Sharepoint

Gradus – PO Dashboards: Digital transformation through Office 365

With over 300 employees serving International markets, Gradus is a large UK-based contract interior solutions provider.  The organisation was aware of its need for existing process to undergo a digital transformation. With increased demands and growing client base it needed a robust PO system.

With over 300 employees serving International markets, Gradus is a large UK-based contract interior solutions provider.  The organisation was aware of its need for existing process to undergo a digital transformation. With increased demands and growing client base it needed a robust PO system.

Gradus needed a digital transformation program to build a new automated service layer which still represented the processing methods of the existing legacy systems.

The new system needed to provide a dynamic application services structure built to transform their legacy purchase order system. Additionally, it needed to be managed over the Cloud via smart devices whilst keeping its main objectives intact:

Objectives

  • System-driven processes
  • Self-Service reporting
  • Automated processing
  • To have a single, efficient platform
  • Eliminate duplicate processing

By working towards a vision where it can manage purchase orders online via smart devices, the company needed a single platform which would be reliable, fast, secure and easy..

With that in mind, Gradus set certain criteria in achieving their goal:

  • Access via the browser and Smart Devices. It was important to place orders via browser and via smart devices by enabling data on the move. Some users may be using Tablets, iPad, Macs, PCs and some would be using different versions of Windows; the solution had to work in all those scenarios.
  • No third-party software. It was important that no third-party tools or solutions could be used to achieve the final goal and to avoid unnecessary licensing issues.
  • Individual and group-wise authorisation limits. Different users and groups has varied authorisation limits and that could reflect in the approval of individual purchase orders.
  • Robust security. Managing confidential information between approvers with limits is of upmost importance. The solution needed to handle Gradus’ security model to provide supreme control over data and greater visibility once an item is approved.
  • Data governance. There are strict measures and policies regarding governance: how the users use data, how finance teams manage the data, and how it can be shared across the business varies depending on the privileges allocated to individual users and groups.
  • Performance. This is undoubtedly the most important. As always performance would be a critical success factor in any solution being successful and gaining better user adoption.
  • Ease of use. The system must be able to present information to users in a simple front-end, such as forms and continuous data processing methods even after moving the focus from one screen to another.

Solution delivered

Business Agility built the ‘Purchase Order System’ on top of SharePoint Online (a Cloud-based platform), which Gradus, like many organisations, already had existing investment in.

Our SharePoint team built an ‘indigenous system and framework’ which could reflect the need to accomplish Gradus’ main objectives, vision, future aspirations, scalability and ease-of-maintenance.

The core ‘Gradus Purchase Order System’ consists of five key elements:

  1. SharePoint Team Site
  2. SharePoint List and Libraries
  3. SharePoint designer workflows
  4. Office 365 apps
  5. and security levels

Results

The Purchase Order system which is now completely digitally  realised, is fully equipped with tangible measures to implement Gradus’ unique and complex requirements. The new system is fully capable to handle:

  • Unique and wider security model
  • Manageable and controlled authorisation limits
  • Managed security group allocation
  • Simplified user adoption processes
  • Greater visibility of data with specific groups allocation
  • Tight control during processing of the data
  • Strict measures to accomplish a specific task
  • Ease of use, scalable and upgradable
  • Compatible with hybrid platforms and device channels
  • Easy to plug-in new features

“Business Agility impressed us with how quickly they got to the root of our vision. Their expertise in SharePoint was clear by how the team was able to immediately identify workable solutions to complex problems.” – Kevin Clarke, IT Manager at Gradus

Business Agility’s SharePoint team are always helping organisations, like Gradus, get the most from their investment in SharePoint and Office 365. We’re proud to be referred to as “the SharePoint people” – if you need advice or support then please don’t hesitate to contact us.