The purchasing department of a large engineering company is managed by a purchasing manager, who in the company hierarchy falls directly under the CEO. In the purchasing department, buyers are divided into several groups according to the commodities they provide. Purchase requests are assigned to them by an ERP system (information system for enterprise resource planning), which can distinguish which buyer the request belongs to according to the set key.

Client's situation

In this example, our client has a really extensive purchasing department, and groups related commodities under their senior buyers. These buyers are responsible (among other things) for passing on up-to-date purchase information to their supervisor. Their range of products includes thousands of items. The problem with such large companies is that they suffer from poor or insufficient communication between managers about the performance of individual employees in the entire department. This was one of the reasons why our client was unable to keep track of the status of tasks that were constantly piling up.

How did ApuTime solve this case?

  1. The key was to review the processes first.
  2. After mapping the processes, the buyers lknew what specific steps (sub-tasks) they had to take in order to meet the requirement to secure the material within the set deadline. This also ensured that the delivery of goods from the supplier was always in accordance with the confirmed contract.
  3. Internal processes were controlled by the ApuTime application, so senior buyers and managers had an online overview of the current status of the contract, whether material was provided for production purposes (or replenishment of insurance stock for warehouses), and whether tasks were performed by subordinate staff.
  4. If a change in the plan happened for any reason, the application evaluated the change immediately rescheduled the tasks in the process. It automatically changed the schedule for employees so they could see what changes had been made, and this information was also available to managers.
  5. Managers now had reports available 24 hours a day in the application. They knew how each process was being implemented and its individual status, which activities were delaying project deadlines, which departments and employees were having difficulty, and above all what steps needed to be taken at any given time to ensure completion of a task.

ApuTime is fast becoming one of the most user-friendly and efficient tools for managing contracts and projects. We also managed to reduce the stress of managers, which was related to the lack of up-to-date information and difficulty in their decision making when setting priorities/sequence of steps. The managers are now confident about their processes which are handled by mathematical models and state of the art AI. The application is also beneficial from the position of the executives themselves, who are able to focus on their own work.



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“Thanks to ApuTime, our net incomes are growing steadily and we also have time and space dedicated to our relations with partners and personal growth.”
Martin Planka
CEO of SOLARplan

Let’s have a look at ApuTime in practice

Starting with process mapping, using Gantt.AI™ to process management and immediate response to changes.

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