The university strives for an integral and best practice-based design of its generic business processes for HR & Payroll, Finance and Purchasing, with maximum digital support. Currently, these processes and associated applications are still too much organized in functional silos, while the user-friendliness of the current systems leaves much to be desired.

Green Rock Consulting was asked to guide and advise the university on the European tenders for the selection of a new cloud application and the implementation partner(s).

As part of the preparation, Green Rock Consulting provided substantive advice on the choice between a best-of-breed and a one-suite landscape. Based on the ICT strategy, scenarios with their advantages and disadvantages were developed. Parallel to this, in collaboration with the university, the functional and technical scope of the program was determined and a global, manageable plateau planning was drawn up. This was translated into a required program organization and a global business case. In addition, Green Rock Consulting actively contributed to the scope and strategy of the European tenders: will the tender be carried out including or excluding implementation, and which type of tender procedure is most suitable? Based on this, the (non-)functional and technical requirements, suitability requirements, award criteria, weightings and the assessment procedure were determined together with the university. A descriptive document was also drawn up and a market consultation was carried out.

The European tender for the selection of a new cloud application was completed first, followed by the tenders for the implementation partners within the three functional domains.

Parallel to this, various substantive issues and clean-up actions were carried out within HR & Payroll, Finance and Purchasing in preparation for the implementation.

The tenders were successfully completed, resulting in a contract with the selected cloud supplier and subsequent contracts with the selected implementation partners. Based on the award, the program organization and business case were further elaborated in detail.

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