Reshaping procurement practices through technology

In today’s evolving business environment, procurement is no longer merely a cost-cutting function—it has become a strategic driver of efficiency, sustainability, and innovation. Businesses are leveraging technology to reshape procurement processes, reduce operational inefficiencies, and respond to emerging challenges.

The procurement function’s transformation is driven by several key trends. Digital transformation, marked by the adoption of AI, machine learning, and blockchain, is streamlining operations and enhancing decision-making. Simultaneously, there is a growing emphasis on sustainability and ethical procurement, driven by regulatory requirements and consumer expectations.

Data analytics is being harnessed for strategic insights, risk management, and cost optimisation. Additionally, a shift towards building strategic partnerships with suppliers is fostering innovation and mutual growth. Alongside these developments, there is an increased focus on identifying and mitigating supply chain risks, ranging from economic and geopolitical issues to environmental factors.

Impact of Technology on Procurement

At Absa Bank, one of the most significant impacts of technology has been the reduction in process timeframes. Digital platforms have streamlined workflows, reduced manual processes, and enabled real-time data access. This has accelerated tasks such as sourcing, approval cycles, and contract management, resulting in faster decision-making and shorter procurement cycles. For instance, the implementation of the Bank’s digital procurement platform has reduced its purchase order processing time by 50%.

Despite these technological benefits, businesses around the world still face several challenges in their procurement processes. Managing risks related to supplier reliability, compliance, and geopolitical issues remains a major concern. Ensuring accurate and integrated data across multiple systems and platforms continues to be a challenge, as does balancing cost savings with quality and service expectations. The adoption of new technologies and processes, while minimising disruption, requires careful planning and execution. Additionally, navigating complex and evolving regulatory environments demands constant attention.

Absa has tackled these challenges head-on by implementing analytics tools to better manage supplier risks and enhance data integration efforts. Its focus on strategic sourcing has helped optimise costs without compromising quality. Moreover, it has developed a comprehensive change management programme to ensure the smooth adoption of new technologies.

Absa’s decision to adopt Coupa, a leading procurement technology platform, was driven by several key factors. The Bank sought to streamline its procurement processes, reduce operational inefficiencies, and gain improved insights into spending patterns, supplier performance, and overall procurement activities. It required a scalable solution that could adapt to its evolving business needs and support growth, with seamless integration with existing systems. A user-friendly platform to enhance the overall procurement experience for its team was also crucial.

These goals align closely with Absa’s strategic objectives of improving operational efficiency to drive cost savings, enhancing data analytics capabilities for informed decision-making, strengthening supplier relationships through better collaboration tools, and ensuring strict compliance with regulatory and internal policies.

Absa’s new digital platform is reshaping its supplier relationships in several ways. Improved communication channels and more transparent processes are encouraging stronger partnerships. Simplified processes for tenders, contract awards, order processing, and payments are leading to more efficient interactions. Suppliers now have better insight into procurement activities, performance metrics, and payment status. Effective tracking also enables the Bank to manage supplier performance strategically, driving mutual growth.

The Importance of Change Management in Tech Adoption

Digital procurement solutions offer significant competitive advantages in today’s economic climate. They increase efficiency by automating repetitive tasks, reduce cycle times, and cut operational costs. They provide enhanced visibility with real-time insights into procurement activities, supplier performance, and spend data analytics, driving better decision-making. Advanced analytics help in identifying and mitigating potential risks, while more agile procurement strategies can quickly adapt to market changes and opportunities. Enhanced data allows for better supplier selection, negotiation, and overall spend optimisation.

Implementing new technologies is as much about managing change as it is about the technology itself.

“At Absa, we have found that clear communication about the benefits and impact of new technologies is crucial. We offer comprehensive training and support to ensure users are comfortable with the new systems, and we involve key stakeholders early in the process to gather feedback and address concerns. We have established robust support structures, including help desks and user manuals, to assist with the transition.”

Looking to the future, emerging technologies like IoT and 5G promise to further revolutionise procurement. Absa anticipates even more sophisticated data analytics, real-time tracking, and predictive maintenance becoming the norm. In Ghana, where mobile technology adoption is high, there are exciting opportunities for mobile-first procurement solutions. These could democratise access to advanced procurement tools, benefiting businesses of all sizes.

The digital transformation of procurement is not just about adopting new technologies—it is about reimagining how we create value. Embracing these technological advancements can drive efficiency, inspire innovation, and contribute more strategically to the success of our organisations.