The implementation of a digital solution PurchasesSuch SAP Ariba, transforms the function's approach and strengthens its missions: expenditure control, implementation of an efficient supply chain, process automation, creation of electronic catalogues, etc. To accompany the driving change induced by this digitalization, 5 pillars are essential, decrypted by Manon Léonard, consultant at Acxias.
1 – Understand the main issues. Reduced costs, increased efficiency, differentiation from competitors... For what purpose did the company decide to implement the solution? Each stakeholder in the company must be able to understand the intentions of this digitalization of purchases. The mistake would be to rush and go too fast in the deployment of the solution. First, take the time to explain to the teams the nature of this change, to move forward together, serenely.
2 – Determine the objective to be achieved. Each objective must be accompanied by indicators to ensure follow-up and know when it has been or will be achieved. For example: the number of users trained on the solution, catalogs loaded, orders placed in the tool, etc. Having a precise schedule is also a key success factor in the implementation, using for example a dedicated tool, as is the case for Acxias at its Customers. Also focus on a sustainable timeline and achievable goals.
3 – Ensure effective communication. To facilitate users' adherence to the implemented solution, both internally and at suppliers, communication is essential. It can be provided in the form of webinar, kick off, video, etc. Involve managers and management to boost momentum among your teams! At Eurovia, one of Acxias' customers, a section is for example dedicated to this communication, for the attention of suppliers, on the group's website.
4 – Set up an adapted training. Guides, tutorials, practical cases, etc. allow users to familiarize themselves with the solution independently. The handling of the tool will be accelerated by the involvement of key users, the "key users", who will allow everyone to rely on a local person mastering the solution. A "sandbox" environment can also be made available, to train freely, as well as "digital adoption" tools for step-by-step support during the use of the solution in production.
5 – Maintain momentum after going into production. The efforts do not stop once the users are trained and familiar with the solution and the release into production. Regular communications and user support within the company are necessary to maintain this membership and provide answers to any problems that may arise or new questions. This communication and long-term support will be all the more important during the evolution of the solution.