Contract Compliance

Implementing Source-to-Contract Centralization in a Small Procurement Team: A Case Study

In today’s fast-paced procurement environment, small teams often face the challenge of managing multiple suppliers, numerous contracts, and frequent sourcing needs—all within limited resources. This case study details how a compact procurement team of four members successfully transitioned from a fragmented process to a streamlined, centralized Source-to-Contract (S2C) system, significantly boosting efficiency and visibility.

Background and Challenges

Our team manages approximately 300 suppliers, oversees over 50 active contracts, and conducts around five Request for Proposals (RFPs) each month. Prior to automation, our processes relied heavily on spreadsheets and email correspondence, which often led to version confusion, inefficient tracking, and delayed renewal alerts.

Pilot with Scanmarket

To address these issues, we conducted a six-week pilot implementation of Scanmarket (a platform by Unit4) as our S2C solution. This platform integrated e-sourcing, contract lifecycle management, and vendor compliance into a unified dashboard, allowing us to maintain a single source of truth.

Key Features and Benefits

• Central Repository and Version Control: All documents, contracts, and communications are stored centrally, reducing confusion and duplication.

• Automated Reminders: The platform sends automatic alerts for expiring insurance, licenses, and renewal deadlines, ensuring proactive management.

• Streamlined RFPs and Approval Workflows: Customizable templates and approval processes minimized email clutter and prevented version errors.

Implementation Approach

Our onboarding strategy was phased to maximize adoption:

1. Prioritized critical contracts to establish foundational processes.

2. Extended training to our top 20 suppliers to ensure smooth collaboration.

3. Rolled out to the remaining suppliers and internal stakeholders with concise, focused sessions explaining the changes and benefits.

To facilitate efficient searches, we standardized metadata tags such as entity, category, and risk level, alongside establishing naming conventions for documents.

Results Achieved

Within just two months, we observed tangible improvements:

• Reduction in RFP cycle times by approximately 25%.

• Increased visibility into upcoming renewals, resulting in better planning.

• Noticeable decrease in email volume related to sourcing and contract management.

Challenges Faced

While the deployment was largely successful, some hurdles included:

• ERP integration complexities requiring additional patience and technical support.

• Aligning e-signature processes with legal requirements, necessitating adjustments and approvals.

• Some suppliers still preferred PDFs emailed directly rather than engaging through the platform