Analysis of the Legacy Systems & Processes and Preparation of Functional Specifications Design (FSD) Document to aid End-to-End Automation of all Processes in the Procurement-Payment Cycle.

CASE STUDY

P2P End-to-End Automation

The BPM Approach to Business Analysis and Solution Development yields the best value in terms of asset utilisation, process efficiency, and the best results at lowest costs in a highly maintainable model.
Organisation
A Leading Finance Company in India
Name of the Project
Analysis of the Legacy Systems & Processes and Preparation of Functional Specifications Design (FSD) Document to aid End-to-End Automation of all Processes in the Procurement-Payment Cycle.
"This endeavor has seen enthusiastic participation in the design and validation process, by all stakeholders and process owners like never before; thereby, achieving acceptance of requirements and design in the shortest time that we have seen."

Company Representative

Industry Vertical

This particular client pertained to the Financial Business Vertical; however, the work this assignment entailed is applicable across all Verticals.

Business Context

  • Multiple Lines of Businesses (LoB)
  • Multiple Operation Centres
  • Large Volumes of Procurement Transactions (in the Scope of the Automation Project)
  • Multiple Procurement-to-Payment Models:
  • Central Procurement and Payment, Delivery to Sites of Use
  • Procurement, Deliver and Payment form respective Sites of Use
  • Items being purchased are of Varied Item Types with Different Accounting Categories
  • Unavailability of Physical Location and Usage Information, were resulting in Excess and sometimes Unnecessary Purchases.

Challenges

Key challenges that were addressed.
  • Purchase of Items of Inappropriate Specifications r.t. the Requirement
  • Lack of Adequate Document Management and Knowledge Management resulting in Difficulty in Purchase Assessment by Purchasing Authorities.
  • Lack of Clarity on the Payment Terms that result in Disputes which in turn create a Negative Impact on Supplier Relationships
  • Inability to handle Frequent Changes in Procurement Norms
  • Manual Rule Look-up at Transaction Points à Process Delays
  • Unacceptable Delays in Financial Reporting and Audits.
  • An Unending List of Grievances from End Users and Suppliers.

Solution

Design and Implementation of a Web-based Solution, that will integrate with all existing legacy systems ranging from Requirement Generation, Indentation, Financial Sanction, Financial Accounting, Logistics, Security, Issue and Tracking of Goods.

  • Requirement Elicitation and Modelling
  • Detailed Analysis & Modelling of the Business Processes and Participating Departments
  • Identification of Synergistic Opportunities
  • Design of a Unified Process
  • Development of Standard Operating Procedures

Deliverables that were part of the Solution

  • Requirement Models
  • Detailed Analyses & Modelling of the Business Processes and Participating Departments
  • Identification of Synergistic Opportunities
  • Design of a Unified Process

Development of Standard Operating Procedures

Benefits

  • Technology-agnostic Solution Architecture
  • Effectively Utilisation of OOP Concepts
    • ZERO-Restrictions on Implementation Approaches
    • Zero-Compromise on Adherence to the Business Vision and Architecture (or the risk thereof)
  • Ability to perform What-if Scenario Analyses
    • Fine-tune the Model (much ahead of actual production)
  • UML-based Models
    • Easy Collaboration for all all Stakeholders to collaborate
  • Reduction in Procurement Cycle Times
  • End-to-end Faster Financial Accounting and Reporting
  • Process Automation
  • Traceability Matrix

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