A premier global real estate services company serving a diverse client base, and employing over 16,000 people
Management’s desire to control spending and a lack of data regarding preferred vendor usage were impairing purchasing controls and making it difficult for the company to achieve cost savings. The procurement group was tasked with developing new policies and processes and decided to go with an e-procurement solution to strengthen and standardize purchasing controls. Before the procurement group could deploy the new process, employees needed clarity on the new requisition, approval, and procurement methods. These functions had been highly manual, and were not standardized among the branch offices. Perhaps the largest hurdle the group faced was the perception that the current inconsistent and decentralized processes were in fact effective.
Approach: Think + Do
Acquis collaborated with the procurement group to design and execute effective testing, training, deployment, and change management strategies. Defining a formal change management strategy was critical to ensure that employees embraced the new policy and system and that the system itself met project goals and adherence metrics. Specific activities included creating end user communications and custom training materials such as detailed manuals, quick reference guides, and FAQs. We used a strategic approach to demonstrate the effectiveness of the e-Procurement system and get buy-in from key stakeholders through user acceptance testing and initial pilot groups. The system’s benefits both to the company and to individuals were a key focus with all communications.
Our comprehensive and well-thought-out deployment ensured that we put key communications and training information in the hands of end-users, power users, and system administrators. Ultimately, we created a positive perception of new purchasing policies and procedures through careful planning, tailored messaging, and tactics customized to the employees.