YDUQS Case Study: Buy Fast and Secure with CH Master Data | Astrein
YDUQS's mission is to promote a qualitative leap forward in higher education in Brazil. With a strong embrace of digital culture and the development of methodologies and content that reflect the challenges and needs of our time, YDUQS offers quality higher education to people of all social classes, throughout the country, and throughout their adult lives.
The organization is structured into business divisions focused on in-person learning, digital education (formerly known as distance learning), premium courses, and Lifelong Learning, as well as a digital content unit, which places YDUQS at the forefront of research, development, and knowledge production for courses. A multidisciplinary corporate team, which encompasses, among other activities, Finance, Marketing, IT, and People & Management, completes our internal ecosystem.
YDUQS is already one of the largest higher education players in Brazil, with approximately 750,000 students, and one of the fastest-growing organizations in the country, through the expansion of its educational brands and the acquisition of new institutions. This creates an incredibly dynamic internal environment, driven by innovation, and where opportunities arise – especially for those who dare to think disruptively and who want to make their mark on the world through education.
Challenge: Structure and accelerate the Material and Service Registration
CH Master Data | Astrein was hired to clean up YDUQS's materials and services registry due to the need to improve purchasing and accounting processes, which were part of a larger overhaul called the "Req2Pay Project," which aimed to optimize processes from purchase requisitions to payment for items in SAP.
The challenge presented to CH Master Data | Astrein was to standardize and structure the registration center integrated with SAP in less than 3 months.
The situation of most of the descriptions of the items in the database was deficient, presenting many generic and partial items, without a standard and requiring review of the tax classification and accounting.
Thus, through planning meetings between the project team, made up of professionals from YDUQS, Accenture and CH Master Data | Astrein, we created the strategy composed of 3 work fronts, namely:
Cleansing and standardizing the descriptions of approximately 15,000 inventory items that were moved in the last 12 months.
For direct debit items, it was decided to purchase approximately 10,000 standardized items from the CH Master Data | Astrein Catalog, with technical descriptions, NCM and UNSPSC categorization.
Structuring of the Registration Center and governance services for registering new items.
Innovation with speed: intelligence applied to registration
Speed and quality were crucial to the project's success. After standardizing the essential elements, we established a registration center to complement and create items with a request response time of up to 8 hours (Normal SLA), the fastest on the market. We trained and qualified those involved in registrations to operate the platform and then enabled the center.
An interesting improvement to highlight was the creation of an automated correlation, which determines the assessment class and cost center according to the UNSPSC category of the items, reducing classification errors and reducing the workload of the center itself.
Maria Virginia, project coordinator and working at the Center of Excellence of the YDUQS Supply Department, was the focal point and key to connecting the teams according to the activities planned in the schedule and ensuring the necessary decisions were made to meet deadlines.
Main Benefits
Faster quotations and approval of new suppliers
More accurate accounting entries
Greater control of expenses by category
Reduction of systemic inconsistencies
Simplified and easy to maintain catalog
Transform your processes with CH Master Data | Astrein:
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