This case study outlines a successful collaboration between Above the Standard Procurement Group (ATS) and Educational Training Resources (ETR) to centralize procurement and achieve significant cost savings. ATS assessed ETR's existing procurement processes, provided training, and implemented new standard operating procedures, leading to over $1 million in annual savings and improved efficiencies. The partnership not only saved jobs that were at risk of layoffs but also empowered ETR staff through training and sustainable practices.

1. Case Study -
Educational Training Resources (ETR)Above the Standard Procurement Group, Inc., ATSPG Franchising, Inc. www.ATSPG.com

2. 2
www.ATSPG.com
Case Study - ETRSeptember 17, 2012
T
he CFO realized the need for cost savings, compliance, better financial and
procurement practice, and did not want to downsize some of the staff. He
decided to do research and from people he knew in upper management,
our name was provided.
We started out by having a few calls to assess their need by listening. We then
provided them with an outline of what they stated their need was and some po-
tential solutions to centralizing their procurement and the benefits of doing so.
From there, we had one more conference call, and we met for a three hour meet-
ing at their corporate office. We then provided a proposal, which included scope
of work, terms, what they wanted to accomplish, and a solutions based outline
of the steps we would take together.
The steps involved the following:
„„ Assess each locations financial, logistics / property, administration (manage-
ment oversight), and procurement functions, processes, files, staff, interac-
tions at each facility, requisition through purchase order / award cycles,
contracts, subcontracts, vendors, evaluation systems, vendor management,
organizational structure, and much more;
„„ A report was created of the assessment, strengths, weaknesses, and areas
that should be addressed to centralize their procurement;
„„ We conducted this process at several locations in the U.S.;
„„ The next step was to source a Procurement Director
o We helped the company find a top performer that fit the culture of
the organization within 6 weeks of starting this project;
„„ At the same time we provided a very detailed training to finance, administra-
tion, and procurement people from their locations and the corporate office.
Some of the topic areas we covered were:
o Compliance and regulation;
o Standard Operating Procedure (SOP) understanding and application
within their organization;
o Request for Proposal, cost reduction, and centralize purchasing of
goods and services;
o Vendor sourcing – how to centralize all of their vendors for the benefit
of all locations;
o Automating their Purchase Requisition and Purchase Order / Award
process through the basics and utilizing future software;
o How to self-assess procurement best practice, files, vendors,
contracts, close out, and much more for each location;
Company
Name
ETR
Industry
Educational
Services, Facil-
ity Management
and Opera-
tion, Workforce
Investment
Boards, Federal
Contractor
Initial
Need(s)/
Project(s)
Centralize Pro-
curement

3. 3
www.ATSPG.com
Case Study - ETRSeptember 17, 2012
o Contract creation, evaluation, and performance;
o Vendor performance and evaluation; and
o Much more.
„„ After all feedback, assessments, and training, we then helped formulate the
centralized procurement with corporates finance, property / logistics, IT, and
the procurement department. We did this in several ways:
o Meetings to understand each department, their effect, responsibilities,
and impact of the changes;
o Creation of Standard Operating Procedures (SOP’s) and processes for
the new procurement department;
o Outlined and presented the expectations from the group for final
approval and implementation; and
o The procurement department started.
„„ We helped created new Technical Guides for each department, as well as re-
vise the current SOPs in finance, property, logistics, procurement, and others;
and
„„ We supported each action with follow-up to ensure the procurement depart-
ment was self-sustaining.
Additional Project(s) Conducted
From the initial project conducted, Above the Standard Procurement Group® (ATS)
went onto conduct many other projects, such as:
„„ Procurement cost reduction for many areas, such as:
o Office Supplies, Paper, Toner – Reduced by 47% or more than $250K
o Copiers – Realized $70K or 17% in Cost Savings
o Maintenance, Construction, and Subcontract Agreements were
standardized reducing risk and liability
o Janitorial, Cleaning & Green Supplies – Realized Cost Savings of more
than $120K or 25%
o Food and Supplies – Improved bottom line by almost 10% through new
food commodity bidding techniques quarterly
o Other products and services;
„„ Government compliance work:
o File evaluation;
o Award selection;
o Use of funds;
o Management oversight of contract funds;
o Small business utilization; and
o Much more;
„„ Implemented Standard Operating Procedures for buyers and realized improve-
ment in greater efficiencies;
We helped
formulate
the centralized
procurement
with corporates
finance, property
/ logistics, IT, and
the procurement
department!

4. 4
www.ATSPG.com
Case Study - ETRSeptember 17, 2012
„„ Technical Guide for product specific guidelines creation for 13 different areas;
„„ Compiled Statements of Work for Federal Government Proposal Develop-
ment/Request for Proposal to the U.S. Department of Labor National Office of
Job Corps;
„„ Mapped out procurement methodologies to gain efficiencies;
„„ Analyzed and performed procurement audits and assessments to determine
deficiencies and room for improvements at all locations;
„„ ATS delivered procurement outsourcing services by providing procurement
staffing professionals to support procurement functions; Created strategic
and tactical plans to establish a centralized purchasing department;
„„ ATS supplied procurement management solutions by filling a job requisite the
head of purchasing for their centralized purchasing department;
„„ Created subcontracts, contracts, and legal agreements for ETR’s use with ven-
dors;
„„ Provide a platform for proper Vendor management and vendor relationship
development; and
„„ Procurement training, financial training.
Outcome(s)
The savings with ETR was more than $1 M annually. Our cost saving projects en-
abled ETR to save staff jobs that were identified for a reduction in force or layoff!
Having worked with ETR since 2008, we are excited about other projects that will
help ETR in their cost reduction and growth. The overall cost reduction savings
will be even more due to compliance, efficiencies, and a centralized procurement
department instituted. We were able to increase effectiveness through improved
communications, instituting best practices, and centralizing procurement. We
provided a platform for proper vendor management and evaluation. ATS institut-
ed many new techniques that impacted the resource allocations within the com-
pany. We implemented green sustainability methods. We trained the staff, which
empowered them to be more effective with results.
What does ETR have to say about us?
“Above the Standard Procurement Group® (Above the Standard) came in and
helped us to do the following:
„„ Created Technical Guides for thirteen different areas in our organization;
„„ Centralized Standard Operating Procedures from each location to one stan-
dard for some areas (procurement, property, finance, and administration);
„„ Reduced costs for office supplies by 47% (more than $250,000), janitorial,
cleaning and green supplies by 24% (more than $120,000), and copiers by 17%
(more than $70,000);
„„ Assessed our procurement systems for compliance with procurement plans for
improvement; and
We provided
a platform
for proper vendor
management and
evaluation. ATS
instituted many
new techniques
that impacted the
resource allocations
within the company.
We implemented
green sustainability
methods. We
trained the staff,
which empowered
them to be more
effective with
results.

5. 5
www.ATSPG.com
Case Study - ETRSeptember 17, 2012
„„ Provided procurement, green, assessment, and management training to our
staff at each ETR location.
Above the Standard’s sense of professionalism and timeliness of our needs was
almost as strong as his knowledge base on our business as a government contrac-
tor. Above the Standard has become an excellent resource for ETR in the areas of
procurement and technical training…. We are fortunate to have found them!!!”
CFO, ETR