Oracle Cloud Improves Supplier Collaboration with Automation for Energy Infrastructure Company

The challenge

After several years on Oracle Cloud ERP, the client faced growing operational strain as key procurement and accounts payable processes remained heavily manual. More than 4,000 suppliers were managed without a consistent prequalification or approval framework, increasing the risk of errors, fraud, and POs issued to unqualified vendors. In Accounts Payable, every invoice required manual handling, with frequent discrepancies driving more than 7,000 invoice holds per month. Manual retainage calculations further burdened Supply Chain and AP teams, impacting payment accuracy and overall efficiency. In addition, all vendor master management required manual document and data collection and entry, as well as multiple communications with suppliers.

The solution

Protiviti facilitated solution design workshops with cross functional stakeholders to define future state supplier portal–driven processes across supplier registration, qualification, onboarding, data self-service, PO collaboration, and invoicing. The solution was fully configured, and tested — including CRP, SIT, and UAT — to confirm alignment with requirements for both internal and external users and included the consideration and adoption of relevant Redwood upgrades.

To support adoption, a comprehensive change enablement plan was designed and executed, including targeted communications and internal and external training. Supplier transaction data was analyzed to develop a phased onboarding strategy for prioritizing existing suppliers to realize ROI faster, supported by hyper care services such as training programs and help desk support. The team also provided ongoing Oracle advisory support to address configuration and reporting challenges for the client’s technical team.

The results

The supplier portal delivered measurable improvements across source to settle processes. Within six months of go live, 400 suppliers were onboarded, representing 50% of annual PO invoice volume and directly automating the ingestion process, improving invoice accuracy and decreasing AP cycle times.  

Supplier data self-service improved supplier master accuracy and reduced onboarding cycle times by 75% through elimination of manual work activity. In addition, it strengthened supplier qualification processes and data management by increasing visibility into qualified versus nonqualified suppliers, ultimately enhancing safety and quality outcomes through better informed supplier selection.