TORONTO ZOO

SUCCESS STORY

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.

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.

Challenge – 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.

Requirements – 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.

Solution – 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.

Benefits – 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.”

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