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Case Study

Arlington ISD Chooses eProcurement Excellence

Step into the world of Arlington ISD and hear the unfiltered narrative of Lisa Philips, the Purchasing Director, as she recounts their procurement transformation journey. In her candid testimonial, Lisa sheds light on the intricacies of the challenges they encountered before EqualLevel’s intervention. With transparency, she unveils the complexities of vendor management and purchasing streamlining that plagued their growth. However, the partnership with EqualLevel proved to be a game-changer. Our team of experts stepped in with tailored solutions that not only addressed their pain points but also elevated their procurement efficiency to unprecedented heights.

Lisa’s account is a genuine portrayal of how EqualLevel’s expertise can reshape an organization’s approach to procurement. Her testimony underscores the strategic value of our solutions, highlighting the collaborative journey from obstacles to triumphs. Through this firsthand experience, we invite you to witness the tangible impact that can be achieved when innovative technology and a dedicated team converge. Join us in exploring how EqualLevel empowers businesses to transcend challenges and embrace procurement excellence.

Case Study

District Saves Time, Money with eProcurement

Arlington Independent School District (ISD) has completed implementation of its new eProcurement software. Arlington ISD worked with developer EqualLevel to implement the software with the goal of streamlining the district’s purchasing processes. 

About Arlington ISD

Arlington ISD is the 11th-largest school district in Texas. It is located in Arlington, Texas, 13 miles east of Fort Worth and 20 miles west of downtown Dallas. The district serves 60,000 students spread among 76 campuses including 13 high schools, 10 junior high schools, and 53 elementary schools. They are the largest employer in Arlington, with a staff of approximately 8,500 and an annual budget of over $550 million.

In February 2022, Arlington ISD contracted with EqualLevel to integrate its eProcurement software with the district’s financial system, Frontline TEAMS. Working with district Director of Purchasing Lisa Phillips, set-up was completed in May 2022 and implementation was completed in August 2022. The district has already started seeing benefits, including capturing immediate savings that are being redirected back into the classroom.

One Marketplace for All Approved Contracts

Arlington ISD’s new marketplace brings together the catalogs of 28 district-approved vendors into a single, user-friendly interface. The new system provides a consumer shopping-like experience for teachers and staff. They will now utilize a single search box to comparison shop across district-approved contracts from both local and national vendors and add items to their cart, where they can then be transferred to administrators to approve and execute the purchase.  Administrators no longer have to look up items for end-users, returning valuable time to their busy days.

Savings

Savings with the new eProcurement marketplace are projected to be significant for Arlington ISD. The system will put an end to non-compliant purchases and maverick spend by limiting purchases to only district-approved vendors. That alone will help them save by ensuring that every purchase is benefiting from contracted prices. However, the software also includes an AI-powered savings advisor, ELSA (EqualLevel Savings Advisor), that automatically identifies, in real-time, the lowest price for items, or best available substitute, from approved suppliers. Arlington ISD’s Executive Leadership is particularly excited about ELSA’s ability to uncover potential savings for the district.

Accounting

On the accounting side, seamless integration into the Arlington ISD’s financial system means requisitions and purchase orders will be automatically captured, eliminating the need for manual entry and thus freeing up district staff for more high-value tasks. The district is already processing hundreds of POs per month through their marketplace and plans to expand to service categories later this year. Leadership expects this number to grow as end-user adoption continues to increase.

Case Study

Mesquite Independent School District Chooses eProcurement to Improve Efficiencies

For years, the Purchasing Department at Mesquite Independent School District (ISD) had been searching for a way to maximize staff time and budget dollars with technology. The procurement process at district campuses included a mix of manual and electronic processes, and some requisitions even had to be handwritten and routed to several team-members for approval. It was difficult for staff to obtain multiple quotes for compliance purposes, much less comparison shop for best values. 

eProcurement: The solution they were looking for.

In summer 2021, Mesquite ISD’s Purchasing Department leadership, made up of Director of Purchasing Darci Hooten, and Senior Buyer Kelly Burks, met with EqualLevel to discuss its procure-to-pay compliance platform. Mesquite ISD learned EqualLevel could create a platform that would offer them easy access digitally to approved vendor partners, as well as commodity codes at the product level, all in one location. They quickly saw how EqualLevel’s platform could potentially save the district thousands of dollars in both time and money. 

“Seeing maverick spending reigned in would be huge,” said Hooten. “With the current system being so tedious and labor intensive, the marketplace could potentially speed up everything for everybody.” 

Other features

The district was also excited to learn about other features of the marketplace:

  • Compliance: The marketplace would drive end-users to the district’s approved contracts.
  • Community Inclusion: The marketplace would give end-users the ability to shop from local vendors so more budget dollars remain in the community.
  • Savings: The marketplace’s AI-powered EqualLevel Savings Advisor (ELSA) would identify the best price among all district-approved suppliers for users while they shop. 

In February 2022, the initiative became critical when a new district policy mandated the use of commodity codes on all requisitions and purchase orders. In a typical month the district was processing between 2,200 and 2,500 purchase orders. Hooten and Burks quickly realized campus staff simply could not absorb the additional coding work and faced the reality that the task would likely fall to their own overtaxed department. They were relieved to hear EqualLevel could sync the district’s commodity codes, automating the task and eliminating the need for any manual intervention. Now it was time for a decision: either automate to sync the codes, or hire a new team member to take on the extra work. 

Mesquite Chooses EqualLevel

In mid-2022, Mesquite ISD chose EqualLevel to automate its procurement process, including full integration with its Munis ERP system. “The ability to lessen the load at the campus level and execute the commodity code project were critical points in getting buy-in from our CFO,” said Hooten. With the commodity code crosswalk, the savings that would be generated, and the flexibility and ease-of-use at the campus level, procurement would be able to deliver on multiple district initiatives in one program. “We conservatively estimate 10 to 15 percent savings just in hard dollars. That doesn’t include all the soft savings associated with the time our departments and campus staff will be saving,” said Hooten. “It’s going to be a major game changer.”

Update

In fall 2022 EqualLevel developers began building the commodity code crosswalk for Mesquite ISD. Unfortunately, they discovered the district’s financial system, Munis, would not support passing the code. EqualLevel was able to quickly create a custom solution for the district so their codes could be converted into their system. This work-around allowed Mesquite ISD to still meet its target go-live date. 

Blog

How EqualLevel GO “Levels the Playing Field” for Small & Disadvantaged Businesses

When making purchases, procurement professionals expect the same functionality they experience as consumers shopping online at home. They want a seamless experience between their purchasing or Enterprise Resource Planning (ERP) system, and their approved vendors’ most up-to-date product and pricing information. In order to do this, businesses need to have a PunchOut store or the capability to PunchOut. Because this can be technologically complex, public sector organizations often inadvertently favor larger, more sophisticated vendors with this capability, and small businesses can get left in the dust. 

“Every year since we have had our PunchOut store, sales have increased.”

Robin Peterson
Midwest Technology Products

How can small/disadvantaged vendors compete against the big guys, especially if don’t have an online presence already?

EqualLevel GO gives small OEMs or distributors, who may have limited IT capabilities, the opportunity to establish a PunchOut catalog store, or PunchOut store, that integrates with ERPs. This allows small companies to appear alongside their larger competitors.

A PunchOut store is a web-based, supplier-managed catalog storefront. The PunchOut store can be custom built on top of an existing eCommerce site or, more commonly, managed for the supplier by a third-party solution provider. Buying organization employees can access the supplier’s PunchOut store directly from their eProcurement marketplace, also known as “punching out” to the supplier’s site, or “PunchOut.” PunchOut allows the organization to maintain full control over order approval and payment.

How PunchOut works

The customer connects, or “punches out,” from their company’s system to a supplier’s eCommerce site. The PunchOut site identifies the buying organization and displays the appropriate products and prices. The shopper searches and selects goods they wish to purchase and adds them to their cart on the PunchOut site. At the end of the shopping session, the shopper checks out, which sends descriptions and prices of the goods placed in their cart to their ERP system.

Benefits of EqualLevel GO

EqualLevel GO’s PunchOut commerce site is scalable, easy-to-use and administer, and is provided at no charge to sellers when combined with EqualLevel’s buy-side eProcurement Marketplace solution. 

EqualLevel GO customers experience tangible benefits, such as:

Increased Average Order Value

PunchOut catalog store, combined with up-selling and cross-selling, is a powerful combination that increases total and average order value. Suppliers can show related and complementary products in their PunchOut store shopping cart and can anticipate and make adjustments that will increase the average sale.

Greater Ability to Attract Big Customers

When it comes to gaining large customers, a PunchOut catalog store is a win-win. Big enterprises are often on the lookout for suppliers who can allow them to order directly through their ERP procurement system. For many large organizations, PunchOut is a ”must-have” for engagement.

Improved Sales Productivity

A PunchOut catalog store streamlines the sales process because it produces more accurate orders. This means less time is spent correcting orders, which improves response times and overall productivity.

Improved Customer Relationships

By simplifying the purchasing process, suppliers strengthen customer relationships by receiving and responding to orders more quickly.

Click here to learn more about EqualLevel GO.

Further Reading

Small/disadvantaged customers like Midwest Technology Products, GBEX, and El Paso Office Products have implemented, or are in the process of implementing, EqualLevel GO to ensure their products are showing up in the search results of big buyers. Below are their stories:

Supplier Spotlight: Midwest Technology Products

Supplier Spotlight: El Paso Office Products

Supplier Spotlight: GBEX

Case Study

School District Procurement Department Uses Technology Streamline Process

School district procurement departments often struggle with processes that are inefficient and not user-friendly. El Paso Independent School District (ISD) was no exception. When Ron Gatlin (now retired) was appointed Executive Director of Procurement and School Resources at El Paso ISD, he quickly realized the district’s need to transform procurement. Gatlin had heard about emerging technology that could help simplify and control spend, and expedite shopping, while also complying with Education Department General Administrative Regulations (EDGAR) and other state purchasing requirements. 

Gatlin’s required features for the new platform were:

■ Easy implementation
■ Punchout capabilities
■ Multiple catalogs for EDGAR compliance
■ A one-stop-shop
■ The ability to identify local suppliers 

Solution

Gatlin and colleague Leticia Rivera (Assistant Purchasing Director of Procurement and School Resources), took the lead in innovating El Paso ISD’s outdated procurement process. Their first step was to implement an electronic bidding system along with a K-12 enterprise resource planning (ERP) software, “TEAMS by Frontline,” for organizational management. Their next step was to integrate EqualLevel’s procure-to-pay solution to further extend their ERP system.

“This eliminates several steps and immensely speeds up the process.”

With the help of EqualLevel, Gatlin and Rivera created a procure-to-pay marketplace that offers a single, seamless platform to facilitate all processes associated with the shop-order-pay transaction. By eliminating any maverick spending and ensuring that staff is only purchasing through approved contracts, the district can demonstrate that they are being fiscally responsible with public funds. “Our staff can now go in and shop for what they want, push a button and it automatically turns into a requisition. They no longer have to type in the description, specs, or pricing, and can be ensured that all of those details are accurate and compliant,” Gatlin said after implementation. “This eliminates several steps and immensely speeds up the process.”

Savings

El Paso ISD also utilizes the EqualLevel Savings Advisor (ELSA) in their marketplace. ELSA is powered by artificial intelligence to automatically optimize spending and comparison shop punchout items to identify the best savings. In the first six months that ELSA was in use, the district saved $44,000.

Additional Benefits

Accounts Payable
Fewer purchase order changes and less invoice reconciliation.

Local Suppliers
EqualLevel’s marketplace was able to integrate more local suppliers, enabling El Paso ISD to support the community in which they work and live.

Morale
“The purchasing department was viewed as slowing down the process. Now campus staff is happy to have a more streamlined and efficient procurement process in place,” said Gatlin after implementation.

COVID-19 Ready
When the need arose to work remotely, procurement staff were able to continue their operations without interruption.

“The campus staff love it. They can go into the marketplace and shop for whatever they want in the online store and know that they are getting the best savings on products that are EDGAR compliant,” said Rivera after implementation. “We went from horse and buggy to the Starship Enterprise.”

Conclusion

Digitizing the procure-to-pay process has put El Paso ISD at the forefront of public procurement. Not only has it improved its complete purchasing process and the support provided to their campuses and classrooms immensely, it is allowing El Paso ISD to deliver efficient and effective management of its funding.

Click below for a printable version of this case study:

Blog

Why School Districts Need a Procure-to-Pay Marketplace

Many schools continue to struggle with and adapt to the education budget crisis created by the pandemic. Districts can no longer afford the inefficient costs of manual, paper-based requisitioning, ordering, invoice reconciliation, and payment processes. Digitizing the procure-to-pay process is now a necessity if school districts are to pursue every opportunity for savings and efficiency.

What is a Procure-to-Pay Marketplace?

Procure-to-Pay refers to an organization’s operational procurement process, from requisition all the way through to payment. A procure-to-pay marketplace offers a single, seamless platform that facilitates all of the processes associated with the shop-order-pay transaction.

Organizations that have implemented an end-to-end procure-to-pay marketplace derive many benefits from their systems. To highlight just a few:

One-stop-shop. A single site that teachers and staff can access to easily requisition all the goods and services they require from approved supplier contracts

Optimize savings. Ability to identify savings opportunities in real-time to eliminate over-spending

On-contract, compliant spending. Automated tracking of expenditures per contract to ensure budget, contract, and policy compliance

Reduced overhead. Lower transaction costs by eliminating manual, paper-based procurement and payables processing

Business insight. Increased visibility and control across the entire procure-to-pay process informs and elevates management decisions

Further, a procure-to-pay marketplace eliminates the wall between procurement and accounts payable by automating the reconciliation of invoices and creating easy access to historical records that support audit requirements.

Understanding the Procure-to-Pay S-O-P

SHOP.  Shopping/requisitioning is the first step in the procure-to-pay process. In this stage, buyers find the right product or utilize a three-bid process to determine product price, select the supplier, and create a requisition or shopping cart for approval.

The most efficient way to shop and create a purchase requisition is to implement a one-stop multi-vendor punchout marketplace of all district-approved suppliers and contracts.  Teachers and staff can then shop across these suppliers’ catalogs to access real-time product information, and to conduct side-by-side comparisons.  EqualLevel’s marketplace includes real-time search across punchout sites and an AI-powered savings advisor that checks items in the cart to suggest lower-cost identical or substitute goods.

Once a cart/purchase requisition is created, a requisition workflow is initiated. These workflows are automated and flexible, allowing them to vary between schools, departments, and in monetary value. Approvers can either accept or reject a purchase requisition after evaluating the need, verifying the available budget, and validating the purchase requisition form. Incomplete purchase requisitions are rejected back to the initiator for correction and resubmission.  Approved purchase requisitions are converted into a purchase order and transmitted to the supplier.

ORDER. The next step in the procurement cycle, Order, involves processing, receiving, and distributing the product.

While leveraging a supplier punchout catalog creates efficiencies, these productivity gains can increase exponentially with the integration of purchase orders. With integrated purchase orders, districts can eliminate employees’ time spent placing orders over the phone or sending a pdf via email or fax. Also eliminated is the possibility of data entry and re-keying errors by the supplier. Data is seamlessly transferred and required fields are automatically populated during PO creation.

One of the biggest benefits of integrated POs is the reduction in order processing time. The POs are submitted directly to the supplier’s fulfillment system via XML (Extensible Markup Language) or EDI (Electronic Data Interchange) where orders are then picked, packed, and shipped.

PAY.  This last phase of the procurement process, Pay, lets organizations maximize the benefits of procure-to-pay automation. Suppliers are able to submit invoices electronically, which boosts financial accuracy and processing efficiencies.

Once a goods receipt is approved, a three-way match between the purchase order, the vendor invoice, and the receipt of the good is performed. If no discrepancies exist, the invoice is automatically approved and an okay-to-pay notification is sent to the finance team for payment disbursement. A common frustration for districts processing invoices is missing or incorrect information that often requires valuable time spent hunting down the correct data. If inaccuracies are present, the invoice can be automatically rejected back to the supplier along with the reason for rejection.

Finance and Accounts Payable Departments want to ensure vendors are billing properly and every order contains the necessary data to reconcile. Integrated invoicing via XML facilitates information accuracy, consistency, and completion. As a result, payments go out the door more quickly.

More dollars for instruction.

School administrators need all the resources available to ensure their students are successful. Spending more than necessary on transactions or inefficient systems eats away hard dollars that could have been focused on expanding mission-centric educational programs.

With a proven ROI for school districts ranging from 2,000 to 200,000 students, the EqualLevel Marketplace will help your schools extend their budgets and make the most of every instructional dollar.

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