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Purchasing Department Strives to Get More Done in Less Time

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. 

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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. Because setting up a connection between a vendor site and an organization’s financial system can be a complex undertaking, public sector organizations often inadvertently favor larger, more sophisticated vendors. They usually have just a few catalogs from large vendors integrated with their organization’s ERP and those businesses get the bulk of their dollars.

HOW CAN SMALL/DISADVANTAGED VENDORS COMPETE AGAINST THE BIG GUYS, ESPECIALLY IF THEY 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 EQUALLEVELGO

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

A 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.

Small/disadvantaged customers like Midwest Technology Products, GBEX, and El Paso Office Supply 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. “Every year since creating our punchout store, sales have increased. Even when a customer doesn’t end up placing an order online, more often than not they’ve visited the site beforehand to learn and discover, before picking up the phone to order,” said Robin Peterson of Midwest Technology Products.

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