Adam Smith College PATHFINDER FOR PECOS IMPLEMENTATION How we did it
THE EARLY PECOS EXPERIENCE - PHASE I PHASE 1 implementation - 12th and 13th December 07 System built & users trained in 2 days 7 Users (3 requisitioners, 3 approvers, 1 finance receipter) in library department. 4 Suppliers To date 15 orders, worth £ Double keying onto finance system for limited period
EXPANDING THE PECOS SCOPE - PHASE II PHASE 2 commenced 2nd June 8 week implementation Early weeks activities included: data gathering for system build from work books for 134 users liasing with 25 Suppliers for PECOS set up testing arranging training dates
Training to commence week 6 Interface link to be developed to allow data to be pulled into finance system. Go live planned 1st August 2008 EXPANDING THE PECOS SCOPE - PHASE II
ACTIVITY COST SAVINGS (processing time, reduced postage, stationery etc.) Order tracking by requisitioners Frees up procurement time to allow team to concentrate on core competencies Search facility of all orders - all information held on system externally Continuous Supplier Adoption planned to build up suppliers available on the system - Wave 3 already underway BENEFITS TO ADAM SMITH COLLEGE
Order turnaround time quicker as orders received to supplier electronically. Availability of technical information for reduced margin of error (manufacturer, specification, even pictures if available). Enforces best practice (workflow set, audit trail, terms & conditions). Installs control to manage how/where/who goods are bought from.
PECOS - easy to use, quick, efficient. Emphasis needs to be placed on communicating the change to people involved - this helps to overcome resistance. Work book is useful tool (establish user list, default nominal codes, default delivery addresses, etc) If possible select Suppliers with higher spends and transactions used across sections of your institution Many benefits to be gained! Managing the Change