Purchase Management Application

Background

Customer is one of the largest Medical Emergency Response and Ambulance Service Provider in India. The company has more than 40,000 employees including doctors, paramedics and trained ambulance drivers. The company operates more than 3,000 ambulances across 16 states in India and has served more than 22 Million people in last 14 years.

Challenges

While the company had ERP solution to manage some of the core purchase management activities, the Indent-to-Quotation-to-PO process was still performed manually. This posed multiple challenges for the organization like:

• Delays in Procurement -The company initiates thousands of purchase requests each month. The entire process of Indent Preparation to RFQ to PO issuance was manually performed. Manual execution caused huge delays in procurement management.
• Duplicate / Incorrect Purchases -Many purchases were made based on confirmation provided through phone calls or word-of-mouth. This resulted in loss of substantial amount of money with incorrect or duplicate purchases.
• Unable to track performance -No mechanisms to track performance (TAT) for purchase request processing, performance of vendors, SLA breaches, and amount spent on specific items / item categories each month etc.

Procurement team was struggling with tracking of too many email request from various stakeholders for enterprise purchase requirements.

Solution

The PR Application was developed on Iqxora platform to automate Indent-to-PO process. The application was also integrated seamlessly with the ERP solution to ensure that PO gets successfully issued within the ERP to the shortlisted vendor.

The solution had the below process flow:

Result

• Integrated end-to-end digital solution was delivered to customer for the efficient and accurate tracking of corporate purchase requirements.
• Significant reduction in the operational efforts and costs.
• -Much needed visibility on purchase data managed by various departments for analysis and improvements.