When organizations think of implementing a digital procurement system, they often imagine a long, complex, and inevitably expensive project. Memories of past IT initiatives – delayed, over budget or outright failed – loom large. But these experiences usually share the same cause: an unstructured implementation process. The real challenge is not the technology itself but poor preparation, lack of clear sequencing, and an absence of focus.

A well-structured project, on the other hand, can be both faster and more cost-efficient. The secret lies in a clear framework. First, the big picture must be established: the logical structure that defines the entire project (High-Level Design). This creates a shared language between business and IT teams. Next comes Low-Level Design, where detailed functional and technical specifications are developed. Only then should implementation begin—phased and gradual, not all at once.

This gradual approach has two main advantages. For the technical team, it makes the project more manageable by breaking it into smaller tasks. For the business side, it eases the transition, since employees can adapt step by step rather than being overwhelmed by a fully new system overnight. This reduces errors, increases trust, and ensures smoother adoption. In addition, early successes become visible sooner, providing feedback, momentum, and confidence for the organization.

In SAP Ariba projects, we clearly see that companies who take the time for proper planning benefit the most. While it may initially seem like slowing down, this structured approach actually accelerates the entire process, minimizes wasted costs, and avoids pitfalls. Most importantly, it ensures the final system is not only functional but sustainable.

Digitalization is not a one-off project, it is a strategic direction. If your goal is not just to adopt a new tool but to create long-term competitive advantage, then a structured, transparent, and phased implementation is one of the best investments you can make.

Schedule a meeting with us to see how we can build a fast and effective structured procurement digitalization project for you: https://calendly.com/akos-gergely-doqsys/doqsys-discovery-call