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CASE STUDY

Saving with Spend Management

●     Negotiated contracts were rarely used
●     P-card only system lacked visibility
●     Maverick spend concerns

An ESM deployment changed everything

Before ESM

The community college’s P-card only system was convenient for users, but there was no easy way to steer them to the organization’s approved vendors and negotiated contracts.

DMACC’s goals:

Rein in rogue purchasing

Grow the P-card program

T

Gain better visibility

Location: Central Iowa
Student population: 63,900
Operating budget: $154 million

“End users had all of these contracts available to them, but nobody knew how to use them or where to find them.”

~ Julie Klocke

Coordinator, Purchasing, Des Moines Area Community College

With ESM

The procure-to-pay platform fully automates all of DMACC’s procurement activities.

» convenient online marketplace that features only DMACC’s approved vendors and negotiated contracts.

» An intuitive user interface that makes it easy for users to pay with their P-cards.

» An online portal that tracks every transaction for easy reporting and plenty of visibility.

Nitty Gritty

Despite the conveniences of spend management automation, DMACC wanted to get ahead of the curve when it came to getting users on board at first. So DMACC enabled the most popular supplier catalogs to include in its eProcurement shopping portal.

That’s when people started shopping.

Total catalogs: 29

 Top vendors include:

  • Amazon
  • Grainger
  • Pocket Nurse
  • CDW
  • Fisher Scientific
  • B&H Photo

The Results

Today, DMACC is reaping the rewards of procurement automation.

Spend Soars

Transactions Skyrocket

62% increase in 2 years!

It has really grown our P-card program. We are part of a consortium and get a higher rebate with our P-cards because our annual amounts have grown so much.

Julie Klocke

Complete Visibility

It’s not just about the financial savings. ESM implementation comes with time savings too. Tracking orders and running reports is easier on ESM’s single website and not having to combine several reports from multiple sources. Now, leaders know exactly where the money goes.

ESM’s solution includes analytic dashboards, management reports and enhanced visibility for every order. If there’s a question about a purchase, Klocke can instantly access the details.

It gives a lot more visibility to the end user, budget manager, and purchasing. I can pull it up right away and identify who made that purchase and direct it to the right person.

Julie Klocke

What’s Next?

DMACC is moving to Level II punchout capability for its catalogs.
With it, the organization will get:

  • Advanced searching capabilities, including the ability to search for a single item across all catalogs in its shopping portal
  • Continue to add more catalogs
  • Look at integration with Ellucian Purchase to integrate with Banner.

Our users will be able to do shopping comparisons - and save even more money

Julie Klocke

Coordinator, Purchasing, Des Moines Area Community College

With ESM, our instructors receive items faster and use their time more efficiently. The system is intuitive for our users: I can walk new users through it in about 15 minutes and know they are receiving the best pricing with our national contract pricing on the punchout catalog.

Ready to learn how ESM Procurement Automation integrates with your institution?

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