The team reviewed current system data and developed a diagram of the current, very complex, process. Another finding revealed that multiple purchasing mechanisms often lead requestors to choose a more expensive mechanism than required to complete a transaction. Time studies tracing the amount of time devoted to completing various segments of a transaction revealed the highes cost mechanisms to be BLMs, standard requisitions involving capital equipment, advances, and travel. The team also discovered that originators, approvers, and central office staff often were reviewing the same elements of a given transaction. Please understand that cultural changes would have to be implemented for use with the card.
Control is achieved through detailed management reports on purchasing and payment.
The Team recommended that two travel agencies be mandated for business travel in order to improve system integration and to retrieve data for use in negotiation with airlines, hotels, rental agencies, etc. for lower rates. The traveller would enter travel dates and destinations as well as account and personal information which would be routed to the agencies for quotes. This organization would handle visa and other documentation issues as well as travel arrangements based on information from Stanford administrators. Nancy concluded with lessons learned by the team. In particular, there needs to be a partnership moving forward.