Electric Power Company in the US Increases Visibility and Compliance by Integrating Existing System with Zycus Solutions

About the OrganizationThe organization is a leading independent system operator in the

United States that supplies power to more than 20 million customers.

Their customers use more than 80 percent of the state's electric

power.

Zycus has helped us improve process

compliance and visibility on our

suppliers and contracts. They have

been consultative and supportive in

our procurement transformation

journey and helps our engagement

with our suppliers

Senior Manager,

Supply Chain Management

Business Objectives

n Reduce overall cycle time by

integrating disparate systems and

automating contract and supplier

management

n Mitigate legal contract risk and

audit risk by automation and by

maintaining data integrity

n Incorporate robust, efficient & easy-

to-use reporting capabilities for

better visibility and decision making

Customer’s Procurement Landscapen Supplier & contractor details stored in disparate systems like VCM,

SharePoint, forms, templates & spread sheets

n No automation for managing & tracking of contracts

n Legacy Systems like:

à IDM - For creation and maintenance of contractor IDs and

access, which

à synced with contractor data in the VCM database

à ADP System – For department & supervisor reference master

database

à Lawson ERP System – For supplier data, PO and vendor

payments processing

Solution

n Contract Management

n Supplier Management

Results

n suppliers integrated1300+

n contracts managed800+

n integration touchpoints20+

n Legacy systems replaced with

minimal production downtime

The Need for ChangeThe organization had a lot of non-standardized templates and work-

flows for on-boarding suppliers and authoring contracts. This also led

to lack of co-ordination and agreement between departments resulting

in non-compliance. Effective mechanism to rate supplier and analyze

performance was missing at their end, which was partly done using

SharePoint. The organization also required integration between

existing solutions to allow data flow and better collaboration. Tasks like

updating supplier data into the system, collaborating with entire

supplier base of over 800+ active suppliers was cumbersome.

There was minimal reporting capability to measure contract creation

cycle time, expiry, renewals etc. A lot of automation was needed to

match PO with he invoice. Additionally, visibility into existing contracts,

centralized and consolidated views of supplier information were

needed to gain actionable insights and make procurement process

more efficient.

Challenges

n Non standardized templates and

performance analysis leading to

non-compliance

n Lack of integration between

existing solutions resulting in gaps

while collaboration

n Reporting was minimal, leading to

lack of visibility across the

organization

Solution from Zycus

iSupplierSupplier onboardingReporting of supplier data

iContractTrack contract compliance Single access point for contractors

iPerformTracking supplier performanceScoring suppliers based on KPIs

Improved compliance and simplified supplier onboardingZycus worked through its Supplier onboarding and information management software to standardize and automate

supplier on-boarding workflow as per organization's process. Since they had over 800 actives suppliers, Zycus

helped in improving supplier accountability by managing milestones like contract expiry and other such

deliverables. If a supplier knows that their contract is about to expire, they may be more motivated to make

pending deliveries or focus on renewing the engagement. They also saw a lack in reporting of contract cycle time,

expiry data. Zycus iContract and iPerform helped facilitate simple ways to extract supplier & contract data.

Increased visibility and better reporting to help make informed decisionsThe organization needed to simplify capturing and retrieving contract master data, which was made possible by

iContract solution by Zycus. The solution also offered robust search and reporting capabilities of contracts which

can be customized at any user level. Efficient integration of supplier information from their ERP system to Zycus

solutions ensured that information was made available easily , thereby saving a lot of time in data fetching and

reporting.

Tasks like automated capture of contract utilization and tracking supplier performance on key criteria defined by

the organization were now carried out within the Zycus solutions.

IntegrationIntegration with ERPWorkday, Inc. is an on-demand cloud

based financial management and

human capital management software

vendor. Workday was able to combine

supplier, contract & employee

management system in a single system

which the existing legacy systems at

the organization were not capable of

doing. Thus their need to re-implement

existing integrations arose.

Inte

grat

ion

SFTP

Zycus CLM Solution

iSupplier IDM

ADP

Lawson ERP

iContract

Supplier Creation/Edit

Contractor Create/ Updatereceived from Supplier

Reference Masters(Dept & Supervisor Info)

Vendor Data

Payment/IPO Data

Contract Repository

PO Data for ContractUtilization

Contractor Data Received From iContract

Contractor Data

Update ReferenceMaster

Reference Master

Client System

Integration with WorkdayChallenges in Integration with Workdayn Complex replacement of existing

legacy systems

n No standard integration processes

in place

n Unique and complex business case

n Requirement of custom codes to be

written

Inte

grat

ion

Zycus CLM Solution

iSupplier IDM

iContract

Supplier Creation/Edit

Contractor Create/ Updatereceived from Supplier

Contract Repository

PO Data for ContractUtilization

Contractor Data Received From iContract

Contractor Data

Update ReferenceMaster

Reference Master

Client System

iConsole BasedIntegration

Workday MigrationIncluded

n Supplier integration n Contract Integration

n Reference Masters Integration n Contract Payment Utilization

n Custom Integration For Contractor

Ÿ REST/SOAP WebService Consumption

Ÿ Transformation Engine

Secured Communication With Two Factor Authentication

Secured HTTPS Communication

With Basic Authentication

Supplier XML

Supplier ACK XML

iCon

sole

HTTP

END

POIN

T

HTTP

END

POIN

T

HTTP

END

POIN

T

iSupplier

iContract

Custom Implemenation

Apache Tomcat

CLIENTWORKDAYZYCUS

Technical Components

Ÿ Addition/Modification of Field Mapping

Ÿ Endpoint Configuration

Ÿ SchedulerŸ Transformation Rules

Configurable Components

IDM TIBCO

Contract XML

Payment XML

SupervisorDepartment

Supplier

Supplier ACK

Contract

Contractor

ContractUtilization

SupervisorDepartment XML

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Singapore: 101 Cecil Street, #20-11, Tong ENG Building - 069533

Australia: Level 9, 440 Collins Street, Melbourne VIC 3000

NORTH AMERICA

EUROPE

ASIA

AUSTRALIA

Spend Analysis

eSourcing

ContractManagement

SupplierManagement

Procure-to-Pay

Financial SavingsManagement

AutoClass

iAnalyze

iCost

iSource

iContractAuthoring

iContractRepository

iPerform

iSupplier

eProcurement

eInvoicing naa geMiuq ee sR ti

iSave

S kru opp wl ti eer N

OneView

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.