Challenges
Allelys had identified several pain points in their business processes which included all purchase orders having to be manually entered into Pegasus Opera 3 by office-based staff for project managers who are not based at head office. This created an additional administrative burden, duplication of work and delays in the procurement process.
Looking further at the individual processes it was further highlighted that Allelys needed greater control over their purchase order approvals, with the ability to authorise orders based on both value thresholds and individual responsibilities.
While one option was for project managers to enter purchase orders directly into Pegasus Opera 3, this would have required the costly purchase of additional user licences for employees whose involvement with the system was limited to raising purchase orders only. This was seen as an unnecessary expense to the business and also the business was reluctant to provide wider access to their financial accounts where not required.
Furthermore, with project managers spending the majority of their time working remotely on customer sites, this would have meant that direct access to Opera would have required users to be configured on the company’s remote server infrastructure.
This would mean adding increased complexity, administration and costs, whilst still not providing an ideal user experience. These challenges highlighted the need for a purpose-built solution that could streamline procurement, support remote working and strengthen approval controls.
Solution
To address these challenges, the company implemented CKM3 from CK Systems, the secure purchase ordering portal designed specifically for Pegasus Opera 3 SQLSE users. As a cloud-based solution, CKM3 enabled project managers to raise purchase orders from anywhere, at any time and without the need for direct access into Opera and the purchase of additional user licences. This gave the flexibility needed for a workforce that operates predominantly off-site whilst ensuring the purchasing process remained efficient and accessible.
CKM3 seamlessly integrates with the company’s existing Pegasus Opera 3 system, automatically sending approved Purchase Orders to the suppliers and transferring the purchase orders directly into Opera and eliminating the need for any duplicate data entry.
Built-in approval workflows allow purchase orders to be authorised based on predefined order values and individual responsibilities within the business, giving greater control over spending and ensuring compliance with internal procedures. Integration with the job costing module also provides real-time visibility of purchasing requirements and project budgets, helping teams make more informed and more timely decisions.
By introducing a cloud based system this enabled the company to introduce a PO process with the multiple levels of authorisation required.
Result
Since implementing CKM3, Allelys has transformed its purchase ordering process by giving project managers and other non accounting staff, the flexibility to raise and track purchase orders from any location while maintaining complete control over company spending. Automated approval workflows ensure purchase orders are authorised quickly and consistently, helping to prevent delays and improve accountability and communication across the business.
About Allelys
Established in 1959, Allelys is one of the UK’s leading providers of heavy lift, specialist transport, heavy haulage and logistics solutions. Working across a range of sectors including energy, infrastructure, industrial and heavy engineering, Allelys delivers complex projects through a combination of specialist equipment, in-house engineering expertise and dedicated project management. With a reputation for delivering safe, efficient and innovative transport and lifting solutions, the company supports customers throughout the entire project lifecycle, from initial planning and permitting through to operational delivery.
“With project managers regularly working off site, we needed a solution that could support a mobile workforce without compromising control. CKM3 has given us exactly that. The system is easy to use and has transformed the speed and efficiency of our purchasing process.”