The Importance of a Procurement Service Desk

Smart procurement requires a process and an effective means of capturing and understanding demand for procured goods and services. It also requires an easy and efficient way for end users to get what they need. A well-designed procurement Service Desk can help to accomplish both of these objectives, and should incorporate people, process and technology. Here are some components: 

People:

Communication Skills

The Service Desk is your front line, in many instances your first and primary point of contact with end-users. Many end-users have a natural preconception that working with procurement is of questionable value and is something to be avoided wherever possible. The Service Desk can be an effective tool to diffuse this impression, and staffing the desk with individuals that have strong customer orientation and excellent communication skills can go a long way toward changing this perception. The Service Desk staff should be efficient, knowledgeable and easy to understand. Furthermore, they should be able to effectively convey the value that is being provided by procurement – ease of use, budget friendliness and assured quality and delivery.

Judgment/Problem Solving

Help Desk personnel should be good problem solvers, able to accurately ascertain and confirm the end user’s need and to resolve that need efficiently and effectively. This requires an ability to resolve the majority of questions at a first pass, and to accurately forward the requester to the tool or team member that will most effectively meet his or her needs. 

Process:

Intake

The Service Desk intake process should comprise several channels – Web-based eForms, e-mail and voice – that can capture key information as painlessly as possible. The process should ensure documentation and time-tagging of each request in a case management or workflow tool that can capture relevant information and enable the request status to be tracked through completion and confirmation.

Triage

Because procurement help desk requests can range broadly from simple orders or questions to complex spend requirements requiring analysis, quoting, requirements definition, negotiation and contracting, the process should also include an efficient “triage” capability that can route requests to the appropriate resource or workflow to fulfill the requirement.

Follow-Up/Confirmation

One cannot understate the benefits of an effective follow-up/confirmation process. If the procurement help desk promptly informs requesters of the initial status and timeline to complete their requests and provides regular updates and visibility into the process, they will generally feel that they are receiving a high level of service and will perceive the procurement organization as responsive.

Resolution

Finally, the process should include documentation, categorization and tracking of how each request was resolved. This step will provide valuable data to enable the procurement organization to address service issues through adjustments to process, staffing, tools or offering, and will enable continuous service improvement over time.

Technology:

Web portal

The procurement Service Desk should be supported by a comprehensive web portal that provides information on how to buy, where to find catalogs, descriptions of procurement offerings and services, current information on procurement service level performance, and benefits achieved to the company. The portal should also include case examples and internal testimonials from satisfied users, underscoring key procurement value messages that go beyond cost savings and address quality, efficiency, reliability and risk mitigation.

eForms

To make procurement process as painless as possible, a link to an eForm should be provided. The eForm should be designed with simplicity in mind, requiring user input of only necessary information and capturing other information from available systems such as PeopleSoft where possible.

Case management or workflow tools

As discussed earlier, a case management or workflow tool can help track process times, identify bottlenecks in the process and ensure that relevant information is retained through completion of each request. These tools are highly effective in driving the effectiveness and responsiveness of a procurement process and ensuring user satisfaction with the experience.

Conclusion

A well-designed procurement help desk is a key enabler of effective procurement. By enabling efficiency, accuracy and retention of key information, an effective Service Desk strategy will drive procurement utilization, compliance and real-time spend visibility and improve procurement’s ability to forecast demand, adjust staffing and processes, improve sourcing and savings realization, and implement more effective strategic planning. While the service desk is only one part of an effective procurement organization, it is a great place to begin to build a successful procurement capability for your organization.

Does your procurement organization possess these capabilities? What other elements should a service desk include? What internal or third party strategies has your organization undertaken to implement similar capabilities?

Learn how GEP can help you improve procurement processes and streamline transactions managementfor your enterprise.