Strategy & Change Management Roadmap

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PURCHASE & PAYMENT SIMPLIFICATION PROGRAM

THE CHALLENGE

Simplifying UBC’s Purchasing and Payment processes was one of the most important initiatives in the University’s commitment to reduce bureaucracy. This strategic initiative also reflected a commitment to Simplification, Sustainability, and Alignment to Policy; Accountability and Control; and Focus on People. UBC processes 100,000+ travel, expense, purchase card and professional development transactions requiring significant time and effort by faculty and staff.

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THE SOLUTION

B Engaged worked with the leadership team at UBC’s Purchasing and Procurement Services to manage this major change impacting over 15,000 faculty and staff. The multi-year project was focused on several key initiatives including:

  • Consolidation to one payment method replacing 3 credit cards and cash advances
  • Launch of a new Online Payment Tool is integrated with UBC’s financial management system (FMS) to improve oversight, data and controls and replace multiple paper forms
  • Introduction of a single online form for payments and reconciliation and paperless approvals
  • Increased accountability and control with improved oversight

UBC VISA Card

THE RESULTS

B Engaged planned and executed the entirety of the Purchase and Payment Simplification Program Change Management Plan to reduce the bureaucracy associated with the procurement and payment of goods, services and travel.

  • Developed comprehensive Change Management and Communications Plans for one of the most important technology deployments at UBC impacting 15,000 stakeholders
  • Created an innovative Readiness Program, targeting faculty and staff at two campuses and clinical locations using video clips to reach geographically dispersed staff and a 30 Minute Challenge to explain the changes relative to each audience
  • Initiated extensive outreach and engagement activities to faculties and departments to socialize the redesigned business processes, new UBCVISA Card and PeopleSoft payment tool
  • Devised and facilitated an internal Bootcamp over a 2 day period for all PPS staff impacted by the changes
  • Authored 100 purchasing and payment procedures to improve accountability and adherence to university travel and expense procedures
  • Prepared online and print collateral with messaging tailored to specific stakeholder audiences, staged over an 18 period, introducing project branding
  • Developed training framework to address diverse stakeholder’s learning styles