Project Overview
The Third party catering ordering software implementation project was initiated to replace the University’s legacy catering ordering system (Advanced) with a modern, user-friendly solution that could better meet the needs of both internal stakeholders and external catering providers. The project involved multiple departments including IT, procurement, and catering services, and required close collaboration with the selected software vendor to ensure a successful implementation. The change was necessary to improve the booking and reporting process for colleagues across the University, making the booking process easier and the reporting more accurate and timely.
Task
As a representative of IT services on the project team, I was tasked with understanding how the current legacy catering solution was being used, what pain points users were experiencing and how the new solution could be implemented in a way that would minimize disruption and maximize adoption.
Delivery
I identified the pain points of the legacy system, gathered requirements from stakeholders, and worked closely with the software vendor to ensure that the new system met the needs of the University. I also played a key role in change management, helping to communicate the benefits of the new system to users and providing training and support during the transition.
Results
- A new catering software was implemented
- Vendor response time imporved by 70%, decreasing from 2-5 days to under 24 hours
- Real-time menu updates enabled, eliminating the previous 3-7 day delay caused by manual submission
- Eliminated menu update fees, saving the University an estimated £10,000-£15,000 annually
- Improved user experience and increased adoption across the University
- Opening hours updated in real time, reducing misinformation-related issues by 90%
- Commission calculation erros reduced by 95%, due to automated PO syncing
Artifacts
PRD, RAID Register, AS-IS Document, and Process Flow Diagrams
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