{"id":15762,"date":"2018-04-23T13:50:51","date_gmt":"2018-04-23T11:50:51","guid":{"rendered":"https:\/\/byo-group.com\/?p=15762"},"modified":"2023-07-20T15:39:56","modified_gmt":"2023-07-20T13:39:56","slug":"purchasing-information-system","status":"publish","type":"post","link":"https:\/\/byo-group.com\/en\/purchasing-information-system\/","title":{"rendered":"A purchasing information system\u2026 the key factors to successful implementation"},"content":{"rendered":"<p>Acquiring a new <strong>PIS<\/strong> is generally driven by the need for more <strong>efficiency<\/strong> and <strong>productivity<\/strong> while harnessing the benefits of technological progress available on the market. The solution results in <strong>better<\/strong>, faster <strong>purchasing<\/strong>, <strong>professionalizing<\/strong> the purchasing team and improving <strong>resource management<\/strong>.<br \/>\nOnly <strong>detailed preparation<\/strong> and <strong>well-managed deployment<\/strong> will ensure successful implementation.<\/p>\n<h2>Upstream project preparation<\/h2>\n<p>When adopting a PIS, defining or developing the key internal processes is an essential starting point. It may include simplifying them, so that they can be integrated into the tools. Failing to do so would be tantamount to inheriting standard tool processes or worse still, trying to computerize non-existent or flawed processes. The PIS scope must also be defined, taking on board many criteria ranging from the <strong>company\u2019s culture<\/strong> to the <a href=\"https:\/\/byo-group.com\/en\/supplier-relationship-management\/\"><strong>purchasing strategy<\/strong><\/a> and factoring in the desired level of <strong>flexibility<\/strong>, data management methods and the interfaces with the company\u2019s other systems. All these details are then set out in the specifications that must be <strong>exhaustive<\/strong> as any omission or error will jeopardise the <strong>final result<\/strong>.<br \/>\nOnly then is it time to choose a <strong>publisher<\/strong> and <strong>integrator<\/strong>. The specifications are used as the <strong>communications tool<\/strong> with the service providers. The <strong>selection criteria<\/strong> must not be narrowed down to cost and lead time. A <strong>long-term vision<\/strong> that integrates all the running costs (configuration, integration, licenses, maintenance, support etc. and selecting the company that will offer the best fit to the <strong>organisation\u2019s needs<\/strong> will be the best option.<br \/>\nThe last preparatory stage for the PIS project takes place <strong>in house<\/strong>. Its aim is to set up a <strong>project team<\/strong> that has a perfect grasp of the challenges and is sufficiently <strong>mature<\/strong> and <strong>experienced<\/strong> to lead the project.<\/p>\n<h2><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-15683\" src=\"https:\/\/byo-group.com\/wp-content\/uploads\/2018\/04\/shutterstock_747465967-1.jpg\" alt=\"purchasing information system\" width=\"500\" height=\"282\" srcset=\"https:\/\/byo-group.com\/wp-content\/uploads\/2018\/04\/shutterstock_747465967-1.jpg 1000w, https:\/\/byo-group.com\/wp-content\/uploads\/2018\/04\/shutterstock_747465967-1-300x169.jpg 300w, https:\/\/byo-group.com\/wp-content\/uploads\/2018\/04\/shutterstock_747465967-1-768x432.jpg 768w, https:\/\/byo-group.com\/wp-content\/uploads\/2018\/04\/shutterstock_747465967-1-400x225.jpg 400w\" sizes=\"auto, (max-width: 500px) 100vw, 500px\" \/><\/h2>\n<h2>Ensuring optimal deployment of the PIS in house<\/h2>\n<p>Once the PIS has been developed and delivered, the team must set about <strong>deploying<\/strong> it in such a way as to ensure that the maximum number of staff members are capable of using it almost <strong>expert level<\/strong>. Naturally the <strong>purchasing teams<\/strong> are first in line. They must understand the <strong>benefits<\/strong>, <strong>goals<\/strong> and <strong>ambitions<\/strong> of PIS. Communication on the <strong>first achievements<\/strong> is needed to sell the project better to these teams, highlighting the successes and difficulties encountered. The specifiers and other business areas (Legal and General Management Department) will also be affected by the implementation of these systems, whose acceptance must be company-wide.<br \/>\n<strong>Communication<\/strong> should also be directed at <strong>middle management<\/strong>. Although the intermediate teams will make less use of the PIS, their <strong>involvement<\/strong> is crucial, and they must be aware of how the new tool will be of benefit them and to the organisation.<br \/>\nThe project\u2019s success must also be visible through a number of project- and project feature-specific indicators (such as deployment-related indicators \u2013 BU, individuals trained; number of projects handled, etc.). Any drifts will be picked up. Communication on success stories will be delivered by carefully building the scoreboard at the outset of the project.<br \/>\nThe third strategy entails ensuring that the <strong>PIS is really part and parcel of the purchasers\u2019 daily work<\/strong>. The teams must make the maximum possible use of it and be fully conversant with its various <strong>features<\/strong>. The <strong>PIS<\/strong> must become an <strong>essential tool<\/strong> be it for searching for contracts to following up tenders via suppliers\u2019 records and order management.<br \/>\nOnce the PIS is <strong>up and running<\/strong>, it is also essential to plan for <strong>maintenance<\/strong> tasks and provide <strong>user support<\/strong> for the purchasers and suppliers. These two elements are decisive for the project\u2019s <strong>success<\/strong> over time.<\/p>\n<h2>Our expertise<\/h2>\n<p>By.O Group has developed considerable experience in <strong>purchasing information system<\/strong> projects, through its involvement at all stages:<\/p>\n<ul>\n<li>We have provided support to our clients\u2019 teams on all project phases \u2013 from requirements definition to user adoption. Our key references are La Poste, Danone, Clarins, Cr\u00e9dit Agricole, Pages Jaunes, Suez, Air France and Thal\u00e8s<\/li>\n<li>Our teams are fully conversant with the main solution publishers including SAP, Oracle, Bravo Solution, Synertrade, Ariba, Emptoris, Sievo, Oalia, Zycus, Determine, Ivalua and Baseware. This expertise is based on the capitalisation of know-how acquired while on assignment and on studies and publications (the White Paper on PIS).<\/li>\n<\/ul>\n<p>By.O Group provides sustainable results by closely involving its clients\u2019 teams and through its commitment to transferring its knowledge. We make a choice \u2013 that of working with our clients for each project we take on with them. This attitude guarantees that we arrive at real, long-lasting change by fostering buy-in by the teams and the sound commitments through:<\/p>\n<ul>\n<li>the implication of the client\u2019s project team through all the project phases to ensure its success and expanding their knowledge, primarily in the preparation and accomplishment of reception.<\/li>\n<li>building client awareness and forestalling the pitfalls and difficulties arising from its roll-out and adoption inside the organisation<\/li>\n<li>envisioning usage and users when writing up the processes and deliverables to guarantee a truly effective solution<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Se doter d\u2019un nouveau SI achats, c\u2019est g\u00e9n\u00e9ralement rechercher plus d\u2019efficacit\u00e9 et de productivit\u00e9 tout en b\u00e9n\u00e9ficiant des avanc\u00e9es technologiques disponibles sur le march\u00e9. <\/p>\n","protected":false},"author":3,"featured_media":15683,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[47],"tags":[122,123],"class_list":["post-15762","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-expertise","tag-pis","tag-purchasing-information-system"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - 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