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CASE STUDY

Procurement Optimization

Ivy Tech Community College’s procurement leaders have a new mandate, courtesy of the public college’s latest strategic plan: To optimize the procurement process college-wide and increase virtual collaboration.

Luckily, Ivy Tech’s team was already on its way to procurement optimization with ESM’s spend management platform, which features an intuitive user interface and a streamlined integration to its ERP, Banner by Ellucian.

Here’s how the largest public college system in Indiana, with more than 200,000 students, is achieving procurement success.

In the Beginning

Ivy Tech picked ESM because its previous eProcurement solution had become too expensive to maintain and too cumbersome to work with. Ivy Tech needed:

A painless transition for end users.

A seamless integration with Banner by Ellucian

Stable pricing and flexibility.

Results.

ESM Delivered

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Where a module or feature didn’t exist, they created it for us. The personal touch and customer service we have received from ESM has been exemplary.

~ Andy Williams
E-Procurement System Administrator

Results

Is the transition from one software solution to another ever easy?

In the case of Ivy Tech’s move from its previous provider to ESM, the answer is, “Most definitely, yes!”  

rapid deployment complete solution delivered in less than 6 months
with a huge impact
14 preferred suppliers enabled
12,000 non catalogue suppliers integrated
5,000 workflows converted to streamline approval process

Ease of Use = Rapid Adoption

2,300 active users   I   1 Administrator

allows users to learn and use the system with minimal administration

2300 people, 1 Administrator

Electronic purchase orders enabled visibility and reporting
capabilities beyond the previous p-card system and also:

more overall and on contact spend moving through the system

%

of spend now moving through the solution

better spend visibility

Working Together

Integration with Ivy Tech’s ERP, Banner by Ellucian, was critical for a eProcurement deployment. Fortunately, ESM’s solution can work together with any ERP, including Ellucian’s Banner and Colleague.

The Integration Eliminates

 

Manual feeds

Data entry

Errors

From my perspective, integration is just necessary. Without it, the amount of data entry would be massive and then there would be a significant number of errors.

Dominick Chase

Assistant Vice President for Finance and Chief Procurement Officer , Ivy Tech

ERP Integration Benefits

Easy to Use

The platforms automatically talk to each other. ESM sends purchase orders and requests directly to Banner, which shoots information back to ESM.

We have people using it in every functional area of the college and across all of our campuses.

Dominick Chase

Assistant Vice President for Finance and Chief Procurement Officer , Ivy Tech

Budget Checking Capability

ESM users benefit from Banner’s Budget Checking function. When users get close to or reach their budget limit, Budget Checking flags the transaction in Banner and sends a message to ESM.

It’s a huge time saver. The user can then decide if they are going to talk to management or the business office or do without.

Joy Abel-Kraft

Finance System Administrator, Ivy Tech

Audit Log Available

Together, the solutions track where transactions are in the process, speeding up the turnaround time for purchase orders. It’s simply built into the integration.

It’s tremendous. We know where things are in the process. And we can identify if an end user needs more training or oversight.

Dominick Chase

Assistant Vice President for Finance and Chief Procurement Officer , Ivy Tech

creates opportunities for supplier consolidation
number of suppliers (before 52, after 1)

reduction in
office spend

%

How we did it

Customized training

Customized training videos provide step-by-step instructions to users and administrators and ensure quick adoption.

Online Marketplace

The consumer shopping experience that users have come to expect virtually eliminates the learning curve for end users.  It’s just like shopping at home.

Banner by Ellucian Integration

Real-time integration with Banner by Ellucian eliminates data entry and errors and allows for constant collaboration between the two system

With ESM, Ivy Tech Enjoys:

Improve functionality and reduce license fees

Improved functionality and predictable license fees.

Speed up process

Seamless integration with its ERP, Banner by Ellucian.

flexible e-Procurement solution

The ability to constantly evolve its spend management practices thanks to ESM’s flexible tools that are designed to meet users’ unique needs and workflows.

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We’re very pleased with the results of our purchasing conversion. ESM Solutions helped make the transition nearly seamless, and their support has not wavered after several years. We are confident that ESM will continue to provide a high level of service and attention as our organizational structure and processes evolve.

~ Andy Williams
E-Procurement System Administrator