What to Expect During Procurement System Updates

Updating a procurement system can feel like a major lift, especially for manufacturers with tight timelines and limited resources. But skipping this step or putting it off too long often leads to delays, workarounds, and hidden costs. A modern procurement system does more than just replace paperwork or fix old technology. It better connects your team, streamlines buying, and helps make smarter decisions across departments.

Still, the process comes with its ups and downs. Things may move slower during the switchover, some people might get frustrated with new tools, and if there’s no plan, things can easily fall off track. Knowing what to expect makes the whole process smoother. Whether you're starting from scratch or just upgrading parts of your existing setup, getting ahead of the problems before they show up saves a lot of time and stress.

Preparing For The Update

Before jumping into new software or tools, it's important to figure out what you're working with. Start by reviewing your current system. Look at how orders are placed, tracked, and managed. What are the most common complaints from your team? Where does the process slow down? Maybe approvals get stuck, or maybe vendors don’t get paid on time. Identifying pain points sets a direction for improvement.

Once you’ve pinpointed what doesn’t work, shift to asking what you want from a better system. It might help to focus on:

- Faster and easier ordering

- Better tracking of supply delays

- Fewer mistakes in invoices or records

- Stronger vendor communication

Having clear goals saves time during selection and setup. It also helps outside partners or consultants understand what tools you really need and what can wait for later.

Next up is setting a realistic schedule. Updates don’t happen overnight. Even small changes can throw off day-to-day operations if people aren’t ready. Instead of forcing a quick fix, aim for a timeline that includes:

1. Auditing your current workflows

2. Picking new tools or vendors where needed

3. Testing new systems with a small team

4. Training every person who will use it

5. Going live in stages, not all at once

One manufacturer we worked with had already rolled out a new procurement tool but forgot to update their inventory checks. It led to double orders and missed shipments. After a fix and better planning, they eased into updates with more structure. That adjustment helped all departments feel more prepared.

Being able to spot gaps early gives teams time to adjust without rushing toward a deadline. While it takes effort upfront, a clear plan prevents phone calls, panic emails, and patchwork fixes later.

Implementation Steps

Rolling out a procurement system update involves a lot of moving parts, and the smoother the plan, the easier things go. The most key areas during this stage are data, training, and communication.

Data migration can make or break the whole process. This step means moving all your existing information like vendor records, purchase orders, and contract details into the new system. If the data is messy or incomplete, that confusion gets carried over. Before moving anything, clean out outdated records or duplicates. Accuracy makes life easier for everyone on launch day.

Training is often overlooked, but it’s where most hiccups happen. Don’t expect people to use new systems right away without help. Give your team time to learn. Provide short, hands-on training and create quick guides for their day-to-day tasks. Make sure managers understand how to help their staff troubleshoot small things so IT doesn’t get swamped.

Strong communication is what ties it all together. Let everyone know what’s changing, when it's happening, and why it's happening. Keep updates simple and frequent. If a vendor process is being paused for a few days during the rollover, flag it ahead of time. If a new tool needs passwords or software installs, don’t do it last minute.

Doing all of this step-by-step gives people time to adapt without being overwhelmed. A more thoughtful implementation leads to stronger results, fewer delays, and better use of the tools you’re investing in.

Managing Challenges

No matter how well it's planned, a procurement system update comes with its hiccups. Things don’t always go as expected, and being ready to deal with trouble spots helps minimize frustration for everyone involved.

The most common problems show up when technology doesn’t behave the way people thought it would. Glitches in new software, missing vendor data, or trouble accessing dashboards can slow everything down. It's helpful to plan for a short adjustment period. Leave extra time during rollout week to handle unexpected issues instead of scrambling to fix them while trying to hit regular deadlines.

It’s also pretty normal for staff to push back, especially if they feel like changes are being forced on them. Some may fear new systems will slow them down or replace their current role. Easing them in with step-by-step instructions and showing how the new system makes their job easier goes a long way. Host small team discussions, ask for their feedback, and be open about why the change matters. People are less resistant when they feel included.

Downtime is another big concern. Even short breaks in procurement flow can delay production or shipments. To keep things steady, have a backup plan ready. For example:

- Keep a printed copy of active purchase orders on hand for a few days

- Let suppliers know ahead of time that you’re going through an update

- Build in buffer days for major orders in case processing takes longer

- Make sure at least one person on each team can troubleshoot the new system

One company we worked with skipped training for their warehouse team because they didn’t think it would affect them. Once the system went live, the staff couldn’t process incoming stock because they didn’t have access to the new portal. Fixing that small error ended up taking more time than the entire training would have. Planning across departments helps avoid mistakes like this.

Post-Update Best Practices

Getting through the setup phase feels like a win, but keeping things running after the update is what really drives better results. Post-implementation is where your new procurement system has a chance to shine, but it needs guidance.

First, checkups matter. Think of them like oil changes for your system. Regular reviews help catch missing vendor files, invoice errors, or reports that stopped syncing properly. Even well-built systems can get off track if no one’s looking. Whether it’s once a month or quarterly, set aside time to go through the software and make sure it’s working like it’s supposed to.

Next, don’t relax when it comes to training. Turnover is normal and people forget things. Keeping a list of updated procedures handy and doing quick refreshers during team meetings helps your staff stay sharp. If features were skipped during initial training, consider doing short tutorials or lunch-and-learns. People are more likely to use new tools if they feel comfortable with them.

It’s also a good time to explore everything your system can do. Some platforms have built-in features that go beyond ordering and payments. Maybe there's a report that shows vendor performance over time, or an alert that flags contract renewals. Spend some time learning about these extras so you can put them to work. If you're not sure what your system includes, ask whoever helped you finalize the setup.

Keeping the Value Growing After Launch

Once a procurement system is in place and working, it becomes easy to forget how much effort it took to get there. But keeping the benefits long term means staying involved. Without regular attention, old habits like out-of-system purchases or delayed order approvals start to sneak back in.

Think of your update as a foundation for long-term improvements. It’s a chance to keep reducing waste, tightening spending, and making better decisions about who you buy from and how often. Don’t treat the update as a final step. Use it as a reason to keep checking your process, tuning it up, and building something that works for every part of your business.

If your system still doesn’t feel like it’s doing what it should, or if you feel stuck, you don’t have to figure everything out alone. Complex updates, stuck workflows, and ongoing inefficiencies are exactly the kinds of things outside partners can help clean up. Whether you need help unpacking old habits or want guidance on using the system to its full potential, there’s no reason to wait for problems to stack up before asking for support.

If your procurement process could use more structure and less stress, Flambeau Consulting is here to help. Learn how our procurement transformation services can guide your team through upgrades that actually make work easier, not harder.