Behind the scenes of classroom learning is a complex procurement system that ensures teachers and students have the resources they need. Akron Public Schools (APS) struggled with an outdated procurement system that lacked flexibility and scalability. As the district’s needs and demand for diverse resources grew, the existing system, primarily relying on manual processes and basic ERP functionality, could not keep up. This mismatch led to delays, inefficient management, and disconnected procurement efforts from district goals. APS realized that its ERP system, initially implemented to handle finance and procurement, was not purpose-built for their evolving needs. This prompted them to turn to Euna Procurement for a solution tailored to address these specific challenges.
Members of APS’ procurement team include Todd Adkins, Assistant Budgeting Treasurer; James Leonard, Purchasing Agent; and Suzanne Capron, Accounting Technician. Read on to learn how automating their procurement process with Euna Procurement’s Marketplace has drastically improved operations.
Challenge: Operational Inefficiencies Leading to Delays and Resource Gaps
Before implementing Euna Procurement’s Marketplace module, APS’s procurement process was, as Todd put it, “super-tedious and manual.” The process of locating suppliers and filing POs created significant delays in getting supplies to schools. The lack of automation led to frequent data entry errors and slow approvals, creating bottlenecks and increasing costs.
Todd explained, “While we could find suppliers through the co-operatives, we still had to track them down and manually go through the ordering process, which slowed everything down.” These inefficiencies put pressure on staff to keep operations running smoothly.
The district’s limited pool of suppliers further restricted flexibility and product variety. This resulted in delays and supply shortages, along with higher costs due to the lack of competitive pricing. Suzanne reflected, “Back then, we had far fewer suppliers to choose from and the process was slow and limited in options.” This lack of diversity in suppliers contributed to inefficiencies that directly affected school operations.
In addition to the limited supplier options, communication breakdowns were common among stakeholders. The absence of a formal system caused staff to rely on paper forms and emails, which resulted in errors and miscommunication. James pointed out, “If handwriting was illegible, we’d end up with the wrong item, and fixing those errors was a real challenge.” The reliance on manual processes was amplified by the lack of transparency, with end-users often unsure of their order status, causing further frustration and operational delays.
Solution: Implementing Euna Marketplace as a Comprehensive Solution
The decision to explore Euna Marketplace, a comprehensive procurement platform designed to streamline purchasing processes and manage supplier relationships, was driven by a need to ensure materials reached schools more efficiently. To implement the platform effectively, APS leadership focused on two key areas:
- ERP Integration: The integration of Euna Marketplace with the district’s ERP system enables the simplified management of pricing, contracts, suppliers, and purchase orders, optimizing procurement processes and ensuring efficiency across the district.
- Supplier Expansion: APS expanded its supplier network, bringing in key suppliers like Amazon Business to offer teachers a wider array of choices while maintaining cost efficiency through competitive pricing.
APS leadership opened the conversation about a marketplace solution and learned about Euna Marketplace through word of mouth from another Ohio district that had successfully implemented it. Impressed by its ease of use and efficiency during a demo, they decided to adopt the platform. Euna’s integration with their ERP, Munis, and features like AI-driven savings recommendations and vendor management promised to reduce manual entry and enhance efficiency.
Results: Time Savings, Cost Savings, and Happier Staff
Since implementing Euna Marketplace, APS has significantly improved its procurement process, aligning operations with educational needs. The collaborative marketplace of pre-approved suppliers enabled departments to streamline decision-making and accelerate timelines. Todd noted, “We’re getting things much quicker now. The time-savings are significant—you can just roll around in them.” Manual processes that once took two to three weeks were reduced to under a week, allowing for faster delivery of supplies and a 60% faster procurement cycle overall.
In addition to the time savings, APS expanded the number of pre-approved suppliers available in their system by tenfold, growing from just a handful of suppliers to over 50. This growth provided teachers with more purchasing flexibility and competitive pricing, enhancing the quality and timeliness of resources. As Suzanne noted, “The system eliminated the burdens of paper trails and email chains, making PO creation transparent. The workflows feature simplifies cart transfers between departments.” The increase in supplier variety resulted in a 300% increase in POs and easier management, but the automated checkout process made it easier to handle. Real-time order tracking further reduced the need for follow-ups, allowing teachers to focus on their students instead of procurement issues. James added, “We were able to track orders in real time, eliminating the back-and-forth.” These enhancements streamlined administrative tasks and improved communication, benefiting both staff and students.
By 2023, the district processed 5,769 orders, covering 95,429 unique items and totaling nearly $2.5 million in spending. Additionally, the AI-powered savings advisor identified cost-effective alternatives, saving the district over $13,000 that year, further optimizing the district’s resources.
A Unified Approach to Procurement and Education
With the support of Euna Marketplace, Akron Public Schools improved procurement by speeding up processing times, expanding their supplier network, and optimizing operations. This modernization empowered APS to focus on delivering resources quickly and accurately, allowing educators to concentrate on what matters most—serving the students.