INSEAD’s finance team was processing invoices manually with a large volume of paper and scanning tasks. Every department had a distinct sourcing methodology, supplier engagement strategy, with even T&Cs lacking standardisation. Transforming to a SaaS solution was seen to resolve these issues and increase transparency across P2P processes.
“INSEAD wanted to implement best practices and an end-to-end P2P process with one single workflow. We required a core that we’d be able to roll uniformly and harmoniously across all our campuses,” Anne-Gaelle Gonet, Global Procurement Director explains.
Our decentralised approach was very inharmonious. There were some excellent practices, but there was significant inconsistency across departments. Anne-Gaelle Gonet, Global Procurement Director.
How INSEAD achieved 100% spend visibility with Basware and Fluxym
Working with Basware and Fluxym, INSEAD identified an end-to-end view of the invoicing process and its best practices. This became the basis for designing the blueprint for their solution and the roadmap for implementation.
Fluxym’s Project Manager, Alexandra Ndiaye, worked closely with Gonet and INSEAD throughout the scoping and implementation phases. INSEAD wanted to ensure that it had a solution that would work for both procurement and accounts payable.
"We aimed to include all the key participants across the different campuses in both the design and testing phases. Before the pandemic, training sessions took place online and onsite at some of the institution’s campuses."Alexandra Ndiaye, Fluxym.
Alongside the Basware P2P system, INSEAD implemented the Basware Supplier Portal to allow INSEAD to facilitate better communication with its suppliers and encouraged them to begin sending digital invoices over paper-based ones.
With so much change happening within finance, INSEAD decided to take a staggered approach to training. INSEAD rolled out the solution to the different departments and campuses over four months, ensuring all users were supported in onboarding.
It was also important for the interface to be user friendly, and it needed to integrate with our Oracle EBS ERP system." Anne-Gaelle Gonet, Global Procurement Director