CASE STUDY

Procure to Pay (P2P) System Selection Project

This organisation is one of Australia’s largest privately owned international freight forwarding companies offering a fully integrated solution including forwarding, clearance, warehouse, distribution and value added services.

ArcBlue was engaged to review and help improve this company’s existing financial accounting practices.

This involved:

A need to source a Procure to Pay (P2P) System to effectively manage their procurement;
Educate the business on best practice in terms of delegations and approvals of authority; and
Provide additional structure to their sourcing process.

Initially, ArcBlue briefed the organisation on what the market could deliver and helped determine their budget for their needs.

The ArcBlue consultant engaged them to develop an informal specification (a functional statement of what they required).

ArcBlue built a tool displaying the volume of approvals that would occur with different thresholds – showing the directors that they should have lower thresholds.

Given certain restrictions caused by their Enterprise Resource Planning (ERP) system, ArcBlue provided expert advice in choosing a P2P system using the following approach:

Engaged the market in an EOI;
Assisted the client in shortlisting systems;
Wrote out briefing scripts requiring each of the vendors to come and demonstrate how their solution would fit the outcome;
Set scenarios and specific demonstration requirements;
Provided a brief on the outcome of each vendor;
Conducted negotiations on behalf of them; and
Received a final offer from 3 of the companies.

Through ArcBlue’s recommendation and detail approach, the organisation:

Gained increased visibility of their spend data;
Significantly improved their risk profile to prevent fraud; and
Have the opportunity to develop contracts which they do not have.

Additionally, during the process ArcBlue discovered that certain characteristics of one of the losing IT systems could fix another problem (which was out of the scope). This concerned the processing of logistics transportation payments.

It is expected to save 6 FTEs and produce income by providing them with a cut of the transaction fees.

Need help to review your eProcurement system?

ArcBlue System Selection & Implementation services are designed to enable best practice outcomes, insights and efficiency. We are highly experienced and knowledgeable of procurement systems, analytics best practice, trends and software.

ArcBlue experts are well researched, providing independent knowledge on the latest technology and system capability. Our in-depth discovery process means we can focus on your business needs, matching system requirements to your organisation’s objectives.

Find out how ArcBlue can help you

MORE CASE STUDIES

Workforce & Skills Development Review

We were engaged to undertake a Workforce & Skills Development Review for a government organisation in New Zealand.

ArcBlue Voice of the Supplier Case Study

Voice of the Supplier Programme

ArcBlue conducted a comprehensive Voice of the Supplier (VoS) programme to assess supplier perceptions and responses to a major procurement transformation.

Supplier Portal Hub Design & Implementation

Wanting to increase engagement with local suppliers, this council partnered with ArcBlue to co-design and implement a Supplier Portal, utilising ArcBlue’s myBuy hub solution.

Strategic Category Management

We were sought to support the university's move from a reactionary administrative function to a strategic category management model and help unlock value from its suppliers.

Sourcing an eProcurement Platform for Government

We worked with a state government department to identify an optimal value-for-money eProcurement solution.

Social Procurement and Workforce Development

We developed a Social Procurement and Workforce Development Strategy on behalf of a state government project in NSW.

Social Impact Measurement & Analytics

We worked with a state government department to enhance their reporting capabilities through our procurement Dashboards.

Savings Identification

We performed a spend and opportunity analysis for a large logistics company who were undertaking a strategic review to transform the company through a number of initiatives.

Savings & Opportunities

We were engaged to execute our Savings Accelerator methodology for a large retail wealth manager who was in the process of an org-wide transformation programme.

Risk Governance Management

We were engaged in order to understand what due diligence was in place for the client's supply chain and how it was being applied.

Procurement, Supply Chain and Infrastructure Delivery Operating Model Review and Transformation

We conducted a Procurement, Supply Chain and Infrastructure Delivery operating model review and transformation program for an energy utility in Australia.

Procurement Transformation and Savings

We were engaged to assist a rapidly growing FMCG brand to understand the supplier market, define their needs and establish a supplier base that could meet the future needs of the business.

Procurement Strategy for a building construction project

We developed and delivered a Construction Project Procurement Strategy for a University campus in Australia.

Procurement Strategy & delivery for a waste infrastructure project

We worked with an Australian water utility organisation to lead the development of their procurement strategy and delivery of their procurement approach.

Procurement Strategy & Delivery for a Design & Construct Contract

We undertook an Infrastructure project procurement strategy for a Design and Construct contract for an Australian Council.

Procurement Review & Capability Assessment

This Australian University went through a university-wide review including financial performance, efficiency, resourcing, and categories of spend range to ensure they were ‘future ready’.

Procurement of Electrical & Mechanical requirements for an electricity organisation

ArcBlue assisted the Owner's Engineers team to lead the Procurement of the Electrical and Mechanical (E&M) requirements for the project through agility, innovation, commercial acumen, stakeholder management and technical proficiency.

Procurement Framework Simplification & Weaving of Commissioning

We worked with this client to co-design and develop a new digital procurement framework, infographic and resources

Procurement Framework Review & Documentation Development

We worked with an Australian water utility organisation to review their existing procurement procedures and policies.

Procurement Framework Review & Development

This Federal Financial services organisation operated in a decentralised procurement model. The Technology Procurement team provided a procurement service to the Technology Business Unit.

Procurement Framework Review & Capability Development

We supported the implementation and review of a Procurement Framework for a financial services institution which included a Capability Development assessment.

Procurement Framework Review

We were engaged to review the procurement process and function as part of a University Strategy 2030. The university necessitated a review of their purchasing practises and the creation of a roadmap to help them achieve their long-term goals.

Procurement Diagnostics & Process Review

We were engaged to conduct an end-to-end procurement process review for a financial institution.

Procurement Diagnostic, Category Review

ArcBlue provided in-house Category Management training to this client's sourcing professionals. We were also engaged to provide ongoing direct support to the category managers by coaching them through the category strategy development process.

Procurement capability assessment & transformation for a Healthcare organisation

This Australian Healthcare facility embarked on a transformation of the Procurement function to enable the strategy, create efficiencies and to achieve increased value for money.

Procurement & SRM Capability Development

We were engaged to deploy a pQ and smQ online assessment to support the capability gap across procurement and supplier relationship management for a financial institution.

Procurement & probity advice for an Infrastructure procurement project

We undertook a Construction project Procurement Strategy & Probity review at the conclusion of an RFP evaluation process for a State Government agency.

Place-based Social Procurement Progam

We led the social procurement aspect of this social regional initiative to help businesses achieve social and local outcomes.

P2P System Selection Project

We reviewed and helped to improve this logistics company's financial accounting practices.

Outsourced Managed Service Procurement Provider

We worked with an Australian Council to plan and deliver their annual procurement program.

Modern Slavery Risk Assessment Methodology

We helped the client develop an overall methodology for assessing supply chain modern slavery risks and actioning risk assessment outcomes.

Leading a Joint Tender process to achieve value for money outcomes

We undertook an Infrastructure project to deliver a joint procurement tender that achieved value for money outcomes for a State Government agency.

Identification of procurement improvements

We implemented our Procurement Diagnostic methodology to design a new procurement organisational structure for a superannuation organisation.

Identification & delivery of cost savings

We worked with a financial institution analyse the current spend and identify savings opportunities to support the acquisition synergy target.

Government Procurement Transformation Program

We supported a state government department to achieve better outcomes through their procurement.

GNFR Categories Savings Programme

We performed a savings diagnostic for a large Australian retail chain and completed an organisation wide assessment of procurement capability.

Gap Analysis Study against ISO 20400 Sustainable Procurement Standard

We were tasked to perform a gap analysis for the client to carry out its sustainable procurement practices.

Fulfilment, Logistics and Supply Chain

We were enrolled by Bain & Company to drive an end-to-end strategic sourcing process and to lock-in savings for a global FMCG distributor.

Event Procurement for VAILO Adelaide 500

ArcBlue was engaged to undertake VAILO 500 event procurement by the South Australian Government. Read how we led and provided key support for the sourcing of all infrastructure and associated goods & services for the 2022 VAILO Adelaide 500 event.

eProcurement System Sourcing & Training

We supported an Australian water utility to select a new technology system and helped to build the skills base of their team.

End-to-end Procurement Program

We were engaged to undertake an end-to-end Hot Fire Training Structure procurement process for an organisation who is responsible for the provision of air traffic management, air navigation support and Aviation Rescue and Fire Fighting Services to the aviation industry.