Procurement has gradually evolved in the managerial perspective from a support function to a strategic process, as it is fundamental for the long term effectiveness of each organization, private or public, and its ability to control, optimize and audit its spending. Yet, the digitalization of this important domain remains lagging behind, due to its perceived complexity, need for personalization and reluctance to change.
Lack of complete digital coverage of procurement activities generates high risks and creates substantial problems, leading to inefficient communication within the organization, higher than necessary spending, mistakes related to procedures and regulations, high effort for reporting and cumbersome audits.
When properly done, the effects are tremendously beneficial. The end-to-end digitalization of procurement processes ensures full control, traceability and auditability of the activity and decisions, showing who/when/what has requested/approved/planned/purchased/received, allowing instant reporting and complete real-time auditing.
Case Study: A Romanian tech solution adopted in Universities
One key domain where a solution for digitalization of the procurement processes proves its substantial value is the academic sector. These institutions incorporate complex environments in which budget management and auditability represent key areas where it is vital to eliminate risks associated with procedural constraints, communication, document and information processing, and support the correct application of the public procurement regulations.
Universities such as The University of Medicine and Pharmacy “Carol Davila” Bucharest, the “Mircea cel Bătrân” Naval Academy from Constanța, or the “George Emil Palade” University of Medicine, Pharmacy, Science, and Technology of Targu Mures have chosen and implemented a common solution to digitizing their procurement processes: ProcessPlayer, a Romanian tech solution developed in Cluj-Napoca.
This procurement management system covers all sectors of activity for an academic institution, including the main administrative function, the doctoral school, the laboratories and subsidiary operations such as the clinics of the medicine universities, and the specific procurement planning and audit requirements of the projects financed from European funds and other grants.
Testimonials
The University of Medicine, Pharmacy, Science, and Technology of Targu Mures has been using the Romanian solution since 2018, with over 250 active users in the system, covering the procurement department, the management and the heads of departments.
“With ProcessPlayer there was not a document, a payment, an order that did not have justifications and documents behind it. Everything is in good order and we can rest assured that any audit would easily see the same things.”, declared Sabin Bota, Administrative Director of the University, and continued, “we could not conceive of our activity without ProcessPlayer anymore. We could not even think of how inefficient it would be to go back to Excel and pen-and-paper”.
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