Implementation Process

SCANMARKET

We take implementation very seriously. From speaking with clients who have moved from other solutions and industry analysts we know that the quality of the implementation process can account for a large proportion of the difference between the client achieving a huge success vs an epic failure.

With more than 20 years of experience, we’ve learned a lot about how to implement a strategic sourcing platform the right way to give your organization the best chance of success. We recommend taking a phased approach to implementation, tailored to your organization’s most important challenges.

There’s no single implementation strategy that’s right for all organizations. That said, every implementation should have phases and a coherent approach with a focus, measurable goals and the right amount of support.

The average implementation time for a standard Implementation Project is one to two months. However, the timeline is subject to change depending on the final Project scope. Elements that have a significant influence on the timeline include, but are not limited to:

Number of modules
Number of workshops and/or location of workshops

A diagram showing Scanmarket's 6-Phase Implementation Process

PHASE 1

Kickoff

Kick off the project with the project team members to define the scope and project deadlines.

PHASE 2

Customer Information gathering

Define Customer requirements/wishes in relation to system structure, customization, rules and the availability of predefined templates. This includes determining user roles, languages and more.

PHASE 3

Awareness & Support

Secure the necessary buy-in from both internal as well as external stakeholders and prepare the organization/suppliers for the next steps.

This includes:

Define required training measures/plan
Define Super user network
Information package to stakeholders
Guidelines (DOs and DONTs)

PHASE 4

System configuration

Configure the system according to the definitions determined in phase 2.

PHASE 5

Training

Execution of workshops and/or Webexs to ensure the appointed users are trained according to the agreed training measures/plan.

PHASE 6

System launch

Start using the system for live sourcing activities.

SCANMARKET

Services & Training

After the Implementation Project has been delivered and the system is taken into use, the customer will move into the 7th phase – Continuous improvement, and the appointed Key Account Manager will take responsibility for the customer and handle any future support needs.

The Customer can upon need decide to include one or more of the following additional services and/or training in the Implementation Project. Please see a list of the available services and trainings under eSourcing Services here.

Implementation Strategy & Modules

Below is a sample implementation strategy that’s a good starting point for most large organizations:

Implementation Phase 1 – Visibility: you can’t manage what you can’t see
Spend Analysis will immediately identify large savings opportunities and spend anomalies that could not be identified manually. This data can then be used to generate savings through consolidation and aggregation using the powerful “what if” scenario functionality, as well as serving as the catalyst to run more competitive eSourcing events on the newly identified savings opportunities. It will also give clear visibility of more in-depth spend data which will help manage the considerable but often overlooked “tail” end of the spend. With this module, Maverick spend will also be immediately identified, allowing your organization to crackdown on this costly practice.

Implementation Phase 2 - Cost savings through competitive eSourcing events
eRFx and eAuction modules will immediately help increase competition, streamline processes, gather and analyze supplier information and pricing. Also, they will ensure compliance, significantly reduce costs and cycle time and quickly understand true market price for products and services in key categories. The Suitability Analysis and eLearning areas (as well as Scanmarket Consultancy) will help identify what type of events should be run to maximize savings based upon the specific scenario.

Implementation Phase 3 – Efficiency and compliance
Phase 3 should entail implementation of the Contract Management, Supply Base Management and Project Management modules. The Contract Management module will help ensure that all contract data is recorded correctly and made easily visible to relevant stakeholders through a single repository. Importantly the module will mitigate the risk of costly contract over-runs. The other two modules will ensure short and long-term compliance internally and externally, as well as significantly increasing visibility of said compliance. Project Management will increase visibility of other internal information such as project status, resource planning and savings generated. Supply Base Management will provide far greater visibility of supplier documentation and accreditations, sustainability documents, supplier involvement history, etc. Additionally, this module will significantly reduce the administrative burden on the procurement team going forward by allowing suppliers to self-register and maintain their own profiles.

Learn more about our modules

Roles and responsibilities

It takes a team to be successful

The following resources are required from a Scanmarket and Customer perspective to ensure a successful project execution. One person can hold several roles.

Scanmarket:
Project Manager
Ensures project delivery according to the State of Work document. Supports Consultant with advice, recommendations and Best Practices as needed.

Consultant
Creates and delivers the specified deliverables according to SOW, provides support during the entire Implementation Project. Advises the customer on Best Practices and configures the solution according to agreed wishes.

Account Manager
Responsible for the daily contact between the Customer and Scanmarket, after the system launch. Conducts quarterly/monthly status meetings with the aim of continuously developing the Customers’ usage of the system.

Trainer
Ensures that workshops and Webexs are executed as planned.

You:
Project Responsible
Ensures ownership from customer perspective, and that Scanmarket has the required information to configure the system.

Super user(s)
Leads the daily use (in phase 7) of the system and is the point of contact for users in regards to questions, issue etc.