Introduction of a web-based eProcurement platform to optimize procurement

Objective

The goal of the “eProcurement” project was to introduce a web-based, company-wide eProcurement platform with strong SAP integration. With this platform, VERBUND employees become procurement experts: without involving central purchasing, they can handle their needs online — from felt pens to consulting services — simply and quickly. An ambitious schedule of only a few months was set and successfully met for the introduction and switch-over from the old to the new system. The rollout took place in mid-2020 for all plant and business-unit employees in Austria and Germany. After selecting the desired system, a SaaS solution, an organizationally standardized solution without modifications was implemented together with the integrator. After the successful introduction of the new eProcurement platform, the project transitioned into a stabilization phase aimed at continuously improving and extending the new system.

Approach

• After the procurement and selection, all tender documents were analysed again, setting up a traceable requirements catalog.
• The requirements were then analysed with the client and the integrator, prioritized by feasibility and criticality. Necessary change requests were identified and assessed with their implementation costs.
• The requirements were then seamlessly transferred into a test specification as the basis for test management and system acceptance.
• During the system introduction and shared product ownership, user trainings were held to ensure a seamless transition from the old to the new system.
• During the stabilization phase, user and supplier requirements were continuously gathered and implemented to keep improving usability and supplier integration.

Result

The legacy system was replaced by a modern SaaS solution within a few months. After a successful project start, ReqPOOL provided ongoing support to safeguard the functional project management. ReqPOOL also ensured continuous requirements management to keep changes and costs traceable. Features were prioritized jointly and cost increases monitored. Key users were then prepared for testing and the smooth commissioning of the new system. ReqPOOL subsequently supported the rollout with intensive trainings as well as user and supplier support in the product-owner role. The supplier integration and automated invoice verification were then stabilized.