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VyTech Enterprise VyTech Enterprise

Case Study 3 : Procurement
Management System (PMS)

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Customer : Fine Furniture
Location : Rwanda, Africa
Application : Procurement Management
System (PMS)
Industry : Furniture Manufacturing and Retail
Type of Project : Software As service 
Timeline : Sep 2024- Nov 2024
Services Rendered : User Authentication , Customer Management , Product Catalog Management , Quotation Creation , PDF Generation ,

Evaluation & Selection

Challenge: Manual processes caused inefficiencies across locations.
Solution: Leveraged an in-house team to develop system-driven solutions.
Approach: Standardized processes and automated workflows.
Process: Used agile development with ongoing stakeholder feedback.
Outcome: Improved efficiency and consistency organization wide.
Results: Faster implementation, reduced costs, and higher productivity.
Key Insight: In-house development ensures solutions align closely with business needs.
Future: Expand automation to additional departments and locations

Business Challenges​

Manual Quotation processes lead to errors and delays.
Inconsistent Pricing results in discrepancies and profit (Revenue) loss.
Slow Approval cycles hinder timely customer responses.
Lack of Real-Time Updates slows down quote tracking.
Scalability Issues prevent growth as sales increase.
Limited Reporting capabilities impact data-driven decisions.
Customer Experience suffers due to slow, error-prone quotes.
Data Security risks arise from manual handling of sensitive information.
Customization Needs create inefficiencies for tailored product quotes.
VYTECH ENTERPRISE assigned one of its seasoned experts to advocate for SAP S/4HANA as an ERP solution to address business challenges. This expert facilitated the identification of a suitable product and implementation partner, while also overseeing change management throughout the organization. This involved delineating business roles and key Responsibility Areas (KRAs), fostering the adoption of best practices, and ensuring a seamless transition during Go-Live and subsequent post-Go-Live support phases.​

PROJECT OBJECTIVES​

Streamline Quotation Process: Automate and simplify the creation and approval of quotes.

Standardize Pricing: Establish consistent and transparent pricing models.

Enhance Approval Workflow: Reduce delays by automating approval chains and notifications.

Improve Real-Time Tracking: Enable immediate updates and access to quotation statuses.

Support Scalability: Build a system that can handle increased sales volume without bottlenecks.

Generate Actionable Reports: Enable data-driven decision-making with comprehensive reporting tools.

Boost Customer Experience: Provide faster, accurate, and personalized quotes to improve satisfaction.

Ensure Data Security: Safeguard sensitive customer and pricing information through secure systems.

Accommodate Customization: Allow for flexible and efficient handling of tailored client requests.

PROJECT ACHIEVEMENT​

Automated and streamlined the quotation process, reducing errors and time.
Standardized pricing models for consistent and transparent quotes.
Accelerated approval cycles through automated workflows.
Enabled real-time tracking and updates on quotation statuses.
Scaled seamlessly to handle higher quote volumes as business grew.
Provided actionable insights through advanced reporting capabilities.
Improved customer experience with faster and more accurate quotes.
Ensured data security with encrypted and centralized systems.

Success Story

Challenge: Manual processes caused delays and errors in quotations.

Solution: Implemented an automated Quotation Management System (QMS).

Achievements: Streamlined workflows, standardized pricing, and improved approval speed.

Impact: Reduced turnaround time, increased customer satisfaction, and enhanced efficiency.

Evaluated a right fit partner who perceived Value of the digital transformation.

Evaluated, negotiated with each partner, achieving significant value preposition.

Concluded the Project with Minimalistic Custom Objects ensuring to keep the core clean.

Defined High-level & Granular Level Scope of Implementation covering every aspects.

Successful Go-Live on Targeted date, stabilization in just 30days post Go-Live.

Trained In-House team to cater L0 to L2 Levels of Issues increasing savings of client.

Success Story

Change Management​

Organized Change Management Workshops.
Training monitoring and evaluation
Continuous monitoring of user practice sessions.
Identification of role-based training need identification & authorization
Ensured Users are Hands-On with the Implemented System.​
Organized Knowledge Transfer Workshops and ensured Best Practices and Standard Functionalities of SAP was utilized.​
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