National Marrow Donor Program Improves Grant Management and Automates Procure-to-Pay Process with Enterprise Applications Upgrade
 
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National Marrow Donor Program Improves Grant Management and Automates Procure-to-Pay Process with Enterprise Applications Upgrade

The National Marrow Donor Program (NMDP) is the global leader in providing marrow and umbilical cord blood transplants to patients with leukemia, lymphoma, and other diseases. The nonprofit organization matches patients with donors, educates healthcare professionals and conducts research so more lives can be saved. The NMDP also operates Be The Match, which provides support for patients, and enlists others in the community to join the Be The Match Registry―the world’s largest listing of potential marrow donors and donated cord blood units.

Efficient processes are fundamental to NMDP’s life-saving work. As the organization continued to expand and process a growing number of orders for typing kits and associated services, it required more automated and integrated processes. Its homegrown, custom-built enterprise application environment was highly dependent on manual, paper-based processes, including billing processes. In addition, as a not-for-profit organization that receives and administers grants, it has complex financial management and reporting requirements.

NMDP decided to replace its legacy system, built on Sage accounting software with an integrated platform for enterprise applications and technology. It selected Oracle E-Business Suite Release 12.1, which it is deploying in a phased rollout, working with Oracle Partner Zanett, Inc. In phase one of the implementation, NMDP deployed Oracle Financials, Oracle Purchasing, Oracle iProcurement, Oracle Internet Expenses, and Oracle Grants

With Oracle Financials applications, NMDP has standardized its core financial processes and extended visibility into operations, including grants management. For example, the finance team can now see requisitions, purchase orders, and associated invoices paid. More timely and integrated financial information is enabling NMDP to close its books faster.

NMDP used Oracle Business Accelerators to automate and speed its adoption of Oracle’s industry-leading procure-to-pay business processes and improve grant management. Using Oracle Grants, the organization has improved its ability to track and manage grant funds, which often have varied fiscal-year and reporting periods that may or may not align with NMDP’s fiscal calendar. Previously, this created complexity with general ledger management and grants reporting. Oracle applications enable NMDP to set up the structure using staggered fiscal years without corrupting the general ledger structure.

NMDP is also using budgetary controls available in Oracle Financials, and has implemented encumbrance accounting functionality.

As a not-for-profit organization, NMDP is focused on optimizing its resources. With Oracle Financials, managers now have more timely and extensive insight into where they stand with their budget balances and can better control procurement and expenses, so they do not exceed allocated funds.

NMDP is now in phase two of its Oracle E-Business Suite initiative, which will integrate, automate, and retool the pricing and order entry and management operations to streamline operations and support growing volume. NMDP is also in the process of implementing Oracle Hyperion Planning and anticipates going live in December 2012.

A word from National Marrow Donor Program

  • “By upgrading to Oracle E-Business Suite Release 12.1, we’ve automated and accelerated the entire procure-to-pay process, which will transform the way our growing organization does business. We’re already increasing financial visibility and control and improving our ability to efficiently administer grants.” – Bruce Schmaltz, Director of Finance/Controller, National Marrow Donor Program

 
 

 
 

Why Oracle

From a financial perspective, NMDP evaluated other systems—including Microsoft, Epicore Software, and Lawson—but selected Oracle E-Business Suite, in part, because it offered more robust functionality, including electronic procurement and purchase orders. Oracle E-Business Suite will also enable NMDP to integrate and audit the procure-to-pay cycle from start to finish. It also found the system’s automated accounting and budgetary control options attractive and knew that the system could scale easily as the organization continued to grow.

Implementation Process

To shorten the time required to realize the value of its Oracle E-Business Suite investment, NMDP wanted to accelerate the implementation. It decided to pursue a phased rollout, starting with the deployment of Oracle E-Business Suite core financials applications, as well as Oracle Grants. The idea was to create an integrated financial foundation and then build on it to transform the pricing and order entry and management operations, as well as expand customer support and project management capabilities.

Working with Oracle partner Zanett, Inc., NMDP completed phase one of the implementation in just seven months. Using Oracle Business Accelerators, Zanett captured NMDP’s business requirements and quickly modeled them using the rapid implementation tools.

Partner

After establishing NMDP’s business requirements, the organization worked with Zanett and used Oracle Business Accelerators to speed its phase-one implementation of procure- to-pay business processes and budgetary controls and to keep consulting costs low without interrupting its operations. Using Oracle Business Accelerators enabled NMDP and Zanett to stay on schedule, so phase two could start on time. 

“We selected Zanett as our partner for this important IT initiative for several reasons. First, its experience with Oracle E-Business Suite implementations is strong, especially in the healthcare and public sector industries,” said Bruce Schmaltz, director of finance/controller, National Marrow Donor Program. “During the project, we established strong relationships with the consultants. They were very skilled at helping us to rethink and retool established processes and took the time to show us the best way to leverage the applications’ functionality to meet our needs. We still, on occasion, reach out for advice and they’re glad to assist.”