OVERVIEW
The facilities management sector of a global hospitality management company faced significantly decentralized operations and a lack of oversight in the vendor onboarding and payment processes. Client site locations were operating independently—contracting and paying third-party vendors—which resulted in:
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Lack of Spend Visibility: No centralized tracking of expenditures, making budgeting and forecasting difficult
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Inefficient Procurement: Redundant requests, inconsistent vendor selection, and missed opportunities for bulk discounts
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Increased Errors: Invoice discrepancies, unauthorized purchases, and delays in receiving necessary materials hampered operations
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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
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Stakeholder identification and engagement
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Current state analysis
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Defining objectives and scope
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High-level process mapping
Project Planning and Design
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Workflow development
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System requirements gathering
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Vendor evaluation
Project Execution
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RFP development and vendor selection
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System configuration and customization
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Testing and user acceptance
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Training program development and delivery
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Go-live planning and execution
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Ongoing support and monitoring
MEANINGFUL RESULTS
The implementation of the centralized PO system delivered measurable impact:
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10% Reduction in Vendor Spend through increased visibility
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5-Day Acceleration in monthly invoice approvals
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15% Cost Savings realized by centralizing the PO process
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Improved Compliance and Control through an audit trail of PO activities, enhancing internal oversight and facilitating regulatory compliance
Allison 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.