DocuWare Case Studies AVANCE Digitizes Purchase Orders and Funds Tracking

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	AVANCE Digitizes Purchase Orders and Funds Tracking DocuWare

AVANCE Digitizes Purchase Orders and Funds Tracking

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Technology Category	Infrastructure as a Service (IaaS) - Cloud Computing
Applicable Industries	Education
Applicable Functions	Human Resources
Use Cases	Inventory Management Supply Chain Visibility
Services	Cloud Planning, Design & Implementation Services
Challenge	AVANCE, a non-profit organization operating about 30 early childhood education facilities, was facing challenges with its purchasing and funds tracking processes. The organization relied on paper purchase orders, which made the approval and acquisition process slow and cumbersome. The paper-based system also made it difficult to track and match ongoing purchase orders with the corresponding grants in real time. This was a significant issue as AVANCE relies on a variety of head start grants to purchase childcare supplies and other necessities. The lack of real-time data meant that the organization did not have an accurate and up-to-date idea of what was left in the grants to spend. Read More
About Customer	AVANCE is a non-profit organization that operates about 30 early childhood education facilities for children under the age of five in San Antonio and beyond. The organization enables parents to learn infant care and other parenting skills, earn their high school diplomas, attend professional training, or attain employment. As a non-profit, AVANCE relies on a variety of head start grants to purchase childcare supplies and other necessities. The organization's operations generate many purchase orders, which were previously managed through a paper-based system. Read More
Solution	AVANCE decided to digitize its purchasing and funds tracking processes by implementing DocuWare. This move sped up purchasing approvals and reduced manual data input, saving time. Requestors could now fill out electronic purchase order forms via a web link and these were submitted instantly. The implementation of DocuWare also allowed AVANCE to automate the task of tracking and matching ongoing purchase orders with the corresponding grants. A script was used to tally up outstanding purchases and produce a report, providing real-time data on the remaining available balance of the grants. The report also showed which vendors had been paid and which were still pending. Read More Log in to view content
Contents

Technology Category

Infrastructure as a Service (IaaS) - Cloud Computing

Applicable Industries

Education

Applicable Functions

Human Resources

Use Cases

Inventory Management

Supply Chain Visibility

Services

Cloud Planning, Design & Implementation Services

Challenge

AVANCE, a non-profit organization operating about 30 early childhood education facilities, was facing challenges with its purchasing and funds tracking processes. The organization relied on paper purchase orders, which made the approval and acquisition process slow and cumbersome. The paper-based system also made it difficult to track and match ongoing purchase orders with the corresponding grants in real time. This was a significant issue as AVANCE relies on a variety of head start grants to purchase childcare supplies and other necessities. The lack of real-time data meant that the organization did not have an accurate and up-to-date idea of what was left in the grants to spend.

About Customer

AVANCE is a non-profit organization that operates about 30 early childhood education facilities for children under the age of five in San Antonio and beyond. The organization enables parents to learn infant care and other parenting skills, earn their high school diplomas, attend professional training, or attain employment. As a non-profit, AVANCE relies on a variety of head start grants to purchase childcare supplies and other necessities. The organization's operations generate many purchase orders, which were previously managed through a paper-based system.

Solution

AVANCE decided to digitize its purchasing and funds tracking processes by implementing DocuWare. This move sped up purchasing approvals and reduced manual data input, saving time. Requestors could now fill out electronic purchase order forms via a web link and these were submitted instantly. The implementation of DocuWare also allowed AVANCE to automate the task of tracking and matching ongoing purchase orders with the corresponding grants. A script was used to tally up outstanding purchases and produce a report, providing real-time data on the remaining available balance of the grants. The report also showed which vendors had been paid and which were still pending.

Impact #1	Digitizing the purchasing process sped up approvals and reduced manual data input, saving time.
Impact #2	Automation provided real-time data on outstanding purchases and the remaining balance of the grants.
Impact #3	The digital system allowed for better tracking of which vendors had been paid and which were still pending.

Impact #1

Digitizing the purchasing process sped up approvals and reduced manual data input, saving time.

Impact #2

Automation provided real-time data on outstanding purchases and the remaining balance of the grants.

Impact #3

The digital system allowed for better tracking of which vendors had been paid and which were still pending.

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Overview

AVANCE Digitizes Purchase Orders and Funds Tracking

Operational Impact