COMPLICATIONS

• Operator Resistance: The creators of the existing system doubted the feasibility of replacing it, requiring trust-building to gain their support.
• Time Constraints: A tight deadline loomed due to the failure of the previous consulting firm and regulatory pressures.
• Audit Failures: The existing system could not demonstrate compliance, risking penalties and reputational damage.
• Performance Bottlenecks: The spreadsheet-based system’s four-hour runtime limited optimization opportunities.
• Geographic Challenges: The client was based in Seattle, while consulting partners were in Dallas, complicating collaboration.

APPROACH

1. Understanding the Landscape: Collaborated with the client and consulting partners to analyze prior failures and clarify technical and business requirements.
2. Building Trust: Engaged operators and SMEs to capture accurate requirements and address skepticism about the project’s feasibility.
3. Iterative Development: Adopted an Agile framework to deliver incremental progress, gather feedback, and refine the system in real-time.
4. Performance Testing: Populated the system with 20x the expected data volume to identify and address performance bottlenecks early.
5. Ensuring Accuracy: Designed computational rules to rank contracts fairly and transparently, ensuring compliance with regulatory standards.
6. Parallel Operations: Ran the new system alongside the old one for validation, ensuring accuracy and trustworthiness before full deployment.

EXECUTION

1. System Development:
   • Collaborated with architects and developers to design a scalable CPQ system with foundational APIs for global integration.
   • Integrated AutoCAD drawings with quotes to eliminate discrepancies and ensure accuracy.
   • Delivered baseline functionality first, followed by advanced features like automated quote generation and “same as” search to detect duplicate RFQs.
2. Training and Rollout:
   • Hired a training contractor to develop comprehensive materials, including sample data, workbooks, and online guides.
   • Trained trainers to travel globally, ensuring consistent adoption across all offices.
   • Conducted Agile sprints with regular demonstrations to stakeholders, incorporating feedback to refine the system.
3. Change Management:
   • Established feedback channels with sales, engineering, and customer success teams to address concerns and drive adoption.
   • Evangelized the benefits of the new system to overcome resistance from long-time employees.

RESULTS

1. Efficiency Gains:
   • Reduced quote turnaround time from 3 days to 1 hour through automation.
   • Eliminated duplicate engineering efforts, saving millions annually.
   • Cross-referencing AutoCAD drawings with quotes prevented costly errors, with one instance alone saving over $1 million.
2. Improved Collaboration:
   • The “same as” search feature identified duplicate RFQs, enabling offices to collaborate and provide consistent quotes.
   • Real-time data sharing across global offices improved coordination and reduced miscommunication.
3. Financial Impact:
   • The system paid for itself within the first year, with estimated savings of $10 million.
   • Faster turnaround and improved accuracy led to higher sales and customer satisfaction, positioning the company for acquisition by a top-three global petrochemical firm.
4. Global Rollout:
   • Successfully deployed the system across U.S. offices within six weeks, followed by Europe, Asia, and the Middle East.
   • Training programs ensured seamless adoption, with users equipped to leverage the system’s full capabilities.

LESSONS and TAKEAWAYS

1. Unified Systems Drive Success: Standardizing processes and integrating siloed systems is critical for operational efficiency and customer satisfaction.
2. Collaboration is Key: Engaging stakeholders early and maintaining open communication ensures alignment and buy-in.
3. Agility Matters: Adopting Agile methodologies enabled rapid delivery and continuous improvement, even in a traditionally waterfall environment.
4. Attention to Detail Pays Off: Addressing technical debt and ensuring accuracy in quotes and engineering specifications prevented costly errors and improved trust with customers.