Cambrian college

Business Challenge: Managing Capital Expenditure

Cambrian College is a college of applied arts and technology in Greater Sudbury, Ontario, Canada. Established in 1967, and funded by the province of Ontario, Cambrian has campuses in Sudbury, Espanola and Little Current.

Cambrian works in partnership with school boards, training institutes, universities, and other institutions - locally, nationally and internationally - in order to provide additional educational opportunities and to share expertise and resources.

Cambrian College required a requisition approval process to manage expenditure decisions. To do this they needed to be able to take their best practice templates, put them online, and have a streamlined execution process for both capital expenditure (capex) and operational expenditure (opex) approval processes.

P1 Connect was chosen to

  • Store the best practice templates
  • Deliver a streamlined workflow approval process
  • Integrate requisition submitting  and purchase order creation with Ross ERP

The streamlined process has a number of steps for approval: request creation, rejection, clarification and verification. The advantage of the streamlined process is that requests aren't able to proceed to a higher step before all of the review steps are completed. P1 moves the request automatically and creates a task to the appropriate assignee along with sending an email notification to them.

An automated system doesn’t mean that all work becomes automated. Cambrian staff can discuss, accept, decline, or reject tasks and requests. The communication thread for online discussion stimulates team collaboration, at the same time helping to reduce the number of emails and meetings necessary to get more detail in order for the decision to be taken. The additional benefits of the online process result in reduced paperwork and time saved on the process approval.

Role-based access to the data makes it possible to share the requisition information only with those who require it. Cambrian staff can see all of the capex and opex requests in the form of configurable lists that give staff an overall view of  investments, and the current status of each process. There is no need to make manual updates,  the system gets information from each task owner and keeps it in a single place.