u7liza7on should be enabled.! This determina7on was based on an analysis of RISD spend based on POs issued over the past 18 months, was undertaken.! This spend analysis categorized spend as either addressable, addressable at a later date and un-addressable! Based on this analysis an addi7onal fiieen (15) RISD high use suppliers were enabled onto the e-procurement system.

17 Client Case Study Rhode Island School of Design Phase 2 E-Procurement Implementa7on 1. Systems Integra7on: # Create mirroring systems ( Test and Produc7on ), whose purpose was to tested the core func7onality and communica7on between the shopping system and the financial system can be adequately tested # These mirrored systems were created by the ESM, Ellucian and RISD Office IT teams

18 Client Case Study Rhode Island School of Design Phase 2 E-Procurement Implementa7on (cont.) 2. System Training : # E&I Consul7ng team created training materials and scripts which were then u7lized in a series of 90 minute training sessions # These session were directed by RISD Procurement staff, with various campus end users. This training was completed u7lizing the Test system # As part of this training, and under controlled observa7on and assistance, pilot group members placed live orders within the Produc7on system # These training sessions covered core func7ons of the system including: # Integra7on of the shopping and financial systems, # Detailed instruc7on into how to shop, cart, checkout, approve, and receive within the E-Procurement system

19 Client Case Study Rhode Island School of Design Phase 2 E-Procurement Implementa7on (cont.) 3. System Training! Upon comple7on of training sessions, the pilot group was asked to complete a series of shopping examples for valida7ng the core func7onality as well as the completeness of the training and related materials

20 Engagement Documenta(on Deliverables Developed The following deliverables were developed and provided to RISD.! Process maps (pre- and post-implementa7on)! Training materials: RISD E-Shopping guide! RISD process narra7ve! E-procurement Go Live checklist! Archival copies of various works in process

21 Ques(ons & Comments

22 Contact Us Ralph Maier Vice President E&I Consul7ng Group (267) Vince Patriarco Execu.ve Director E&I Consul7ng Group (607)