The University of Sussex has modernised its Source-to-Pay processes through Proactis software integrated with Unit4, replacing manual workflows with a paperless digital platform.
The University of Sussex has completed a multi-year programme to modernise its finance and procurement operations, creating a fully paperless Source-to-Pay function using Proactis software integrated with its Unit4 enterprise resource planning (ERP) system.
The project, which has been developed over more than a decade, has transformed manual, paper-based processes into a connected digital platform designed to improve procurement, contract management and financial oversight across the university.
According to the university, the programme was delivered in phases rather than through a single large-scale implementation. The deployment included Proactis Marketplace, Invoice Capture, Supplier Relationship Management, Sourcing and Contract Management, alongside Unit4’s Purchase-to-Pay module. The university is also preparing to migrate its Unit4 environment to the cloud.
The new platform provides spend analytics to support financial decision-making, while legal and procurement teams now have self-service access to contract documentation. The university said it has also improved visibility across its contract portfolio through real-time reporting and key performance indicators.
The move to paperless processes has also supported the university’s sustainability objectives by eliminating paper-based workflows and reducing manual administration.
Ian McKee, Deputy Director of Finance, University of Sussex, said: “Our entire source-to-pay function is paperless. With that, we’ve improved effectiveness through control and data insights, because the focus has been on what’s happening in the process rather than just turning the wheel to try and make the process happen.”
Ilija Ugrinic, Senior Vice President of Strategy & Marketing, Proactis, said: “The University is an excellent example of the continuous evolution of spend management, initially driven from within the transactional process to then also encompass procurement and in doing so driving tangible, end-to-end Source-to-Pay benefits. The lessons from this journey translate well beyond higher education across Private, Public and Not for Profit sectors.”
Ian Owen, Global Industry Director for Public Sector and Higher Education, Unit4, added: “Cloud migration isn’t just about IT modernisation – it’s the gateway to the next generation operating model.”
