PairSoft Helps City of St. John’s Integrate Departments and Reduce Paper Use

The Client

St. John’s is the capital and largest city in Newfoundland and Labrador, in Eastern Canada. Located on the eastern tip of the Avalon Peninsula on the island of Newfoundland.

The Challenge

Separate Systems. Slow Communication.

The City of St. John’s was experiencing inefficiencies, such as separate systems, multiple data entry points, slow communications, and lack of controls. Departments had a lack in communication without easy access to correct or consistent information.

Requirements – Integration between departments. Accurate Information. Automated Process.

The City of St. John’s needed to implement a seamless solution that would integrate its business functions and departmental needs while engineering its business processes. They were also looking to access accurate information in a timely manner and establish an integration between departments, all while moving away from paper-based processes. Automation of processes was key.

The Solution

PairSoft Requisition & Procurement integrated with Microsoft Dynamics GP

PairSoft addressed their issues by providing a single solution integrated with Dynamics GP for all users. The ease of requisition entry, approval and empowering users to have access to see the status of their requisitions throughout the entire process provided a very efficient and consistent process across the organization. Access to information and the ability to approve using PairSoft Mobile saved time and provided control over the purchasing process.

“PairSoft has been one of the most well received systems that we have upgraded to,” says Derek Coffey, Manager of Budget and Treasury. “The number of requests for assistance and/or technical help has been minimal and end user acceptance and transition period has been seamless.”

“The acceptance of PairSoft has been tremendous. Requisitions are easy to process, approve and subsequently inquire on,” says Coffey. Through the configurable interface, authorized users can easily maintain roles, routing rules, and approval limits. The ease of PairSoft lends itself to allowing non-IT personnel to resolve problems in a timely way. Because a lot of the front-end maintenance work is not completed by the IT department, they are able to focus more on other demands.

The Results

All relevant information in one place. Time saving. Data entry consistency.

“PairSoft’s Mobile module helps us to be even more efficient; we are able to have requisitions viewed, approved, and processed with our mobile phones and our iPads,” said Coffey. “Another huge improvement has been the ability of users to see the status of their requisitions, inquire on the approval stage, and if need be, recall and correct a requisition,” said Coffey.

Although the City of St. John’s leveraged their solution partner to implement PairSoft, Paramount Technologies has followed up directly with the City throughout the implementation process and after go-live as part of Paramount’s customer service. Coffey said, “As it relates to customer service and follow-up, Paramount Technologies has provided the level of service that the City of St. John’s has come to expect and many other vendors could learn from Paramount on how to maintain a business relationship.”

Measures of Success

The City of St. John’s now has:

• Automation of Processes
• Integration with ERP
• Stronger Controls
• Paperless Solution