Local Authority
SAP SRM User Interface
We redesigned the SAP SRM user interface to deliver a clean, intuitive shopping-experience that empowers casual users to create and manage procurement workflows with minimal training.
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users trained
What People Say
Matthew Middleton
IT Product Manager | West Sussex County Council
“Easy to work with, knowledgeable and engaging with good programme management skills. It’s been a pleasure to work with him on the finance projects that we have been involved in and would hope to be able to work with him again in the future.”
Challenge
A large local authority recognised that its process for raising purchase orders needed a rethink. Staff were emailing a central finance team with requests, which meant a small group of administrators were left handling thousands of orders on behalf of the whole organisation of 6000+ members of staff.
The system often led to backlogs, delays, and missed requests. In addition, it created unnecessary duplication. Staff spent time writing emails while administrators re-entered the same information into SAP. The council needed a way to make the process quicker, more transparent, and less reliant on manual effort.
Solution
The council needed a way to remove bottlenecks in its purchase order process while maintaining control and compliance. After reviewing the options, we recommended introducing SAP’s SRM User Interface (SRM UI). This solution was fully compatible with the council’s existing SAP ERP system, and it allowed for a move towards self-service ordering.
The idea was straightforward: instead of staff emailing requests to a central team and waiting for administrators to re-enter details, SRM UI would let frequent users raise their own purchase orders directly in the system. This would not only reduce reliance on the central finance team but also increase speed, accuracy, and transparency. To strike the right balance, we focused the rollout on around 300 regular PO raisers, supported by a network of trained super users. This way, the council could achieve significant efficiency gains without needing to train thousands of occasional users.
Implementation
Discovery and engagement
We began with stakeholder interviews and workshops to map the existing process, understand pain points, and agree the requirements for a new approach. This step also built early support and helped define what “success” would look like.
Solution selection
Working with IT and procurement, we confirmed SRM UI as the most appropriate solution given the SAP environment and completed the necessary procurement and licensing steps.
Configuration and testing
The system was configured to match council policies and approval flows, with only light customisation to simplify screens and reduce error risk. We created a test environment and ran pilot testing with a small user group to validate functionality and usability before a wider rollout.
Phased rollout
A pilot cohort was onboarded first, followed by a controlled expansion to the 300 regular users once testing proved successful. This approach minimised disruption and allowed issues to be resolved early.
Training and support
A comprehensive training programme was developed, including workshops, super-user training, step-by-step user guides, and short “how-to” videos. Drop-in sessions and roadshows were also organised to give staff hands-on support during the transition.
Change management and communications
We delivered a council-wide communications plan with regular updates on timelines, expectations, and benefits. Content was shared via the intranet, email briefings, and in-person sessions, ensuring everyone understood the shift and felt supported.
Project management and governance
A structured plan, risk and issue log, and regular stakeholder reporting kept the project on track. Close coordination between finance, IT, and departmental leads ensured the solution was delivered within the agreed nine-month timeframe.
Outcome
The SRM UI system went live within nine months and is still being successfully used years later. By moving away from an email-heavy, manual process, the council achieved a significant step change in efficiency. Purchase orders were raised faster, bottlenecks and backlogs disappeared, and the risk of lost or duplicated requests was eliminated.
For the finance team, the change meant freedom from repetitive administration, allowing them to focus on higher-value tasks rather than re-keying requests into SAP. For staff across the organisation, the new system brought greater transparency, consistency, and confidence in the process. While the interface itself was not without complexity, targeted training of around 300 regular users proved the right balance, ensuring the benefits were realised without overburdening the wider workforce. The project not only met but sustained its goals, embedding long-term efficiencies into day-to-day operations.