Objectives
• Replace the client’s current fragmented procurement and invoicing processes
• Enhance and streamline procurement and payable functions • Maintain quality, performance and information security
standards
Challenges
• Stand out from seven other organizations competing to support this initiative
• Ramp up and down resources as necessary throughout the program
• Ensureconfigurationofnewsoftwareisintegratedwith client’s business processes
Implementation Highlights
• Assembled a team of as many as 19 skilled resources • Replaced the previous system with Oracle technologies • Migrated historic data from the previous system to an
Oracle EBS system
Technologies Supported
• Oracle Identity and Access Management • Oracle E-Business Suite Release 12
(various applications/modules) • Oracle WebCenter Imaging
Results
• Successfully implemented a single enterprise application for maintainingandtrackingprocurementandfinancialdata • Reduced storage and retrieval costs by more than 30 percent • Streamlined the procurement checkout process, going from
12 to four steps
• Shrunk invoice processing and approval cycle time • Improved and enhanced user experience
QUICK FACTS
Client Profile
Industry: Financial Services Revenue: Nearly $2 billion Employees: Approximately 3,000 Geographic Presence: Headquartered in New York, with locations across the United States
Optimizing Procurement and Invoicing Processes
on Behalf of a Financial Services Firm
TEKSYSTEMS GLOBAL SERVICES
Client Profile
With nearly three million account holders, the clientisafinancialservicesorganizationoffering investment, trading, banking and lending services. The client’s products and solutions are designed to help customers meet near- and long-term investing goalsandtakecontroloftheirfinancialfutures.The client has been a partner of FCS since 2010.
Project Overview
When appropriate, applying automation to any business task action can help speed processes, while also alleviating stress on other resources such as human energy, burn down of operational equipment, or the company’s pocketbook. For activities that occur frequently and in high volumes, automation can bring even greater value across the organization.
Regardless of the industry, organizations around the globe have adopted Oracle WebCenter Imaging to optimize document management processes. Formerly known as Oracle Imaging and Process Management (IPM), WebCenter Imaging helps businesses transition from what were once paper-based, manual activities to more automated and seamless processes, particularly related to financialactivitiessuchasinvoicing.
Situation
With hundreds of thousands of physical procurement and invoicing documents being delivered to the client’s accounts payable teams via multiple sources (i.e., email, fax, mail),
management of these documents proved daunting and it was clear there was room for optimization of this part of the client’s IT.
The client had about 3,000 full-time employees and
the freedom and access within the organization to procure products, resources and equipment for the organization. In the past, whether users needed coffee for the kitchen, hardware or software, or additional contract staff for a project, they needed to go through a timely, cumbersome procurement process—from identifying the need to invoice payment. And given the large volume of procurement and invoicing documents, this manual andfragmentedprocesswashighlyinefficient. From a technology standpoint, the client had a multiple data source system. This meant that scanned, manual invoices and emailed invoices were recognized as two separate sources. Integrating sources would streamline this part of the process. Additionally, the client had limited access to real-time information including requisition, purchase orders and invoice status. Furthermore, the client experienced long purchasing lead times, and automation—which could help curb lead times— was minimal. With limited automation of frequent business activities, such as approvals; purchase order creation, transmission and changes; account generation; andmatchingholdnotifications,theclientwasalso more prone to errors and rework.
Approaching its contract renewal term for the existing system, the client determined that although the system had useful features, they no longer wanted to be locked into it and they wanted to adopt new technologies with functionalities that the previous system didn’t offer. Ultimately, the client needed to improve the procurement andinvoiceprocessestodriveefficiencieswithin the organization. The client sought to replace the current system, enhance its procurement to payable functions, and expand the functionality of sourcing and contracting; this would need to be achieved while maintaining strong quality
FCS facilitated the implementation of Oracle Procure-to-Pay
and WebCenter Imaging to enhance and optimize the client’s
procurement and invoice accounting processes.
EXECUTIVE
SUMMARY
network and customer information security. Although the client knew process improvements were necessary, they were challenged by the high costs associated with retaining the expertise and skills needed to run the processes and lacked the resources in-house. As such, a third-party partner was required.
Solution
Along with seven other potential IT services partners, FCS, a TEKsystems Global Services® division, proposed supporting the client’s transition to an Oracle system in order to automate and simplify its standard procurement, purchasing and approval processes.
FCS recommended conducting a comprehensive analysis of the client’s current system environment to determine the optimal Oracle technology solution to accommodate business challenges. We would then provide support services such as migrating historic data from the previous system to the Oracle system, implementing an integrated business intelligence reporting platform,
simplifying approval management and improving the procurement to payable functions.
We proposed implementing various Oracle E-Business Suite (EBS) modules to accommodate the client’s needs, such as iProcurement,
Procurement Contracts, Oracle Purchasing, Oracle Time and Labor, Oracle Approvals Management,
Oracle WebCenter Imaging and Document Capture (ODC). Additionally, we would need to modify standardfunctionalityanddevelopspecificfeatures inordertoyieldthebenefitsandendresultsthat the client was targeting. To do this, we would build a multitude of functional and technical enhancements consisting of:
• SimplificationofiProcurementprocessflow through a redesign of the user interface • Automation of invoice processing using
WebCenter Imaging
• Customized process to procurement and management of contingent labor services • MajormodificationstoOracleApprovals
Management (AME) to suit the business processes at the client
• Custom solutions utilizing Oracle Application Framework (OAF), Oracle Application
Development Framework (ADF)/Oracle BPEL Process Manager, Web services and reports FCS has been at the forefront of Fusion Middleware technology stack-based development with
innovative solutions for organizations that have a progressive approach towards deploying business applications. Additionally, the client had already engaged us in developing stand-alone Fusion applications that integrate with Oracle EBS R12.1.3, and the client was aware of the quality of our resources and our performance. We also offer core
The client needed to improve
the procurement and invoice
processes to drive efficiencies
within the organization.
development and consulting in the areas of Oracle Supply Chain, Distribution and Financial modules. Given our relevant expertise and experience, as well as our existing consultative relationship with the client, we were selected to implement our solution over the seven other competing organizations.
Results
Utilizing the proposed solution, FCS successfully implemented a single enterprise application for maintaining and tracking procurement and financialdata.Wedeliveredahighlyscalable and secure content repository with lifecycle management built-in, ensuring the effective management of documents at all stages of business operations through archival. By
automating the entire invoice processing lifecycle, the client experienced decreased transaction cycles and reduced manual data entry by as much as 80 percent.
Tofacilitateconfigurationtothenewsoftware, we ramped up a team of as many as 19 skilled resources over the course of this one year engagement; a combination of on-site and off-shore resources, the team was composed of program and project managers, functional leads, technical leads, architects and administrators. Through our initial analysis, we determined that
the Oracle EBS application was the best technology solution from Oracle to leverage and solve the company’s business challenges. To measure the compatibility between the source system and new system, the FCS team conducted a series of discovery and proof-of-concept sessions with key client leadership from across the organization’s divisions.Oncethenewsystemwasconfigured, we performed data validation and user acceptance testing (UAT). Following this, we conducted a training program to introduce all key users on the new environment.
With our support, the client realized numerous feature, functionality and automation improvements within its procurement and invoicing functions. For example, the client now has the ability to auto-create and send purchase orders via email without human intervention. And employees can create, manage and track their own orders from requisition creation to payment processing. Another enhancement is the Web-enabled workflowtorouteinvoicesneedingapproval,and managing exceptions (e.g., add/remove approvers) while an invoice is in-process.
Ultimately, FCS’ partnership enabled the client to: • Establish a single enterprise application for
maintaining and tracking procurement and financialdata
• Gain control on approval process for all functions (i.e., requisition, purchase order and invoices) • Transition away from disk-based storage,
allowing for reduced storage and retrieval costs by more than 30 percent
• Streamline the procurement checkout process, shortening it from 12 steps to four
• Reduce invoice processing and approval cycle time
• Improve user experience with a custom user interface
• Decrease maintenance costs on third-party systems
By automating the entire
invoice processing lifecycle,
the client experienced
decreased transaction cycles
and reduced manual data
entry by as much as 80
percent.
Key Success Factors
• Flexibility. The client had previously worked with other consultants and partners who required all actions be conducted through a change request process. This added step often meant an over-delegation of activities, and subsequently, prolonged implementation cycles and escalated costs. At the same time, the software was so new that there were many unknowns, creating big risks for partners to overpromise—hence the changerequestprocess.Whileitwasdifficultto evaluatethescopefromstarttofinish,theclient knewaflexiblepartnercouldhelpmitigatethe cycle and cost risks it might face. FCS provided theflexibilityandadaptabilitytheclientneeded. • Product expertise. FCS provided deep domain
expertise across the Oracle product stack that was unmatched by competitors. We also had the ability to leverage our Oracle contacts for quicker problem resolution, helping further optimize processes.
• Preparedness. Having consulted with FCS in the past, the client trusted that we would do our due diligence upfront to ensure our solution wouldeffectivelyfittheirbusinessprocesses and environment. We performed comprehensive testing activities as well as extensive research to ensure we delivered the optimal solution and that we met and exceeded client expectations.
ABOUT TEKSYSTEMS
®People are at the heart of every successful business initiative. At TEKsystems, we understand people. Every year we deploy over 80,000 IT professionals at 6,000 client sites across North America, Europe and Asia. Our deep insights into IT human capital management enable us to help our clients achieve their business goals— while optimizing their IT workforce strategies. WeprovideITstaffingsolutions,ITtalent
management expertise and IT services to help our clients plan, build and run their critical business initiatives. Through our range of quality-focused delivery models, we meet our clients where they are, and take them where they want to go, the way they want to get there.
