Academic Institution
The academy, recognized as one of the largest and most prestigious private educational institutions in Kenya, faced significant challenges in its procurement processes, particularly in the area of quote sourcing and supplier management. As the institution grew in scale, its existing procurement system struggled to keep up with the volume and complexity of managing supplier interactions, evaluating tenders, and ensuring competitive pricing. To overcome these challenges, the academy decided to upgrade to SAGE X3 for their financial management and pair it with Wemasoft E-Procurement, aiming to streamline and automate their procurement workflows.
The institution needed a solution that could address inefficiencies in obtaining quotes, evaluating supplier eligibility, and managing tender processes. With Wemasoft E-Procurement, they were able to introduce automation at key stages of procurement, from issuing Requests for Quotations (RFQs) to evaluating bids and prices, significantly reducing delays and manual work. The solution also allowed the procurement team to manage the entire supplier interaction digitally, ensuring transparency, accountability, and a quicker turnaround time in sourcing the right suppliers.
The challenges before Wemasoft were:
- Inefficiencies in quote sourcing and supplier management
- Manual tender evaluation and selection processes
- Delays in obtaining competitive bids and completing procurement cycles
Client Requirements
- Automation of the Request for Quotation (RFQ) process
- Simplification of supplier bid submissions
- Automated evaluation for supplier eligibility
- Streamlined tender and price evaluation
- Efficient generation of tender evaluation reports
Key Takeaway
After implementing Wemasoft E-Procurement:
- RFQs Automated: Request for Quotations (RFQs) were fully automated.
- Supplier Participation: Suppliers now respond with quotes and bids directly through the system.
- Eligibility Evaluation: Automated processes ensure only eligible suppliers are considered.
- Automated Tender & Price Evaluation: The bid committee evaluates tenders and prices automatically.
- Reporting: Tender evaluation reports are generated seamlessly.