Postal Services Company Partners with Zycus for transforming their Source to Pay process
Postal Services Company Partners with Zycus for Managing their Source to Pay ActivitiesThe client is an Australian government-owned corporation that
provides postal services both locally and internationally, as well as
operating retail outlets. Based out of Melbourne, Victoria, the company
has 4000+ retail outlets in metropolitan areas and 2500+ retail outlets
in rural & remote areas.
Zycus has helped us improve process
compliance and supplier
relationships. They have been
consultative and supportive in our
procurement transformation journey.
We have seen considerable
development in improving audits,
managing contracts and promoting
compliant buying to positively reflect
on the bottom line
- Head of Procurement, Strategy
Performance & Operations
Business Objectives
n Integrate the source to pay process
and provide users with an easy
experience to ensure adoption and
improve efficiency
n Increase compliance in supplier risk
management and improve auditing
and visibility into the source to pay
process
Results
3000+ 9000+ 17,500+
Number of usersfor P2P solution
Number of suppliers on-boarded till date
Purchaserequisitions processed
14,600+ 300+ 8500+
Purchase orders processed
Daily count of purchase orders created
Contracts present in Zycus iContract
$65,338 1320+ 8
$ value of commodities sourced
Projects managed using Zycus iManage
Integration touch points
The Need for ChangeThe processes and systems at the customer’s end comprised of
multiple systems and platforms for the ‘source to pay’ process which
resulted in lack of visibility and real time insights. The corporation
needed a consolidated view of information and integration to counter
this and optimize the organizational spend. In addition to this, the
existing systems needed constant manual intervention with large cycle
time for sourcing event and contracting.
The user experience was complex, and the customer decided to work
towards providing a better experience to its users with improved
compliance and risk management.
Challenges
n Multiple systems resulting in lack of
visibility & real time insights
n Complex user experience and time
consuming manual processes
Overview of Functional Requirements
Solution from Zycusn Spend Analysis
n eSourcing
n Contract Management
n Supplier Management
n Request Management
n Project Management
n Procure to Pay
ManageEvents
Source
Ÿ Supplier PortalŸ eSourcing
Ÿ Open & closed tenders i.e. create and publish request for tender.
Ÿ Evaluate bids and award tender to successful vendor.
Ÿ Activity Management
Ÿ Supplier PortalŸ Contract & Supplier
Information Management
Contract
Ÿ Store and manage legal contract (terms & Condition)
Ÿ Contract approval and other workflow driven tasks
Ÿ Capture all relevant information including pricing and compliance related information
Ÿ Supplier survey & scorecards
Manage Transactions
Purchase
Ÿ Supplier PortalŸ Contract & Supplier
Information Management
Ÿ eProcurement (purchasing)
Ÿ All general purchasingŸ Integration into SAP Purchasing
Manage Transactions
Ÿ Supplier PortalŸ Contract & Supplier
Information Management
Ÿ eInvoicing
Ÿ Invoice submission and management as appropriate
Ÿ Integration into SAP Accounts PayablePay
Process Categories (Deployment) TechnologyComponent
Easy, Compliant BuyingThe Procure to Pay solution implemented reduced the P2P cycle time
with an integrated solution between Zycus and their ERP. The
requesters and approvers experienced ease of experience and visibility
into the process. ‘Guided buying’ in eProcurement stood out as a plus
point, where buyers could access a step by step process while making
purchases. The system now restricted the creation of invoices without
purchase orders, which is usually seen as one of the most
unmanageable tasks in procurement.
Business Impactn Increased compliance
n Reduced purchasing cycle time
n Improved relations with suppliers
n Increased user adoption
n Reduced contract cycle time
Better Supplier Risk ManagementZycus enabled a single view of suppliers making exchange of data with
suppliers simpler. A single portal to view transactional data and smart
notifications sent to suppliers ensure that they are duly informed
about their order/payment statuses. The company can update
supplier’s information on the system, maintaining a check on the risk
associated with their suppliers.
Standardized and EfficientContractingZycus eSourcing and Contract Management solutions reduced the contract cycle time, enabled their contracting to
incorporate e-signatures and standardized sourcing templates to contribute to their procurement improvement
journey.
Solution UsabilityWith 3000+ users assigned to use Zycus solution (P2P), the customer was looking for a solution which will ensure
usability. They realize that business goals are met with their workforce adopting to change and accepting the
platform provided to them. Zycus conducted training webinars and to ensure customer users gained confidence in
the tool. Zycus solutions were found to be easy to use, and offered their users an intuitive and friendly UI.
Enabling easy implementationwith Zycus
Customer
Mapping of Requirements
Ÿ Quickly transformed the requirement
Ÿ Experienced functional team
Ÿ Resource commitment was well aligned to customer’s requirements
Ÿ Zycus was ready to challenge the as-Is process and provide best practices or alternate solutions to the customer
Project Governance Board
Ÿ Timeliness & Project Plan were documented
Ÿ Risks being timely highlighted and mitigated
Ÿ Regular Weekly Status Review & functional & integration meetings carried out between Zycus and Customer
User Acceptance Testing (UAT) Phase
Ÿ Extended onsite support to customer
Ÿ Focus on provided immediate resolution to issues
Ÿ Ensuring that customer tests all possible scenarios
Ÿ Customer had a prize money of AUD 100 to their employees who breaks the Zycus system and there was no payouts.
Information Flow
Ÿ Continuous collaboration with customer and internal team
Ÿ Sign-off for features from customer before development
Ÿ More resource deployment from Zycus during critical stages
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Australia: Level 9, 440 Collins Street, Melbourne VIC 3000
NORTH AMERICA
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Spend Analysis
eSourcing
ContractManagement
SupplierManagement
Procure-to-Pay
Financial SavingsManagement
AutoClass
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Zycus is a leading global provider of complete Source-to-Pay suite of procurement performance solutions. Our comprehensive product portfolio includes applications for both the strategic and the operational aspects of procurement - eProcurement, eInvoicing, Spend Analysis, eSourcing, Contract Management, Supplier Management and Financial Savings Management. Our spirit of innovation and our passion to help procurement create greater business impact are reflected among the hundreds of procurement solution deployments that we have undertaken over the years. We are proud to have as our clients, some of the best-of-breed companies across verticals like Manufacturing, Automotives, Banking and Finance, Oil and Gas, Food Processing, Electronics, Telecommunications, Chemicals, Health and Pharma, Education and more.