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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eInvoicing naa geMiuq ee sR ti

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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.