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Diversified Group Digitizes Operations, Realizing Rapid Efficiencies & $2.9M in Projected Value

A group of 10 companies with operations across construction, manufacturing, tourism and business services.

$2.9M+
in annual projected value
Up to 94%
reduction in manual workflow hours

Context

Our client was weighed down by siloed manual processes across functions from invoice approvals, inventory management, and reporting to procurement, and pricing. They wanted to modernize operations, centralize data, and eliminate manual redundancies across their business units to unlock group value.

Discovery

Through a group wide assessment and collaborative project workshops, the following pain points and inefficiencies were identified:

  • Manual Data Handling: Business critical data (invoices, budgets, inventory, customer information) was fragmented across spreadsheets and emails resulting in excessive manual work gathering, reconciling, and compiling reports using inconsistent data
  • Financial Reporting: The financial picture was incomplete and there were frequent reporting errors impacting insights
  • Approval Bottlenecks: Paper/manual approvals of invoices and purchases delayed material workflows and impacted financial accuracy
  • Decentralized Procurement: Each company managed vendors independently, leading to inconsistent pricing and missed savings opportunities.
  • Limited Visibility: Lack of real-time dashboards/analytics created blind spots for management and owners to identify risks and take advantage of opportunities.
  • Inconsistent Roles and Governance: Ambiguity across responsibilities created confusion and resulted in delayed execution.

Our Approach for Implementation of Solutions

Our client adopted a phased, collaborative roadmap to standardize, digitize, and centralize key processes, focusing on internal adoption and value realization. This roadmap included:

  • Comprehensive Current State Assessment: By mapping all critical processes, they identified operational pain points and gathered data to pinpoint inefficiencies and prioritize opportunities for digitization.
  • Digital Solutions and Automation: Power BI Dashboards and Microsoft Apps were built and rolled out to centralize data, automate invoice and inventory workflows, and implement barcode-enabled stock controls.
  • Process Standardization and Documentation: Standardized operating procedures (SOPs) and macro-enabled Excel tools were developed to streamline financial controls, reporting, and project management group wide.
  • Centralized Procurement and Vendor Management: A procurement portal was created to consolidate vendor relationships across the group, introducing data-driven negotiation strategies to optimize spend and supplier engagement.
  • Change Management and Value Tracking: Targeted training was delivered to clarify roles and accountabilities. The adoption of new processes involved with regular check-ins and dashboards to ensure visibility, consistency and measurement to realize benefits and drive a continuous improvement culture

Value Created

  • $2.9M in Annualized Value: This figure represents the cumulative, annualized benefits projected from all implemented and in-progress improvement initiatives across the group. These benefits are based on business cases validated and tracked by their management team:
  • Labor Savings: Automation of manual reporting, invoice approvals, and financial close processes, resulting in a 94% reduction in manual related processing hours.
  • Procurement Efficiencies and Cost Reduction: Centralization and standardization of vendor management and contract negotiation across companies.
  • Working Capital Improvements: Process and reporting optimization in inventory management freed up excess stock, unlocking more than $600,000 in one-time working capital.
  • Improved Business Insights and Error Reduction: Power BI dashboards and real-time data visibility now support faster, better decision making, translating to further productivity, profit, and reduced financial risk.

These solutions were implemented in Phases starting with immediate wins in Enhanced Data Visualizations, Invoice Tracking and Inventory Management, followed by core projects in Phases 2 and 3 focusing on Vendor Management and Pricing Controls.

This slide demonstrates the business case validated by the client fo projected gains from the digitization initiative.

The Poirier Group | Diversified Group Digitizes Operations, Realizing Rapid Efficiencies & $2.9M in Projected Value

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