Reedy Creek Improvement District is a public corporation of the State of Florida located in Lake Buena Vista that is responsible for government services such as land use, regulation, and planning, across the many acres of Florida’s resorts.
Requests Lost. No visibility of requisition timeline.
Reedy Creek needed to better manage their growing and cumbersome paper-based requisitions. The system created a bottleneck with requisitions waiting on managers’ desks to be approved with no visibility to the status of the requisition in the approval process. Without visibility of the requisitions, Reedy Creek had a lack of control when it came to budgeting.
Manage Requisitions. Integrate with Microsoft Dynamics GP.
To be as efficient as possible, Reedy Creek knew they needed an ERP to manage their accounting practices and requisitions.
Reedy Creek selected Dynamics GP to manage their accounting needs, but did not realize that there was not a requisition tool included in the Dynamics GP ERP. Reedy Creek sought to find a dedicated web-based solution to manage their requisitions.
WorkPlace Requisition integrated with Microsoft Dynamics GP.
It was at the Microsoft Dynamics community’s Convergence tradeshow event that Reedy Creek learned about WorkPlace Requisition, and saw a demo. As soon as Reedy Creek saw WorkPlace in action they knew it was the right solution.
Paramount WorkPlace provided a requisition solution that streamlined their process by providing visibility to all users of where the requisitions are in the process. Workflow allowed approvers to be reminded of requisitions pending approval and the ability to view budget to actual and get a warning when items are over budget improved spending behavior.
Following implementation, managers and employees took part in WorkPlace training directed by Susan Higginbotham, Deputy Finance Manager. Susan used a mixture of classroom training scenarios and instruction documents to teach the initial users about WorkPlace. Moving forward, when new users are added to WorkPlace, Susan relies on the instruction documents and assistance from other employees to get the users up to speed. Reedy Creek currently has 125 WorkPlace Users.
Time Savings. Better Spending Behavior. Visibility & Control.
With the implementation of WorkPlace Requisition, Reedy Creek now has:
- Streamlined Requisitions
- Increased Efficiency
- Workflow Visibility
- ERP Integration
“The time it takes for a requisition has been greatly reduced, and there is greater visibility of where the requisition is in the workflow,” Susan observed. Reedy Creek has also experienced improvement in spending behavior due to the awareness of their budget to actuals, and budget warnings.
WorkPlace Requisition and the add-on modules Reedy Creek has purchased throughout the years, have significantly improved their spending habits, and allowed them to have greater visibility and control on their organizational costs. Throughout the organization WorkPlace has received a lot of praise “Everybody likes WorkPlace,” Susan noted.
McCue is a global-industry leader in damage prevention equipment with offices in the United States, United Kingdom, and China. Founded in 1988, their product and service lines include bumpers, cart corrals in parking lots, floor mounted rails, and the design of customized damage protection plans for stores.
No Tracking or Audits of Requests & Approvals. Maverick Spending.
McCue was using a paper-based system to approve purchases orders. Employees called vendors to purchase items and manually entered purchase orders into Dynamics GP. This led to runaway costs and excessive spending because they could not maintain and enforce budgets. Without an automated requisition workflow, McCue had no formal tracking and audit of purchase requests and approvals. As a result, the company experienced month-end surprises and needed better visibility into the organization’s recent orders, budgets, and spending.
Automated. Customizable. Integrated with Microsoft Dynamics GP. Audit Capabilities.
The ability to directly integration with Dynamics GP with 40 users was key. McCue needed to configure departments, users, profiles, and routing rules during the implementation to best fit their needs. It was crucial to set up routing rules that only allowed purchases within the requester’s department.
WorkPlace Requisition & Receiving integrated with Microsoft Dynamics GP.
Paramount WorkPlace addressed their issues by providing an automated requisition solution with visibility to budgets and status of the requisitions in the purchasing process. The process was streamlined due to additions and improvements in the approval processes so they could approve by exception rather than having to scrutinize every requisition individually.The ability to directly integration with Dynamics GP was a key draw for McCue to purchase WorkPlace Requisition and Receiving for 40 users. McCue and Paramount consultants configured departments, users, profiles, and routing rules during the implementation. Carlos Cabrera, IT Manager recalls, “The implementation was easy, and the ability to define departments was important.” It was crucial to set up routing rules that only allowed purchases within the requester’s department without extra approvals. They trained and used webcasts to educate the employees at McCue on WorkPlace, and how it would streamline requisitioning.
Training has been an important part of the adoption of WorkPlace at McCue and Carlos holds frequent new user training sessions and refresher training to continually educate employees. “WorkPlace training instills the company’s purchasing policies with new employees,” Carlos says.
Clear visibility of requests. Only necessary approvals obtained. Total cost savings.
McCue now has:
- Improved Purchase Tracking
- Increased Efficiency
- Streamlined Requisitions
- Workflow Visibility
- ERP Integration
McCue is able to control budgets and foresee spending in a way that they never could before. WorkPlace tracks purchases by vendor allowing McCue’s purchasing managers to obtain better terms from suppliers. “The ability to generate reports on spending against budgets has also allowed for more intelligent decisions and conversations with senior management,” Carlos noted.
Not only has the visibility over spending and the ability to control it benefitted McCue, but time has also been significantly reduced when processing requisitions. The in-line attachment of quotes gives approvers better information to verify the request. With the electronic flow of requisitions in WorkPlace, approvals move much faster from employee to employee. The ability to track spending in WorkPlace allows department managers to make more educated allocations of their yearly budget.
Quadax is a privately held corporation founded in 1973 with more than 600 employees serving healthcare clients nationwide through Revenue Cycle Management Services, Medical Billing Software, Reimbursement Support Services, Electronic Transaction Management and Enterprise Content Management.
Inefficient Processes. Out of date Policies. No set approval rules.
Quadax had inefficient processes because they were not managing spending for purchasing or expense reimbursement which led them to a lack of control. Without efficient processes and no process to control spending, they were experiencing high costs for indirect goods.
Since Quadax helps their clients improve processes and reduce operating costs, Quadax wanted to improve their own internal spend management processes.
Quadax needed an expense and requisition management solution to improve efficiency and reduce cost. With the help of their ERP partner, Quadax researched requisition and expense solutions and contacted Paramount Technologies for a demonstration of WorkPlace.
WorkPlace Requisition, Expense, Travel Request integrated with Sage 300.
A demonstration confirmed WorkPlace as the right solution to address Quadax’s needs. Anna Capaldi, Controller, says, “The direct integration to Sage 300 ERP was a crucial benefit for selecting WorkPlace.”
Paramount WorkPlace was the solution because it offered both a requisition and expense solution integrated to their ERP. This provided an easy to use user interface for entry and approval; provided visibility to spending across the organization and gave them the tools and visibility to re-evaluate and improve their process.
“The purchase of WorkPlace provided Quadax the opportunity to re-evaluate our current purchasing and expense policies, and understand best practices,” Anna said. Quadax implemented a new travel policy and designed approval routing rules for the different requisition and expense types.
WorkPlace also accommodated the routing of travel requests to the Travel Office twice, first to enter the trip cost, and subsequently for booking of approved trips. WorkPlace was set up to enforce the completion of questionnaires for Meals and Entertainment expenses.
Cost Savings. Quick turnaround on reimbursements. Easy to see ROI.
Since the implementation, Quadax now has:
- Centralized Requisition and Expense Entry
- Integration to Sage 300 ERP
- Approval Process Visibility
- Pre-approved Travel Requests
Employees now route requisitions and expenses through the appropriate levels in a timely manner and receive reimbursement checks weekly instead of monthly. “The direct integration with Sage 300 ERP has eliminated duplicate data entry and reduced processing time,” Anna noted.
The return on investment is apparent now that requisitions, travel expenses, and receipts reside in WorkPlace. Employees simply scan receipts into their expense reports without having to mail receipts and documents to the main office, reducing costs for Quadax.
Quadax has recently implemented WorkPlace Mobile, as an addition to WorkPlace Expense. With mobile expense entry, employees now have the option to enter an expense item, take a picture of the receipt, and upload receipts into WorkPlace, all from their mobile phone. Approvers see the receipt for each expense displayed next to the line item for easy verification and approval.
The Toronto Zoo is a dynamic and exciting action centre that inspires people to love, respect and protect wildlife and wild spaces. The Zoo has over 5,000 animals representing over 500 species.
No way to handle Out-Of-Office Approvals. Delays in Process. No way to Prioritize. Could not see Completion Rates.
The Toronto Zoo found that they were experiencing challenges with their paper requisition solution. Paper requisitions were often difficult to locate when a manager was waiting for more information or was out of the office—causing delays in the approval process. Since there was no automated tracking in place, service requisitions would continue to accumulate and there was no way for management to know completion rates or set priorities.
The Zoo also had a lack of audit processes and access to information because they did not have visibility to budgets or tracking information of where the requisition was in the process.
Centralized System. Automation. Reduce Waste. Integrate with Microsoft Dynamics GP.
The Zoo wanted a centralized requisition system that would automate and manage all of their purchasing and service requisitions across the organization and help them achieve a smaller ecological footprint. “We are continually seeking to enhance our many environmentally green programs and to reduce the volume of paperwork that was previously in place for purchasing and service ordering,” says Charles Duncan, Manager of Computing & Telecom. Another requirement for the requisition system was that it would integrate with their ERP, Microsoft Dynamics GP.
WorkPlace Requisition integrated with Microsoft Dynamics GP.
After conducting a thorough selection process, the Zoo established WorkPlace as the most flexible and scalable solution for their needs.
“We needed a system with an approval algorithm that would facilitate the approval by different management levels depending on the type and value of the requisition. At the same time, we were looking for a service order request and approval system that would send the requisition to the appropriate service unit after review and approval,” said Duncan. With WorkPlace, the Zoo initiated the management of their requisitions, approval coordination, multi-currency capabilities, detailed tracking, and seamless integration into their central ERP system that they required.
Paramount WorkPlace provided an ecological friendly requisition solution with flexible and robust approval workflow processes. By eliminating the paper WorkPlace helped them enhance their environmentally green programs and allowed the appropriate management levels to be exposed to the requisitions based on the type and value of the request. The automated approval process with email notifications, reminders, and alternates eliminated delay.
Multi-Currency. Centralized System. Saves Paper. Can see budget in real time.
The Toronto Zoo now has:
- Automated Requisitions
- Budget Tracking
- Flexible Approval Process
- ERP Integration
- Paperless Requisition System
“WorkPlace streamlined our entire purchase and service requisitioning process,” Duncan said. The easy access to WorkPlace and multi-currency have also been a tremendous benefit for the Zoo. “We now have the capability to track requisitions against cost center budgets, and we’re able to receive warnings if something is over budget and then route for approval based on a requisition line item exceeding the budget,” said Duncan. “We have continued to expand the number of users since we purchased WorkPlace; deployment is as simple as providing a URL.”
Tampa Bay’s Port is Florida’s Largest Cargo Port. From a wide-ranging cargo mix to its cruise passenger popularity to repair of ships, the Port of Tampa is a diverse seaport.
Poor Response to Requisitions. Too many Approval Levels. Difficult to track spending.
The Tampa Port Authority faced a number of challenges with their paper-based requisition system. The Port was frustrated with persistent issues such as a lack of adequate response to requisitions due to the need for multiple levels of approvals within the organization. Using a paper-based requisition process did not allow for an automated approval process.
They began experiencing a lack of control because they were unable to efficiently track costs of major engineering projects. Also, using two separate systems to manage and report against projects, there was no easy way to audit and access information.
Track Spending and Budgets. Integrate with Microsoft Dynamics GP.
The Port had an urgent requirement to track the cost of major engineering projects such as the construction of piers, docks, buildings or access roads. Engineering managed projects and passed documents to Finance for cost incurred, payment, and financial reporting. The two separate and disjointed processes resulted in different costs reported for projects. The organization needed a solution that not only worked with their Dynamics GP ERP, but included a new job cost solution. According to Chief Information Officer, Ken Washington, the Port was looking to move forward with a new way of operating, but within their existing ERP applications.
WorkPlace eProcurement Requisition and Expense integrated with Microsoft Dynamics & KEY2ACT Job Cost.
Paramount WorkPlace provided a solution for their purchasing, expense and project needs. We offered an integration to both their ERP and Job Cost solution which provided a single point of entry and access to information throughout the organization. Approval processes were significantly improved by providing multiple levels of approval based on the details entered on the requisition and expense sheet and providing approvers notifications and reminders to keep the transactions moving through the system.
The Port Authority selected the Paramount WorkPlace eProcurement Requisition and Expense applications, integrated with the KEY2ACT Job Cost Solution. Once its users were brought up to speed and the new operational procedures were solidified, the Port Authority implemented the WorkPlace solution without any issues. “The process was extremely smooth,” Washington said. “We spent a lot of time getting our users acclimated to how we were going to perform in the future. Once we did that, we just had to load the software, go through training, and use the product.”
Track inventory. Accurate financial reports. Save time throughout Workflow.
Tampa Port Authority now has:
- Accurately track inventory investments in Capital Projects
- Synchronize Procurements with KEY2ACT Job Cost
- Streamline Purchasing and Reporting
“It was a significant change for us going from paper to electronic, primarily in the approval process. Now, the only thing that could hold us up is if someone just doesn’t happen to check their email,” said Washington. “Time is always a major factor, especially for an organization like ours.”
WorkPlace provides the Tampa Port Authority with tools to automate workflows and the flexibility to adapt to a constantly changing market. Washington reiterated the benefits that WorkPlace has brought to the Tampa Port Authority, “For us, it just made things a lot smoother (…) we use WorkPlace religiously.”
St. John’s is the capital and largest city in Newfoundland and Labrador, in Eastern Canada. Located on the eastern tip of the Avalon Peninsula on the island of Newfoundland.
Separate Systems. Slow Communication.
The City of St. John’s was experiencing inefficiencies, such as separate systems, multiple data entry points, slow communications, and lack of controls. Departments had a lack in communication without easy access to correct or consistent information.
Integration between departments. Accurate Information. Automated Process.
The City of St. John’s needed to implement a seamless solution that would integrate its business functions and departmental needs while engineering its business processes. They were also looking to access accurate information in a timely manner and establish an integration between departments, all while moving away from paper-based processes. Automation of processes was key.
WorkPlace Requisition & Procurement integrated with Microsoft Dynamics GP.
Paramount WorkPlace addressed their issues by providing a single solution integrated with Dynamics GP for all users. The ease of requisition entry, approval and empowering users to have access to see the status of their requisitions throughout the entire process provided a very efficient and consistent process across the organization. Access to information and the ability to approve using WorkPlace Mobile saved time and provided control over the purchasing process.
“WorkPlace has been one of the most well received systems that we have upgraded to,” says Derek Coffey, Manager of Budget and Treasury. “The number of requests for assistance and/or technical help has been minimal and end user acceptance and transition period has been seamless.”
“The acceptance of WorkPlace has been tremendous. Requisitions are easy to process, approve and subsequently inquire on,” says Coffey. Through the configurable interface, authorized users can easily maintain roles, routing rules, and approval limits. The ease of WorkPlace lends itself to allowing non-IT personnel to resolve problems in a timely way. Because a lot of the front-end maintenance work is not completed by the IT department, they are able to focus more on other demands.
All relevant information in one place. Time saving. Data entry consistency.
The City of St. John’s now has:
- Automation of Processes
- Integration with ERP
- Stronger Controls
- Paperless Solution
“WorkPlace’s Mobile module helps us to be even more efficient; we are able to have requisitions viewed, approved, and processed with our mobile phones and our iPads,” said Coffey. “Another huge improvement has been the ability of users to see the status of their requisitions, inquire on the approval stage, and if need be, recall and correct a requisition,” said Coffey.
Although the City of St. John’s leveraged their solution partner to implement WorkPlace, Paramount Technologies has followed up directly with the City throughout the implementation process and after go-live as part of Paramount’s customer service. Coffey said, “As it relates to customer service and follow-up, Paramount Technologies has provided the level of service that the City of St. John’s has come to expect and many other vendors could learn from Paramount on how to maintain a business relationship.”
Petroleum Equipment Service is an organization that provides installation, service, and maintenance to gasoline and diesel dispensers, including point of sale systems, tank monitoring equipment, and submersible pumps.
Lost Receipts. Could not see pending purchases. Manual Entry.
Petroleum Equipment Service used a manual expense tracking process requiring duplicate entry. Employees sent receipts and expenses via email to their manager. E-mailing receipts often resulted in lost receipts, delays in reimbursements, and lack of visibility to pending expenses. Without automated workflows to capture receipts and route expenses through approvals and to payment, expense sheets had to be entered manually into their Sage 300 ERP. Since information was limited by email they were not able to provide information or adequate auditing.
Automation. Integrate with Sage 300. User Accountability.
Petroleum Equipment Service needed to automate the expense processing for the Sales teams. The main requirements were a direct integration with Sage 300 and a solution that would give users accountability to enter and approve expenses.
WorkPlace Time & Expense integrated with Sage 300.
Paramount WorkPlace addressed their issues by providing an integrated expense solution that was easy to use and provided management transparent access to information through the process. Approval workflows, detailed logs, and the ability to use questionnaires to gather specific information about expense lines was crucial. The ability to capture receipts as attachments to the expense sheet solved the problem of lost receipts. Having those receipts easily available to the approvers provided much needed visibility to the expenses and streamlined the approval process.
“The implementation of WorkPlace was fairly simple and didn’t take a lot of time, the training process was just as easy for our users,” Adam Desfosses, Business Manager said. Petroleum used group training techniques and customized training documents for their users to master the system.
Desfosses recalls his first impression of WorkPlace as, “[It’s] Easy. It doesn’t get much simpler, you just insert expenses and hit submit.”
Visible Workflow. Easy to Use. Less discrepancies.
Petroleum Equipment Service now has:
- Streamlined Expense System
- Approval Visibility
- Direct Integration with Sage 300
Management appreciates the transparent nature of the system in terms of the audit features, approval workflow, and questionnaire for expense line items. The sales team has been equally as pleased with WorkPlace. Desfosses says, “I don’t have a single employee who can’t use WorkPlace.”
Memorial Hospital is entering a new era in healthcare with an 80,000 square foot Medical Office Building and Cancer Treatment Center. They deliver quality care with the newest technology.
System Failures. Errors. Interruptions.
Memorial Hospital of Sweetwater County was using a system that had a major general ledger issue—causing hospital staff to deal with frequent system failures. There was limited access to information because they did not have access to budget details during the purchasing process. With high error frequency and interruptions in the workflow that could not be fixed, they needed a change.
Easy for Staff. Efficient for budgeting.
Memorial Hospital was initially concerned about how staff would react to a new requisition, but really needed a better way to budget and reduce costs. They wanted to reduce errors and interruptions to all users throughout the process.
Paramount WorkPlace addressed their issues by providing a requisition solution that provided access to accurate budget reporting; visibility and transparency throughout the purchasing process and integration to their materials management and ERP solution.
After learning how it could be tailored to their specific business processes associated with requisitions and Binary Stream, Memorial Hospital’s advisors chose WorkPlace. “We saw immediate, positive results once WorkPlace was fully implemented; our staff has seen considerable improvements and efficiencies,” said Teralee Aubrey, Director of Materials Management for the hospital.
When making the switch to WorkPlace, Memorial Hospital was initially concerned about how staff would react to a new requisition product after the previous one had created so many issues. Since then, the hospital’s processing time for requisitions has been dramatically reduced, which is a huge help to staff and vendors. “I have heard great feedback from end-users that WorkPlace is easier to use, which has made this transition nice and easy for us,” Aubrey said. “I appreciate the personal attention given to us through the setup process and I have been pleased with the customer service since we have gone live with WorkPlace.”
Less Headaches. Time Savings. Reduced Errors.
Memorial Hospital of Sweetwater’s now has:
- Accurate Budget Reporting
- Visibility and Transparency
- Reduce Internal Costs
- Materials Management and ERP Integration
Since implementation of WorkPlace, Memorial Hospital has seen improvement in budgeting processes as well as a large decrease in data entry errors. Due to all of their budget information being so readily available with WorkPlace, decision making has also improved. Now, the hospital’s processes have complete visibility and transparency with their spending and cost centers.
While requisitions were of priority for Memorial Hospital, the WorkPlace integration with Binary Stream has also been extremely helpful for the staff. “Binary Stream is our main system for materials management; the integration between the two solutions just adds to our efficiency level,” Aubrey said.
Gordon College, one of the nation’s premier Christian colleges, is located near Boston and combines education with Christian faith.
Delays. Confusion. No Control.
Gordon College used a completely manual paper requisition approval process for a number of years. This practice caused constant delays throughout the process and the lack of visibility caused confusion among departments with requisitions stalled in inboxes. The lack of control and visibility to what was being bought and the impact on their budget was apparent.They could not maintain and enforce budgets, which led to a lack of control. Also, they could not tell where requisitions were in the process, what had happened to them, or what needed to happen to keep them moving along the requisition process.
Automation & quick workflow. Visibility to monitor budgets. Web-based. Integrates.
The Gordon College team needed a solution with more automation to speed workflow, transparency to provide better budget controls, and solid internal audit capabilities.
“WorkPlace is web-based and seamlessly interacts with our Accounting software, which were two of our main requirements for the requisition system,” said David Andrade, Director of Information Technology.
WorkPlace Requisition integrated with Accounting Software.
Paramount WorkPlace addressed their issues by providing an integrated requisition solution to automate their workflow process, give visibility to budgets and access to information throughout the process for all users.
“We spoke to our advisors, and were introduced to WorkPlace. With the help of Paramount Technologies and our Value Added Reseller (VAR) advisors we were able to put in place a purchase requisition process and a check request process,” says Kim Mather, Controller.
Gordon College now has automated workflow, budget control and transparent accountability of the requisition process. Mather says “We are now better able to enforce policies through the routing rules and users can now see where their requisitions are in the process through the detail log feature without calling the Business Office”.
“The detail log has been a great help to Gordon College; the improved record of accountability has helped speed up the approval process,” says Mather. Budget awareness by departments has also been improved.
Time Savings. Visibility.
Gordon College now has:
- Automated Workflow
- Budget Control
- Multi-Level Approval Process
WorkPlace provides Gordon College full visibility throughout the requisition process. There is complete tracking from line level attachments to real time status dashboard and detailed audit log. “We have gained considerable efficiencies with WorkPlace’s Requisition software,” says Mather.
“Paramount’s customer service has always been very helpful and responsive when we’ve had a problem during an upgrade or when we needed a new license,” says Andrade. “Their turn-around time is fantastic and their technical staff are always able to pinpoint the problem in a short amount of time. We would recommend WorkPlace to any company that is looking to streamline their requisition process.” says Andrade.
First Wind Energy, now a part of SunEdison, manufactures solar technology and develops, finances, installs and operates distributed solar power systems, delivering cost effective electricity and services.
Data Entry Errors. Stalled Projects. Integration.
First Wind Energy’s manual paper-based approval system was plagued with data entry errors, causing delays in approvals and stalled projects. First Wind already had an accounting system that needed to be integrated, but also thought about future third party systems they may want to bring in.
Reduce Errors. Third Party system integration in the future.
First Wind Energy needed a robust requisition system. “WorkPlace also integrates with many third party systems; it is comforting to know that we’ll be able to integrate with any of them into our existing WorkPlace installation should the need arise,” said Matthew Brockelhurst, Manager of Business Technologies.
WorkPlace Requisition integrated with current ERP & Project Accounting Modules.
Paramount WorkPlace addressed their issues by providing a solution that integrated to Dynamics GP and GP Project Accounting which eliminated duplicate entry and optimized their requisition process. The flexible and robust approval routing rules have also been critical to control spending.
“WorkPlace was more user friendly as well as administrator friendly,” says Brockelhurst. “We chose WorkPlace because of the dynamic routing rules, the integration with our ERP and the Project Accounting module.
The WorkPlace integration with First Wind’s Project Accounting solution has been an integral piece for the company. By eliminating duplicate entry First Wind was able to implement an even more optimized process.
Reduced Processing Time. Fewer Mistakes. Easy Access to requisition information. Increased Visibility. Scaleable. Streamlined Workflow.
First Wind Energy now has:
- Increased Efficiency
- Streamlined Workflow
- Dynamic Routing Rules
- ERP Integration
First Wind had immediate success with WorkPlace. The processing time of requisitions is now reduced and there are fewer data entry mistakes. “We are no longer chasing after paper requisitions, everything is in WorkPlace and is easily accessed.” comments Brockelhurst. Through the WorkPlace portal and email notifications, requestors have real-time access to the status of their requisitions, which is a time saver for requestors and the Finance department. Senior management has more visibility into the company’s spending and can appropriate money to budgets more accurately.
“WorkPlace gives us the visibility we need up front and also provides us the ability to go back and audit. In order to become even more efficient, we have started reviewing some analytics to see if we can improve the lead time we have before payments related to requisitions that need to be processed,” says Brocklehurst.
“WorkPlace works the same for us now as it did in 2005, if not better with all of the enhancements that Paramount Technologies has incorporated into the WorkPlace product. We could double in size tomorrow and WorkPlace would still work for us,” said Brockelhurst. First Wind Energy has been able to expand the incorporation of WorkPlace as they have added more users.
With their upgrade to the most recent WorkPlace release, First Wind also reorganized their routing rules to be more budget owner based rather than management structure based. “This update was easy to do and has been working great for us,” explains Brocklehurst.
“I have used WorkPlace previously at another company and have always had a positive experience with Paramount Technologies and the WorkPlace product. I highly recommend WorkPlace to any company that is looking to reduce errors and control spending,” said Brockelhurst.
The Central Park Conservancy is a non-profit organization dedicated to restoring New York’s Central Park to its former splendor. Today, the Conservancy is responsible for the day-to-day operation and enhancing Central Park’s relations with the public. Central Park Conservancy raises funding from private sources and uses contributions from the City to maintain and improve the park.
Lack of Control. Chaotic Ordering.
The Conservancy used a paper-based requisition system with multiple copies for approvals and records. Without an electronic system in place, the Conservancy could not track where the requests were or which requests were most current. This led to a lack of control and mess when it came time to place the order.
Approval Workflows. Track Audits. Integration with Blackbaud.
Key requirements for the procurement solution included approval workflows based on the type of purchase, department, and spending authority, with complete audit trails and full visibility of actual expenditures and pending commitments. The solution had to accommodate diverse purchasing needs for buildings, grounds maintenance, programs, and fundraising events.
Central Park Conservancy required a seamless integration with Blackbaud Financial Edge to prevent duplicate data entry and for accurate encumbrance and accrual accounting. Another requirement was access to procurement documents through Financial Edge and PaperSave.
Paramount WorkPlace Requisition & Procurement with customized integration for Blackbaud.
Based on a recommendation from PaperSave, Central Park Conservancy evaluated and selected the WorkPlace solution.
Paramount and Central Park Conservancy began the planning and implementation. This process included the development of specific enhancements to the WorkPlace interface. Customizations were made for Blackbaud software which allowed for extreme detail down to the transaction level within WorkPlace. Beth Haskell, Director of Information Technology said “Paramount’s integration to Blackbaud was why we decided to go with WorkPlace.” This ensured that costs were properly allocated to each data element for reporting of encumbrance and actuals within Financial Edge. She said “the team was extremely helpful and customized the integration in a very timely manner.”
Once the implementation was complete, Central Park began formal and informal user training. Haskell and the Paramount consultant worked together to provide remote training for the employees.
Time & Money Savings. Better Monitoring. Unified Processes.
Central Park Conservancy now has:
- ERP integration
- True encumbrance accounting
- Spend visibility
- Purchase approvals
With a streamlined procurement process, Central Park Conservancy appreciates the time savings results. Features such as the duplicate button for requisitions, email approvals and the elimination of redundant spreadsheets to track encumbrances contribute to this benefit. Employees can use their extra time to be more efficient in other areas.
The WorkPlace integration with Blackbaud allows the Conservancy to monitor revenue, expenses and net results for events and programs. This takes into account encumbrances for open purchase orders and accruals for received goods and services. WorkPlace has allowed Central Park to unify requisition, purchase order, encumbrance, invoice, accrual and actual.
Implementing WorkPlace has also served to reinforce purchasing policies, overall strengthening the approvals and spend management of the organization. Management at Central Park Conservancy is very happy with their decision to implement WorkPlace. The Conservancy expects additional savings by combining multiple requisitions into purchase orders, and taking advantage of vendor contracts for more economical volume purchases.
Concorde Career Colleges specializes in healthcare education. The Colleges have been training medical professionals for nearly 50 years. Concorde Career College has 17 campuses in eight different states and continues to grow.
Manual Process. Excess Spending.
Concorde Career College had a very manual process using spreadsheets, e-mail, and paper requisitions to track requisitions and purchases. This process led to confusion and overspending. Due to the growing number of medical and classroom equipment purchases Concorde needed a more automated and audited procurement process. It was essential to find a better way for each facility to manage purchases, streamlining the procurement process and reduce costs.
Realtime Product Costs. Increased Purchase Capabilities.
Key requirements for the procurement solution included the capabilities of PunchOut. PunchOut is a standard for ecommerce websites with the special ability to communicate directly with a procurement system through cXML and return a pending purchase order back to the buyer so they don’t need to enter product information in the procurement system. PunchOut allows for consistency in Purchase Orders against Invoices that is difficult to maintain as products change and update.
Paramount WorkPlace Requisition & Procurement utilizing PunchOut capabilities.
Concorde Career College decided to implement WorkPlace Requisition, Purchasing, and PunchOut for their purchasing needs.
Concorde selected the WorkPlace PunchOut module to allow electronic product selection and ordering from approved catalogs to preferred suppliers. Rebecca Oxley, Purchasing Manager noted, “Before PunchOut, purchase orders and invoices never matched, due to the constantly changing products and cost of medical equipment. PunchOut has allowed us to have a real time platform to capture the current cost.”
In order to teach new employees how to use WorkPlace, Concorde Career College uses customized training guides. They also use a meeting site to let new employees at different locations shadow the purchasing process remotely. Concorde Career College now has 81 users of WorkPlace throughout their 17 locations.
Accurateness. Reduced Spending. Scalability.
Concord Career Colleges Now Has:
- Real time product cost views
- Streamlined procurement
- Increased purchase visibility
- Platform to enter requisitions
Since the implementation Concorde Career College has seen the benefits of WorkPlace. Oxley said, “It helps capture the true audit, approval process, and visibility.” PunchOut was the biggest component to achieve accurateness since the catalog stays current and up-to-date with new product features and pricing. If the product changes after the initial request was put in, the system will automatically update which avoids confusion, inaccuracies and reduces over spending.
Because of the scalability of WorkPlace, as Concorde Career Colleges continues to grow, they will be able to continue to use all of the functions and customizations that were made.
Care Communications, Inc. provides solutions in data quality and health information management (HIM). Care Communications’ clients include hospitals and health care systems, physician practices, cancer centers and reporting agencies, medical research organizations and others.
Late Timesheets & Expense Reports. Slow Turnaround.
Since Care Communications’ consultants do not regularly visit the corporate office it was a challenge for the timely submission of paper-based timesheets and expense reports.
Consultants mailed time sheets and expense reports to the billing department for review and approval, managers were then notified about inaccuracies in the time and expense sheets. The greatest issue was that clients were not invoiced until 3 weeks after the services were rendered. Managers were scrambling for timesheets to approve, and dealing with cumbersome Excel sheets and paperwork.
Care Communications implemented Project Accounting in Dynamics GP, and set up Business Portal for web-based data entry. This reduced turnaround time, but the limitations on the entry of a large number of projects resulted in a need for a more powerful solution.
Automated Workflow. Streamlined Processes. Integration with Microsoft Dynamics GP.
Care Communications recognized an urgent need to implement an automated workflow solution for the time and expense processing and approvals. Care Communications began looking for a different solution. “It was very important to find a robust solution from a company that had been around for a while” Frohmund Burger, Senior Accountant explained.
Paramount WorkPlace Time & Expense Integrated with Microsoft Dynamics GP.
Care Communications solicited recommendations from their ERP solutions provider. After multiple demonstrations, Care Communications decided to select the WorkPlace Time and Expense solutions and also decided to purchase a custom enhancement to add a productivity entry field. The complete solution tracks time and expenses by project/client and the number of items processed by each employee for the time reported in the transaction.
Care Communications and Paramount used multiple techniques such as user acceptance testing, hands on training, and webinars to instruct the new users of WorkPlace. Employees became proficient with WorkPlace very quickly. The easy to use interface, the ability to duplicate timesheets, and the ability to include attachments with expenses were the favorited features.
Reduced stress on managers. Quick Billing Turnaround.
Care Communications now has:
- Increased Efficiency
- Streamlined Time & Expense
- Robust Solution
- ERP Integration
Managers were pleased with the new processes for time and expense approvals. Frohmund noted “Managers love it! The e-mails are easy to approve or reject, and there has been great feedback from upper management.” Because of WorkPlace, Care Communications billing turnaround time has decreased resulting in accelerated cash collection. Managers can be quickly notified and can easily make any changes that need to be made.