Strengthening Purchasing Habits with E-Procurement

Challenge

A large global commercial real estate services firm, with more than $2 billion in revenue and operations in more than 60 countries, was facing a serious operational challenge. Minimal central oversight into organizational spend and lack of data regarding preferred vendor usage were impairing purchasing controls and eroding potential savings.

The procurement group was tasked with establishing new policies and processes and elected to deploy an electronic solution to both strengthen and standardize purchasing controls.

Before implementing these changes, the group faced several significant challenges including purchases being made via manual request and payment because requisition, approval, and procurement methods were confusing, branch offices acting independently and employing inconsistent policies and procedures, and many requisitioners not believing in the efficacy of the current processes.

Approach: Think + Do

Acquis worked closely with the client’s Procurement and IT groups to design and execute effective testing, training, deployment, and change management strategies. Collaboration with the client was critical to ensure not only that the organization embraced the changes to the policy and system, but that project goals and metrics around adherence to new policies and purchasing guidelines were met.

Acquis developed the change management strategy, including both training and communications techniques, created end-user communications and custom training materials including detailed manuals, quick reference guides, and FAQs to ensure a smooth transition to the new system, documented new procure-to-pay processes for high-priority commodities, and led UAT preparation, execution, and follow-up activities across key stakeholder groups.

Results

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.