Ontario Regulatory Authority
The client, a mid-sized Ontario Regulatory Authority who, at the time of the project, did not have a procurement department nor resources with specific procurement expertise. As a rapidly growing Authority, the client resources were limited and their core team worked cross-functionally on a number of projects concurrently. They required the services of an experienced Procurement Consulting Services firm to assist in the execution of a number procurement related activities. Specifically, they needed help with:
1. Sourcing a new financial system. They had outgrown QuickBooks and were dealing with substantial manual processes and limited functionality to support their expected growth and demands.
2. Identifying Salesforce development partners. With a number of projects that were coming up quickly and for which they had a sole primary service provider, they needed to be able to expand their Salesforce development partners to handle the additional development project that were forecast thereby increasing capacity and minimizing supplier risk.
3. Guidance and recommendations on revising and developing procurement policy, processes and procedures to service and support future growth and added complexity while adhering to public procurement best practices.
How did ProcurePro help?
ProcurePro outlined a detailed and comprehensive project plan for taking on all of the deliverables and activities they needed help with including a a governance structure to ensure oversight and management of the various project teams to ensure the best use of everyone’s time and to keep everyone on track.
ProcurePro conducted a number of interviews with the client’s finance team to understand what their requirements were and developed a detailed Request for Proposal (RFP) for the selection of a new finance system to replace QuickBooks. We also provided them with insightful market research to understand who the major players were in the marketplace who could address their financial system requirements.
For the expansion of their qualified Salesforce services providers, we created a Request for Qualification (RFQ) to identify and select a list of qualified Salesforce development partners. We worked very closely with the client team to manage both the RFP and the RFQ process and helped them evaluate responses and conduct supplier interviews.
We also provided much needed guidance and recommendations on how the client could improve their procurement policy and processes including creating a methodology specific to their organization and a high-level training approach. The ProcurePro team was very patient and professional as the client’s internal timelines were impacted by other various activities taking place within the organization and we adapted and flexed our approach quickly as things progressed and changed to meet demands.
What was the outcome?
The ProcurePro team helped the client to short list a number of financial system providers that they felt could meet their unique needs. We determined a list of qualified Salesforce development partners that they could add to their Vendor of Record (VOR) list for future project work. We provided guidance, insight and training to their new Procurement specialist who was hired mid-project and helped the client understand what changes they could make immediately to their policy and processes versus that which they could grow into over time and how to establish a Procurement methodology for it all. Finally, the ProcurePro team left the client with a “Procurement Toolkit” with various tools and templates that they could use going forward on their own that was both practical and sustainable.