Toronto Zoo Case Study

ZOO CASE STUDY:

Primary Needs

In 2005, the Toronto Zoo began looking for a new requisition system. The tracking of requisitions had become a constant issue for them; many of their requisitions for external purchases and internal service requests required multi-level and different cost center approvals which they were not able to do with their existing manual system.

The Toronto Zoo found that they were experiencing many of the challenges faced by organizations that do not have a proper requisition solution. Paper requisitions were often difficult to locate when a manager was waiting for more information or was out of the office causing delays in the approval process. Since there was no automated tracking in place, service requisitions would continue to accumulate and there was no way for management to know completion rates or set priorities.

The Toronto Zoo was in search of a centralized requisition system which would automate and manage all of their purchasing and service requisitions across their organization and would help them achieve a smaller ecological footprint. “We are continually seeking to enhance our many environmental green programs and to reduce the volume of paperwork that was previously in place for purchasing and service ordering” says Charles Duncan, Manager of Computing & Telecom.

Another requirement for the requisition system was that it would integrate with their ERP, Microsoft Dynamics GP.

The Solution

After conducting a thorough selection process, the Toronto Zoo established WorkPlace as the most flexible and scalable solution for their needs.

“We needed a system with an approval algorithm that would facilitate the approval by different management levels depending on the type and value of the requisition. At the same time, we were looking for a service order request and approval system that would send the requisition to the appropriate service unit after review and approval” said Duncan. With WorkPlace, the Toronto Zoo initiated the management of their requisitions, approval coordination, multi-currency capabilities, detailed tracking, and seamless integration into their central ERP system that they required.

Benefits

The pain points that the Toronto Zoo experienced prior to using WorkPlace were reduced as soon as the implementation was completed. ‘WorkPlace streamlined our entire purchase and service requisitioning process” – Duncan stated. The easy access to WorkPlace and multi-currency have been a tremendous benefit for the Toronto Zoo. “We now have the capability to track requisitions against cost center budgets, and we’re able to receive warnings if something is over budget and then route for approval based on a requisition line item exceeding the budget” explained Duncan. “We have continued to expand the number of users since we purchased WorkPlace; deployment is as simple as providing a url” said Duncan.

WorkPlace was able to meet all of the key objectives of the Toronto Zoo quickly and effectively. Not only were processes and visibility improved, but the new insight into the organization allowed for a tangible ROI. By providing timely budget information directly into the purchasing decision process and utilizing automated approval workflow, the Toronto Zoo was able to achieve the organizational change they envisioned.

Download the entire Toronto Zoo Case Study below

About Paramount Technologies

Paramount Technologies is a leading global provider of web-based / mobile spend management and workflow automation solutions for midmarket and enterprise organizations. Our WorkPlace solutions automate Requisition, Procurement, AP Invoice Automation, Materials Management, Project Time, as well as Travel and Expense transactions. The WorkPlace suite of products can be deployed on premise or in the cloud and is universally accessible from any browser-enabled device. WorkPlace 2014 integrates seamlessly with Microsoft Dynamics, Sage, Blackbaud and other financial systems. Established in 1995, Paramount is a private company headquartered in Walled Lake, MI with regional offices across the United States and Canada.

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