How Proactis helped
Bright Horizons selected Proactis to enable purchase orders to be placed more efficiently and to manage the whole invoice process. Proactis Purchase-to-Pay, Invoice Capture and Marketplace are now used across the 320 nurseries, including integration with its Peoplesoft finance system.
“Due to the scale of the project, this represented a huge change transformation for our business. So, along with an outstanding Project Manager, we had representatives from every department, including finance, operations, procurement, marketing, IT, with the aim of achieving buy-in from all the key stakeholders.” This proved a masterstroke as when the system went live, 98% of users accessed the system in the first two weeks, with 11,000 orders raised across 15 spend categories in the first six weeks. “Subsequently, we received 12,000 invoices, and 60% of them were processed without any intervention required by the AP team. Additionally, nurseries were able to place orders, from pre-approved suppliers, from one system.”
Bright Horizons is subject to SOX controls and Proactis was also able to work with the team to implement processes and specific reports in order to adhere to these controls. “We have the ability to remove products within minutes if required.”
When COVID-19 hit, Bright Horizons closed a significant volume of its business and operated a hub set of nurseries. As part of this, the organisation wanted to ensure that these nurseries didn’t have to order anything themselves. “It was tough,” continued Jen, “but we decided to move our procurement centrally, so our Procurement team ordered every piece of food, PPE, hygiene products, and consumables - anything that they needed. The Proactis system allowed us to do this and move very quickly. As we moved back into reopening our business, we found that the system again supported us in ensuring that all of the nurseries had everything they needed to function.”