Gives us a single sourcing solution which helps to reduce redundancy
What is our primary use case?
There are two university systems within our state. In the two systems together, we have a total of 35 campuses. We use GEP SMART as more of an upstream, front-end procurement software. We don't have a full P2P installed. We only use it to facilitate requests for quotes, requests for proposals, and requests for information. When the sourcing event is done, we leverage the GEP SMART contract module to store fully-executed contracts. We also leverage the supplier management module, but that is only to facilitate sourcing events. We don't use it as a full supply-relationship management tool. We do… more »
Pros and Cons
"The biggest selling point for us was having the contracts repository centralized for both systems. People are able to search for a contract. Typically, before they go out to bid or engage with a supplier, procurement folks come into GEP SMART and they search for a contract and check to see if there is an existing contract in place."
"There are no mechanisms for them to check up on how they refresh their data. So oftentimes, when we go into the tool and we don't see something, we alert them and they say, "Oh, the data hasn't been refreshed, so we'll go ahead and refresh it," and then what we're looking for pops up. We should not have to be the ones to tell them they need to refresh. There should be a mechanism in place for that."
What other advice do I have?
Make sure you test every element of it and make sure any problems are fixed. We communicate with some of GEP's current clients and they don't do enough testing. After they implement it they start discovering things. So do a full testing and full vetting before you roll it out. Technology-wise, I would give GEP SMART 6.5 out of 10. But the people we work with there are awesome. They understand that they're behind on certain things. They pick those things up and, because they're still a little bit small, they're a nimble organization and are able to quickly mobilize their team and fix things or…