2015: Systems savings

PURCO SA has saved more than a year of accumulated working time since it implemented new online technologies two and a half years ago.

The new systems included a content-managed website, online CRM and membership system, event management system and a supplier and contract management database.

The systems, developed by PURCO SA’s technology partner AssociationWorks, have enabled PURCO SA and its members and suppliers to reduce costs and improve efficiency in a time when higher education is under tremendous fiscal strain.

Processing Database Registrations

The website was implemented in mid-2012 and thousands of free database registrations by members and prospective suppliers have been processed online. 

In the past, registrations were logged manually from paper forms. PURCO SA staff had to decipher handwriting, resolve queries and capture the information in spreadsheets. They also had to respond to suppliers and members who phoned, faxed or emailed to check that they were registered.

Now staff have no involvement at all, because users complete an online form that automatically adds them to the database and emails them a copy of their details. If a user has made an error they can correct their information online. 

Staff can easily search for, identify and contact registered users who meet a vast range of criteria such as employer, location, company type, BEE level, products sold, services offered, or years in business. They can also instantly collate and export the data into spreadsheets for detailed analysis.

Processing RFPs and Tender Payments

Since PURCO SA started managing tenders on its website, almost a thousand transactions have been processed. 

Previously the PURCO SA contact lists was hosted in a multitude of Outlook folders and spreadsheets on each staff member’s computer, leading to duplication and lack of synchronisation. 

Potential suppliers for each tender were extracted from these contact lists, the data was manually merged and cleaned, and tender invitations were emailed in batches using Outlook. 

There was no automated management of email bounces or opt-out requests, making the organisation susceptible to blacklisting by anti-spam filters. 

Suppliers paid tender fees into the PURCO SA bank account and sent proof of payment to the National Office with a request for the documents. Payments were manually reconciled against the bank statement, and tender documents were individually emailed to each supplier. 

Now, tender documents are uploaded onto the website and personalised invitations to tender are bulk emailed using the system’s advanced email engine. Each email is logged so there is an audit trail of who was sent, received and opened messages. Bounces and opt-outs are automatically updated. 

Suppliers are able to view current tenders on the website, pay tender fees online and immediately download the documents, so no PURCO SA staff is involved. The website automatically removes tenders after the purchase deadline.

Proof of payment is automatically emailed to the payer and to PURCO SA, forming an electronic paper trail that, together with the email mailing report, is appended to each tender file. 

Processing Event and Conference Bookings

Since its implementation, three conferences have been managed using the PURCO SA online booking system, and more than a thousand delegate and exhibitor registrations processed. 

Previously, conference invitations were collated from multiple spreadsheets and Outlook contact lists. Often information from prior conferences had to be requested from the regional committee or was simply not available, meaning potential delegates remained unaware of the invitation. 

Members and exhibitors submitted paper registration forms and the manually captured data was distributed to booking and accounts staff, conference committees and organisers.  

As many different people worked on the spreadsheets the data quickly became incompatible and error ridden. There was also no central updating of data as it was received from members and suppliers so people ended up with different information about the same people. 

With the new technology, all conference information is easily published and updated on the website. Personalised invitations and updates are emailed from the system using existing, up to date member and supplier information. 

Now members and suppliers book online. The system automatically updates their database records and triggers  email confirmations to attendees,  the event committee, organiser and accounts department. 

Up-to-the-minute registration data can be viewed on the website or downloaded at any time. Hotel rooming lists, delegate badges and attendance lists can be generated from the system, which keeps a full electronic history of every booking for future reporting or reference. 

Providing secure access to contract information

The PURCO SA Contract System automates the collation and management of contract information, reports, updated pricing lists and expiry dates. Members are allocated secure access to supplier and contract details and can view and download contract documentation relating to their institution. 

New developments

In the next year the PURCO SA website and systems will be updated. In addition to a revamped design the system will include new functionality such as the auto-generation on conference and tender invoices, and the ability for suppliers and members to manage their own company data online.    n