Three years after the introduction of the Proactis purchasing system, we, unfortunately, have to conclude that it is not yet being used as it should, despite the fact that this is required by the procurement policy and despite other actions undertaken by the P2P Improvement Team. As advised by the project group working on Building Block 12 (concerning the improvement of administrative processes), the next step to ensure full implementation of Proactis will now be taken, which will entail enforcing the use of Proactis for placing orders more strictly.
Measures to ensure the mandatory use of Proactis
We will implement the following measures to ensure the use of Proactis.
- Procurement will monitor the number of invoices with a purchase order number in Proactis and report on this monthly to the Managing Directors of Faculties and Service Departments. These data will also be included in the management report for the Board of Directors.
- Simultaneously, Procurement will inform UT suppliers about this policy and the associated measures to have them get used to the mandatory inclusion of purchase order numbers on invoices:
- Starting 1 March 2025, the processing of invoices without a purchase order number will be delayed.
- Starting 1 April 2025, invoices without a purchase order number will no longer be processed.
The importance of using Proactis for maintaining control over finances
Three years ago, Procurement implemented the procurement and invoicing system of Proactis, with which we can digitally process purchase orders and invoices. This system allows us not only to accelerate the processing of purchase orders and invoices, but also allows us to gain and maintain control over our expenses. In the financial situation in which our organisation currently finds itself, having insight in our finances is of crucial importance.
Contact Procurement for questions and advice
On the Procurement website, you can find information about placing orders through Proactis and which orders can be places or not. If you have any questions, please contact the Front Office procurement department at 053-489 7676 or procurement@utwente.nl.
Part of UT’s Building Blocks
Both taking these measures and the enforcement of the use of Proactis more strictly are part of the Cluster for Effective Support processes. Visit the Towards Financial Resilience website for more information about UT’s financial situation and the integral approach that is aimed to help improve and maintain UT’s financial stability.
