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 £496.42
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
EXPANDING THE PECOS SCOPE - PHASE II
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
BENEFITS TO ADAM SMITH COLLEGE
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.
Managing the Change
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!