Designing an Enterprise Procurement Applications to Increase Efficiency

The goal was to speed up the decision-making and approval process, reduce the need for physical paperwork, make collaboration easier, and create a more transparent process.

Customer

T-Mobile

Industry

Telecommunication

Date Completed

2014

Technologies

Sharepoint, K2 Blackpearl, .Net, C#, SQL Server

Overview

A large European telecommunication company needed a procurement application to manage all of its assets. They came to Daxima looking for a comprehensive solution using Microsoft SharePoint and K2 BlackPearl workflow server.

The goal was to speed up the decision-making and approval process, reduce the need for physical paperwork, make collaboration easier, and create a more transparent process.

The Challenge

Both management and employees were pushing the multinational telecommunications company to improve and digitize their procurement process, which was inefficient and causing delays in investments and projects.

The current workflow was broken: Some documentation was still done on paper, and the rest was stored in unstructured SharePoint libraries, making it impossible to effectively index and search. All communication and coordination between users took place via email. Management was having a difficult time keeping tabs on the current status of any case due.. All this resulted in very slow and inefficient procurement process.

Due to the existing Sharepoint infrastructure, we decided to build the application using Sharepoint for the front end. The client also needed workflow technology and reporting to help them to analyze process performance and identity bottlenecks. Given those requirements, we chose K2 BlackPearl technology as our workflow server. To increase new application adoption, we suggested that we the implement procurement process as-is and later optimize process with data gathered by the application.

icons8-prototype-528

Prototyping and Iteration

Following an Agile development methodology, Daxima created multiple mockup iterations. After each sprint, we met with the stakeholders and received feedback on the changes, which we then implemented in the next sprint.

Once the beta product was complete, we worked with one department to fine-tune the  whole application and process. During this process, we also included the one-off business requirements from each different department.

During this phase, we generated a detailed migration time plan with all activities—that including down time, if necessary.

The Result

The client’s procurement requests are now completed 40% to 50% faster majorly impacting overall efficiency. The entire process is more transparent, because requests are organized in workspaces that provide all the information about each procurement case. This allows users with adequate rights to see all the information they need about request data or status. Now, the application drives users through the process so each user can focus on doing his or her task. At higher levels, managers have dashboards that allows them to monitor all requests and identify bottlenecks .