Applicable to the following Sastrify plans:


Legacy*EssentialsProPlatinum
**


* Legacy includes all plans signed prior to November 1, 2023 and labelled as "Starter", "Advanced", "Professional" or "Enterprise".

** The feature is available as an add-on.


Procurement Initiative is a feature that is part of the feature offering in Sastrify along with Workflows, designed to help streamline procurement processes and provide companies with ways to organize and initiate their SaaS procurement efforts for new purchases or renewals in a process-oriented way.


A Procurement Initiative is a feature that serves multiple purposes - to integrate and standardize the internal purchasing process in one place, to provide internal visibility within your team or organization on what initiatives are taking place, to enable better internal collaboration within your team, and to take advantage of savings opportunities by involving the Sastrify team for new purchases, renewals, and benchmarking opportunities.


IN THIS ARTICLE


Create a New Initiative


Procurement Initiatives can be accessed from the navigation bar by selecting Initiatives.


To create a New Initiative:

  1. Click the "New Initiative" button.
  2. Name the initiative.
  3. Select the type of initiative: Purchase (to purchase and implement a new tool) or Renewal (to renew an existing tool).
  4. Specify the assignee (note: this person will be the first approver in Stage 1, as defined by the workflow).
  5. Provide a description of the initiative.
  6. Select the tool to be purchased/renewed from the drop-down menu.
  7. In the vendor evaluation, add alternative vendors from the drop-down menu (if available). There is no limit on the number of tools you can add for review.
  8. Fill in the details: Budget, number of licenses, and payment frequency.
  9. Add collaborators. They can later collaborate on the initiative and edit requests or take actions.
  10. Set the due date.
  11. Add any supporting documentation (e.g., previous contract for renewal or initial quote for new purchase).
  12. Click Submit to complete the submission or Continue to the custom intake form (if defined as part of the workflow).
  13. After completing all custom fields, click Submit to complete the submission.
  14. (You can also save the submission as a draft.)





Please note that documents here uploaded when you first fill out the form will not be transferred to any subscription created as a result of the initiative.



Active Initiatives & History Tabs

Once created, the new initiative will be listed under the "Active Initiatives" tab on the main Initiative page. 


The tab lists all active initiatives that are in progress, in a tabular format, displaying all high-level information such as the requester, assignee, collaborators, as well as their status, progress, and due dates.


Alongside, the "Active Initiatives" tab, there is also another tab called "Initiatives History" tab that contains all of the past initiatives that have been closed and completed. 


Work with an Initiative

Each initiative will have its own detail page where all stakeholders and collaborators will work through the defined procurement stages and collaborate from the beginning to the end of an initiative as the process runs.


View this as a collaborative procurement workspace where everyone involved can come together to drive the buying or renewal process forward that consists of the following sections as parts of its anatomy:

  1. Timeline: These are the procurement stages defined in the workflow. Each stage has an assignee who is the person responsible for that stage. The number of the stages may vary depending on your workflow. 
  2. Initiative Details: Contains the details you previously filled in (see above) and anything that is set as part of the custom form.
  3. Tools (tools involved or reviewed): These are tools that are part of the assessment. You can assess one or multiple tools, add new tools, make edits, or upload documents at any moment
    • In this section you can involve Sastrify in your procurement initiative to perform support such as: taking over a negotiation, performing a custom price benchmarking, where in such case a procurement support request will be created and a Sastrify's IT Buyer will be assigned to your case.
  4. Actions: This is the section used to move the initiative along the different stages. 
  5. Activities: Allows all collaborators to communicate, post comments, and see all the paper trails of the initiatives, recording all the changes that have been made. 

Pro Tip: You can eliminate tools that do not meet requirements by using the Actions section.



When all approvals are complete and you have reached the end of the procurement and approval process, you will be asked to:

  • Renew Tool, if it is a renewal.
  • Activate Tool, if it is a new purchase.


This completes and closes the initiative and moves the selected tool to your tool stack. Any documents added to this tool during the initiative will be transferred and uploaded to the subscription's document repository, and the status will be set to Active.


Please note that the Initiatives feature is designed to be used to manage your internal procurement activities, either for requesting new tools, renewing existing tools, or other internal procurement initiatives. 

It is important to note that creating a procurement initiative does not automatically trigger procurement support requests to the Sastrify Procurement Team. If you require assistance from the team for a particular initiative, you can easily involve them by clicking the "Involve Sastrify" button.