Business Problem

Increase operational efficiencies and reduce costs through e-procurement.

Process Players

  • Employees
  • Contractors
  • Administrators

Process Steps

Our BPM-based e-procurement solution is the core of our new Enterprise Business Modernization (EBM) System. It allows us to better manage the procurement lifecycle, creating efficient, integrated “one-stop shopping” for our procurement teams. The system is an end-to-end solution that connects our procurement operations, systems, and personnel in a collaborative, process-driven procurement framework. It is 100 percent Web-based, which encourages adoption among our employees, contractors, and administrators, giving all stakeholders a single system to manage all pre-award, award and post-award activities. While the system standardizes the use of procurement best practices, it is process-based, giving us the flexibility to easily adapt to meet our changing requirements.

Process Benefits

BPM Software has optimized our procurement processes and allowed us to effectively enforce policy compliance, reduce acquisition cycle times and drive acquisition cost savings.

Procurement

 

Business Problem

We sought an improved IT solution to ensure a simple, automated, and streamlined approach to processing purchase and training requisitions.

Process Players

  • More than 126,000 end-users
  • Department heads
  • Finance

Process Steps

Our BPM-based Micro-Purchase Management System simplifies, automates, and manages the soup-to-nuts process of purchase and training requisitions. Users submit a purchase or training request via a simple web-based form. The system validates the request to ensure compliance with internal and Federal policies. Based on the user’s department, the system assesses the availability of budget codes from other systems, and routes the request to various required approvers and key stakeholders based on the request type and other business rules. When requisitions are either approved or rejected, users receive automatic e-mail notifications. Because it has integrated document and knowledge management capabilities, the system is able to track and compile request approval routes and comments made throughout the process. This delivers detailed visibility into the requisition at every stage of its lifecycle, and helps ensure that procurement funds are constantly properly utilized. Access to past requisitions and accumulated requisition reports provides buyers and managers with both the real-time and historical trend data needed for continuous process improvement efforts. The system also outputs details about the completed requisitions to a database, which allows us to use the information to integrate with other systems.

Process Benefits

With our BPM system, we now provide a web-based environment to enforce processes and increase efficiency, reliability, and visibility. The system processes hundreds of requisitions and ensures that business rules and approvals are met in every instance. It reduces requisition processing time, utilizes web forms to eliminate repetitive data entry, delivers reports that can be used to identify process bottlenecks, and enables the generation of other reports providing Senior Management with vital data and statistics about micro-purchase training requisition trends. Perhaps most importantly, the consistency of reporting is a huge benefit, ensuring that reporting data is accurate, which enables less time and effort on data validation and cleansing, and more focus on strategic business issues.

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