The integration of Mater’s new financial operations system with existing foodservice management software sort to improve the efficiency and accuracy of procurement for the Food Service team. While an innovative project, the process highlighted the importance of proper scoping of project impacts, in consultation with stakeholders. Ensuring proper safeguards and a vigorous assessment of the suitability of a platform with key stakeholders prior to launch, is critical to keep business continuity.
Mater introduced a new ERP platform as the source of truth to support food procurement and invoice payment requirements. Following the implementation several impacts and barriers became clear which began affecting the ability for Food Services to effectively manage food procurement and day-to-day operations. Post implementation, the food services department continued to experience negative impacts and it became clear that the newly implemented solution did not meet business needs. The Food Services Department undertook stakeholder consultation and advocated for a revised, innovative solution. The recommendations supported the adoption of a separate approach for fresh and dry foods to address issues around invoicing and pricing, as well as quantity variances. Ultimately, Food Services could keep more stringent controls through the procurement of food, receipted delivery, internal distribution, and apportioning transfer of cost.
A project team was brought together to scope the required changes to the ERP system to improve existing workflows and investigate alternative systems to re-engineer processes that were failing.
After engaging with key stakeholders, the project team outlined a list of must-haves in order to successfully integrate the existing food service management software with the new finance system, with the goal to increase business efficiency, improve reporting capability through improved data collation and support operational requirements, in-line with the department’s strategic goals.
The goal was to deliver a reduction in workload associated with food procurement, ensure existing systems and platforms were used to their full capability and to implementing efficient and standardised interdepartmental work processes to simplify the “Procurement to Payment” process. The project aimed to ensure Mater Foodservice has a reliable food procurement process and could keep food supplier relationships by accurately paying them within invoice terms.
While the first project to implement a new ERP system did not go to plan, through innovative planning, effective communication skills and comprehensive consultation, Mater Food Services were able to deliver an alternate, suitable procurement solution. This work highlighted the complexity of food service procurement operations, signally the need for comprehensive consultation and end-to-end testing prior to any significant software implementations, particularly relating to finance operations. Ultimately, this work serves as an example for foodservice leaders and executives to ensure any new software solution is considered with a holistic view of existing operations.