OVERVIEW
The facilities management sector of a global hospitality management company faced significant decentralized operations, and a lack of oversight in vendor management onboarding and payment process. Client site locations were operating independently, contracting and paying 3rd party vendors, resulting in:
· Lack of Spend Visibility: No centralized tracking of expenditures, making budgeting and forecasting difficult
· Inefficient Procurement: Redundant requests, inconsistent vendor selection, and missed opportunities for bulk discounts.
· Increased Errors: Invoice discrepancies, unauthorized purchases, and delays in receiving necessary materials hampered operations.
· Compliance Risks: Difficulty adhering to internal controls and audit requirements, created exposure to financial risks
THE SOLUTION
Allison, the Director of Strategic Solutions, was tasked with building a Purchase Order (PO) process from the ground up. Her structured approach included:
Pre-Project Assessment
· Stakeholder identification and engagement
· Current state analysis
· Defining objectives and scope
· High-level process mapping
Project Planning and Design
· Workflow development
· System requirements gathering
· Vendor evaluation
Project Execution
· RFP development and vendor selection
· System configuration and customization
· Testing and user acceptance
· Training program development and delivery
· Go-Live planning and execution
· Ongoing support and monitoring
MEANINGFUL RESULTS
The implementation of the centralized PO system delivered measurable impact:
· 10% Reduction in Vendor Spend through visibility
· 5 Day Acceleration in monthly invoice approval
· 15% Cost Savings realized by centralizing the PO process
· Improved Compliance and Control provided an audit trail of PO activities, enhancing internal controls and facilitating compliance with regulatory requirements.
Allison’s transformed a siloed and inefficient procurement environment into a streamlined, compliant, and cost-effective system – delivering tangible benefits to the company’s bottom line and operational efficiency.