«It’s not enough to simply digitize processes.»
Demand notifications and requests are the basis for procurement planning and thus a central element for the purchasing department. The Muri Hospital has successfully implemented Xatena’s application management, taking the first step on your way to optimizing process control from demand request to consumption. The automated workflows ensure correct approval processes for the hospital and save employees the usual time. In an interview, Mr. Harm Albers reports on his experience with the introduction of the module and how it supports him in optimizing purchasing.
« The standardization of your own data and processes is a prerequisite for efficient and optimized procurement »Harm Albers, Head of Procurement and Logistics Hospital Muri
Mr Albers, what was the problem in the organisation?
Harm Albers: The reorganisation of procurement was being planned. There are various ways to request and receive new material, for example personal contact, e-mail or telephone. The first step was a uniform Word form in the OR, but this still had to be completed manually.
What did you hope to gain from Xatena’s support?
Standardization as well as efficiency and transparency of processes. We didn’t want duplicate applications anymore and we wanted to be informed about the current status of the application at all times. We wanted to move away from Word forms towards digital process support.
How did you feel about setting up the digital process with Xatena?
Very competent, simple and fast implementation. Mutual inputs helped to define the process.
How do you estimate the effort of implementation compared to other solutions?
Relatively low effort, with fast implementation. But it is not enough to simply “digitize” processes that are not running optimally. These have to be defined and revised beforehand.
How long did the digitization of the process take?
From the first talks to the go-live, it took about half a year. This is the lead time and not the processing time.
What is the learning curve for employees to use digitized processes and change their habits?
The roll-out took place via the material commissions. The new tool was quickly accepted, mainly because of its “easy filling”. The e-mail notifications are sometimes viewed critically, and in return you get transparency and are actively informed about the status.
What kind of applications are you using the module for in everyday life?
At the moment we do not use it for the budget process, but predominantly for new material orders, such as implants or consumables, and for test orders.
Does the new digital process save you and your colleagues time?
Significantly, above all, the time required for queries is reduced – due to missing information and searches and queries, in the form of: “Is the form filled out, where is the form, is it signed?
Welche Auswirkung hat es auf die Qualität der Planung und der Anträge?
Die Anträge sind deutlich aussagekräftiger. Es gibt weniger Rückfragen aufgrund der Pflichtfelder im Prozess. Der Antragsteller muss sich im Vorfeld Gedanken machen. Was sehr im Gegensatz steht, zu «schnell zum Hörer greifen».
How do you still use Xatena?
The next step is to make inquiries and procurements from the approved application via the platform. Our goal is to map the process from application to contract conclusion and then transfer contract data to ERP for operational processing. If the ERP connection is there, the operative order from the ERP should take place.
What is your goal for the digitization of purchasing?
An optimized process control from application to consumption, standardization of processes, error minimization, independence from the acting persons and an efficient cost optimization by optimized procurement.
Do you have any recommendations for other houses with regard to application management or in general?
The standardization of your own data and processes is a prerequisite for efficient and optimized procurement. It is not enough to simply “digitize” processes that are not running optimally. They have to be revised beforehand. Every change triggers fear: “What consequences does this have for me, for the way I work?
It is important to take away this fear and fear is minimized through transparency and by making those affected into participants, across all occupational groups!