This article outlines Stampli's unique "Hidden Dots" methodology for implementing our Procurement module, which ensures a smooth and successful setup of your procure-to-pay workflow.
Why it's important
Business context and goals
Implementing a procurement solution can be complex, involving multiple departments and stakeholders across your organization. Our implementation methodology helps organize this process into manageable steps, eliminating these gaps to create a truly unified experience.
The name "Hidden Dots" reflects our philosophy: we uncover and reveal the often-overlooked connections between different parts of your procurement process that traditional implementations miss. This approach helps:
Create efficient workflows that reflect your organization's unique processes
Properly configure approval paths for requests, purchase orders, and service tickets
Set up user roles and permissions for the right level of access
Ensure seamless integration with your existing AP processes
Enable company-wide adoption through proper setup and training
The result is a complete procure-to-pay system that provides greater visibility, control, and efficiency across your purchasing process.
Who should be involved
A successful implementation typically requires participation from:
Executive sponsor: Provides strategic guidance, removes roadblocks, and approves major decisions
Project coordinator: Oversees the implementation, coordinates with stakeholders, and ensures project milestones are met
Process owners: Subject matter experts who understand how specific request types are handled and can make decisions about how these processes should work in Stampli
How it works
Implementation overview
Our implementation process typically spans 4-6 weeks, depending on your organization's needs and availability. It follows these key phases:
Kickoff: Introduction to the implementation process and identification of key stakeholders
Process discovery: Detailed exploration of your current request and procurement processes, with special focus on identifying hidden connections
Configuration planning: Designing how request types, approval workflows, and user roles will be set up
System configuration: Setting up the system according to the agreed-upon design
Testing and validation: Ensuring everything works as expected
Training and launch preparation: Preparing users for the new system
Key capabilities you'll implement
During implementation, we'll help you set up:
Request types: Customizable request forms for different purchasing needs (office supplies, IT hardware, software licenses, travel, services, etc.)
Approval workflows: Dynamic or fixed approval paths based on request characteristics
Tray configuration: Organizing procurement tasks to ensure proper routing and handling
Budgeting: Setting up budget tracking and controls (if applicable)
User roles and permissions: Establishing who can request, approve, and manage procurement activities
Preferred items list: Creating lists of recommended items for requesters to select from
Step-by-step implementation
Getting started: Kickoff (Week 1)
Prerequisites:
Identify your executive sponsor and project coordinator before the kickoff meeting
Collect any existing procurement policies or forms you currently use
Step 1: Attend the kickoff meeting
Review implementation timeline and expectations
Identify key stakeholders who should be involved
Schedule subsequent implementation sessions
Step 2: Start mapping your procurement landscape
Identify which request types are relevant to your organization
Note who handles each type of request in your current process
Document any specific approval requirements or policies
Process discovery (Weeks 1-2)
Step 1: Participate in discovery sessions
For each request type (office supplies, IT equipment, software, travel, etc.), we'll explore:
Who initiates these requests
Who approves them
Who fulfills them
What information is needed to process them
Current pain points in the process
Step 2: Provide relevant documentation
Share any current request forms
Provide existing policies for each request type
Share any approval matrices currently in use
Step 3: Identify fulfillment processes
Detail how requests become outcomes (POs, credit cards, service tickets)
Map who is responsible for each step in the process
Configuration planning (Week 3)
Step 1: Define request types
Confirm which standard request types you'll use
Identify any custom request types needed
Define fields and layouts for each request form
Step 2: Plan approval workflows
Decide between fixed and dynamic approval workflows
Map approval rules for each request type
Configure any approval hierarchies needed
Step 3: Design tray configuration
Define how requests should be routed to procurement specialists
Set up tray assignments based on request characteristics
System configuration (Week 3-4)
Step 1: Configure user properties
Upload org hierarchy (if applicable)
Set up any custom user properties needed for approvals or routing
Step 2: Set up budgets (if applicable)
Define budget dimensions and structure
Configure how budgets integrate with the approval process
Step 3: Configure request types
Create and customize all request forms
Set up preferred items lists for applicable request types
Step 4: Set up approval workflows
Configure approver determination rules
Test approval paths for various scenarios
Testing and validation (Week 5)
Step 1: Conduct scenario testing
Test each request type through its entire lifecycle
Verify approvals route correctly
Confirm outcomes (POs, service tickets, cards) are created properly
Step 2: Make adjustments
Fine-tune configurations based on testing results
Address any issues discovered during testing
Training and launch preparation (Week 6)
Step 1: Prepare training materials
Customize training for different user roles
Create guidelines for requesters
Step 2: Conduct training sessions
Train procurement specialists first
Train approvers and request initiators
Step 3: Plan the go-live
Determine launch date and communication plan
Prepare for post-launch support
Tips and best practices
Start with standard configurations: Use Stampli's default request types and approval flows as a starting point, then customize as needed
Think about user experience: Keep request forms simple for employees who will only use the system occasionally
Document your decisions: Keep track of configuration decisions and rationales for future reference
Phase your implementation: Consider launching with critical request types first, then adding others
Leverage tray assignments strategically: Use them to route requests to the right people without overburdening specific team members
Use preferred items: For commonly requested goods, set up preferred items to streamline the request process
Common questions
How many request types should we set up?
Start with the default types that match your needs. You can always add more later. Focus on getting the most common request types properly configured first.
Can we have different approval rules for different departments?
Yes. Approval workflows can be configured based on numerous factors including department, request amount, subsidiary, and other criteria.
How do we handle situations where some people can bypass the request process?
You can configure certain procurement specialists with permissions to create outcomes (POs, cards, etc.) directly without a formal request, which is useful for regular buyers.
Can we limit which employees can see specific request types?
While all request types are visible to users by default, you can use approval workflows to ensure requests are properly routed and handled according to your policies.
How do we handle different fulfillment processes in different locations?
The tray configuration allows you to route requests to different teams based on location, ensuring that requests are handled by the appropriate regional team.
Related articles
Understanding user roles in Stampli Procurement
Setting up approval workflows
Configuring request types and forms
Managing procurement trays
Budget setup and management
Contact support
If you have questions during your implementation, please reach out to your implementation specialist or contact Stampli Support at support@stampli.com.