Servica Oy is a Finnish in-house company that provides its owner-customers with food, property and cleaning services, equipment maintenance and assistive device maintenance services, as well as material and transport logistics services in the Northern Savonia region. Servica’s service production started at the beginning of 2012 and it currently employs about 1800 people.
Servica’s logistics services take care of their customers’ products cost-effectively until they reach their destination. Modern digitalized purchase solution and a monthly consolidated invoice, as well as site-specific deliveries, are included in Servica’s flexible service.
Servica’s strategy is to deliver excellent customer experiences and to ensure that Servica is able to both network more closely and grow with owner-customers in the future. In addition, the strategic goal is to make operations increasingly sustainable and transparent, as well as more efficient and productive. The project with Islet aimed to support these strategic goals.
Project scope and implemented solution
Based on SAP Ariba Guided Buying and SAP Business Network, the Selma store serves 30 ordering organizations and delivers to more than 4000 different shipping addresses. Through the Selma store, end users can order from more than 8000 items in the Servica catalogue, or from more than 150 other supplier catalogs (direct suppliers).
Selma store offers its more than 2000 users three ordering channels: catalog-based ordering (Servica’s range, as well as direct suppliers), form-based ordering of equipment and supplies, and free text ordering.
Selecting co-operation partner
As its partner for the implementation Servica selected Islet Group, with whom it has a history of well-functioning cooperation in the field of ERP and procurement development.
Lessons learned and successes of the project
In addition to a successful outcome, the project also gave valuable lessons for similar projects in the future. For example, it is a good idea to start to evaluate, harmonize and clean master data as early as possible, even before starting the project. Succeeding on schedule also requires strong internal coordination and change management. Phasing the business go-live can reduce deployment risks and ensure sufficient capacity of internal resources, for example from the perspective of end-user training and support.
Benefits of the solution
The solution resulted in significant benefits in several different areas. It can be used to ensure contract compliance more effectively, for example by minimizing maverick spend by tracking costs at a more accurate level in real time and taking full advantage of volume discounts. The solution is built in such a way that each user is shown only the information that is relevant and correct to them based on the role, as well as only the items and services available for them. Thus, the new purchasing portal enables digitized and efficient processes, and it guides the buyer throughout the process. This saves time, prevents mistakes and ensures contract compliance.
The solution has also contributed to smoother supplier cooperation and increased the level of purchase order automation. It enables close cooperation between the supplier and the customer, on a single platform, throughout the entire process, from catalog to purchase order creation and further to delivery confirmation.
Managing the process with an integrated solution, centrally in one place, ensures better real-time visibility into the organization’s total spend and purchases, and enables the identification and prioritization of key areas for improvement in the overall procurement process.
The procurement process improvement for public sector organizations is timely and important. Servica is a pioneer in providing modern, efficient, and transparent procurement services for its owner-customers. SAP Ariba’s solution is a future-proof, continuously evolving platform that will support Servica’s strategic goals well into the future.
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