7/27/2019 elynxx Case Study - Capturing and Controlling Cost at Harrisburg Area Community College

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CAPTURING AND CONTROLLING SIGNIFICANT SAVINGS AT HACC 

ike most higher education institutions, HACC, Central Pennsylvania’s Community College, considers print highly strategic anvests substantial dollars producing its marketing materials, direct mail, catalogs, signage and other custom print orders.

he Integrated Marketing Communications

nd Procurement departments at HACC were

hallenged with addressing timely award and

ccountability o managed print media or many

ierent departmental projects.

rojects which had long development cycles

nd exceeded $20,000 required solicitations

om multiple sources. Recommendations thenequired approval by the Board o Trustees

BOT) beore award. This process could take

everal weeks depending on the BOT meeting

chedule. Ater BOT approval the Integrated

Marketing Communications Department could

ormally begin project production planning

nd scheduling. However, business need

ten dictated that this be completed beore

cial approval; thereby extending risk to the

ollege and vendor should the BOT reject the

ecommendation. Knowing that there was risk o 

ward retraction and uncertainty o production

chedule, this set o conditions encouraged

endors to price jobs high. Later, winning

uppliers oten requested price increases

based on post-award adjustments to production

cycle and missed deadlines resulting rom the

approval process delays.

HACC historically procured its custom print

projects through an open bid-and-award

process and cared or project production

and payment through a variety o manual

processes and disparate systems that ailedto link all stakeholders. HACC’s geographic

dispersion o campuses and varied practices

urther contributed to a ragmented approach

lacking the desired level o consistency and

comprehensive data tracking.

HACC sought a means to control and automate

bidding, awarding, workow, approvals, policy

and vendor management. The college also

desired improvements in payment tracking as

a historically liberal use o procurement cards

(P-Cards) created unwanted nancial exposure.HACC also wished to boost competition by

increasing the number o qualied vendors

competing or its work.

HACC’s Procurement Department identied

n innovative solution provided by e-LYNXX.

-LYNXX oered a robust, cloud-based

rint management platorm, patented AVS

echnology® or procuring custom print androessional services that together allowed

HACC to address all o its goals. The e-LYNXX

rogram was expected to provide a reduction

n print cost, improved accountability or project

evelopment, increased quality control o 

endors and printed material, and expanded

transparency throughout the organization – all

without upront investment.

Beginning with extensive discovery o HACC’s

existing operation, business requirements

and desired goals, e-LYNXX completed a

deployment process and delivered a specically

tailored program. In the course o deployment,

e-LYNXX customized its printLYNXX™ platorm

to accommodate HACC’s branding, workow

routing and approvals, custom data and IT

THE CHALLENGE

THE SOLUTION

YOUR PEOPLE YOUR PROCESS YOUR VENDORS

HARRISBURG AREA COMMUNITY COLLEGE

BETTER RESULTS

e-LYNXX Corpo1051 Shefer

Chambersburg, PA 888-876-www.e-LYNXX2013 e-LYNXX Corporation All Rights Reserved

 AT A GLANCE: The Results

HACC has enjoyed

signifcant beneft rom e-LYNXX

Print Procurement Solutions

Connecting all stakeholders,

vendors included, on one system

More complete entry o all projec

requests and specications in a

uniorm manner

Automatically identiying all

vendors qualied to produce eac

project (equal opportunity)

Automating workfows, approvals

and vendor management

Complete and indelible data

capture and availability o a cent

records repository

Unprecedented accountability a

transparency

“The e-LYNXX program enables H

to receive the best price availab

the market while providing autom

operational controls that ensurecomply with our policy administratio

Tom Fo

Executive Dir

Procurement and Business Se

Continued Next Page

7/27/2019 elynxx Case Study - Capturing and Controlling Cost at Harrisburg Area Community College

http://slidepdf.com/reader/full/elynxx-case-study-capturing-and-controlling-cost-at-harrisburg-area-community 2/2YOUR PEOPLE YOUR PROCESS YOUR VENDORS

HARRISBURG AREA COMMUNITY COLLEGE

BETTER RESULTS

e-LYNXX Corpo1051 Shefer

Chambersburg, PA 888-876-www.e-LYNXX2013 e-LYNXX Corporation All Rights Reserved

ntegration requirements. The experts at

-LYNXX objectively qualied each o HACC’sendors using a rigorous process veriying their

roduction capabilities and quality. At program

aunch, the available pool o qualied print

endors competing or HACC projects increased

om teen to seventy-ve. To promote

roductivity and convenience, e-LYNXX also

reated a readily accessible library o project

emplates, representing the more commonly

rocured print products.

-LYNXX consultants identied a number o 

rocess improvement opportunities. One with

THE SOLUTION Continued 

particular signicance was the impact o having

projects ready beore being sent or bid. Herewas where a large portion o the cost savings

was obtained. When projects are ready, or near

ready, to print, the suppliers are willing to oer

prices at levels much lower than was available

through HACC’s traditional bid process or

direct award. Among the qualied suppliers

in the pool HACC became able to seek those

who have immediate capacity and willingness

to discount price in order to ll their production

capacity rather than experience idle machines

and employees.

THE RESULTS

HACC deployed printLYNXX or enterprise

rint procurement and management. e-LYNXX

upports printLYNXX through ongoing

onsultation and proessional services that

romote achieving the most eective return on

he program. Adoption o printLYNXX has thus

ar promoted signifcant operational and fscal

eneft including:

Connection o all stakeholders, includingvendors, on one system

More complete and uniorm entry o project

requests and specications

Automatic identication o vendors qualied tocompete equally on each project

Automated workfows, approvals and vendor

management

Complete, indelible data capture and a centralrecords repository

Unprecedented accountability and transparency

Using printLYNXX, HACC enters the unique

pecifcations associated with each customrint project. At that point the AVS Technology

ompares these specifcations against vendor

ttributes and without human intervention

dentifes only those vendors ully qualifed to

roduce the project. HACC then uses printLYNXX

o distribute invitations to bid, review results,

ward the project and publish bid results. The

system then automatically establishes project

teams and milestones and tracks all relevant

activity associated with the project rom award

through production, acceptance and payment.

Optimal results were obtained through best

business practices in the areas o supplier pool

expansion, equal opportunity, timely award,

accountability and quality control management.In addition, the reporting unctionality allows

the Integrated Marketing Communications

Department to actively manage the vendor pool

through detailed supplier perormance measures

and provides a platorm or project development

and submission.

Fully satisfed with the program’s ability to ensure

robust competition and execution o prescribed

policy, HACC’s BOT now pre-authorizes all print

projects awarded through printLYNXX. This has

allowed print buyers to immediately award critical

projects and not risk experiencing production

delays and associated cost. Since launching

the program, HACC has realized an aggregate

cost savings in excess o 36% and a return-on-

investment o over 300%. The system also

eliminated the need or, and expense o, P-Cards

as a payment vehicle.

 About HACC

HACC, Central Pennsylvania’s CommuCollege, was established in 1964 as tcommonwealth’s rst community colleHACC ofers nearly 200 associate careand transer degrees, certicate adiploma programs to more than 22,0credit students in a 10-county awith regional campuses in HarrisbuGettysburg, Lancaster, Lebanon and Yoand an online Virtual Campus that reachstudents on a global scale. In additiHACC is Central Pennsylvania’s premworkorce development provider w

thousands o students enrolled in aresuch as job training, customized compacontracts, public saety, healthcatechnology, trades and computer trainiFor more inormation, go to www.hacc.eor call 1-800-ABC-HACC (1-800-222-422

Industry: Higher Education

Employees: 1,520

Students: 22,000

Operating Budget: $180 million

Client Since: 2010

e-LYNXX Solutions Provided

printLYNXX™ cloud-based platorm

Patented AVS Technology®

Proessional Services including:

•Vendor sourcing and qualication

•Procurement support

•Production support

“Before e-LYNXX, we basically

three printers for certain jobs butdidn’t always get three quotes. U

printLYNXX I always get the best p

Without it, I could easily give the job

more expensive vendor.”Joe R

Dir

Publications and Graphic Id

pa