How GreyLoud Built a
Digital Business Platform
to Run all Procurement Operations
for the Asia Buying Office of a
Global Top 10 Retailer
How GreyLoud Built a Digital Business Platform to Run all Procurement Operations for the Asia Buying Office of a Global Top 10 Retailer

Wh​o We are

​GreyLoud offers a unique hybrid-offshoring model with project leadership in Hong Kong and development and design outsourced to Eastern Europe. This means astonishingly efficient development operations at incredibly affordable rates. We also provide technology selection, technical documentation, process development, product design, software prototyping, and managed cloud services. We are proud to serve Fortune 500 companies, SME's, and cutting-edge startups.a


We equip our clients with the tools to stay ahead of the competition

Round Hole Square Peg: Why use custom built
software instead of off-the-shelf solutions?

Your sourcing process is optimized for the challenges and opportunities that are unique to your business.
You do business the way you do for a good reason.

We don’t believe in a one size fits all approach to software solutions.


Companies that try to implement off the shelf solution are either going to have to completely reorganize their entire business to work how the software works.


or


They must customize the software at great expense, often severely compromising functionality and usability.


Because every organization is different, we build custom systems that work exactly how your business works.

We are not a platform. There are no monthly licensing fees. When you work with Visichain, you own all intellectual property and the source code, it is built for you.

Your sourcing process is optimized for the challenges and opportunities that are unique to your business.
You do business the way you do for a good reason.

We don’t believe in a one size fits all approach to software solutions.


Companies that try to implement off the shelf solution are either going to have to completely reorganize their entire business to work how the software works.


or


They must customize the software at great expense, often severely compromising functionality and usability.


Because every organization is different, we build custom systems that work exactly how your business works.

We are not a platform. There are no monthly licensing fees. When you work with Visichain, you own all intellectual property and the source code, it is built for you.

Table of Contents

​From Chaotic Processes to Enforced Business Processes
​          The Company's Hands Were Tied
          Begin Transformation: Trial Time
                        Trial Results: Speed to Value - Sprints
          Transformation as a Core Business Strategy


How GreyLoud Partners with Internal IT Teams
and Stakeholders to Deliver Results for Your Business

Powerful Tools for Enterprise Procurement Teams
          Workflow Automation - ​Procurement Process Automation
          Robust Audit & Traceability of All Data
          Real-Time Reporting
          Integration and Aggregation of 3rd Party Data
         ​ Secure Access Control
          Web-based Vendor Collaboration
          Factory Management


Getting Started with a Trial Project
Next Steps
Schedule Your Workshop


​From Chaotic Processes to Enforced Business Processes

The Company's Hands Were Tied

Begin Transformation: Trial Time

Trial Results: Speed to Value - Sprints

Transformation as a Core Business Strategy


How GreyLoud Partners with Internal IT Teams
and Stakeholders to Deliver Results for Your Business


Powerful Tools for Enterprise Procurement Teams

Workflow Automation - ​Procurement Process Automation

Robust Audit & Traceability of All Data

Real-Time Reporting

Integration and Aggregation of 3rd Party Data

Secure Access Control

Web-based Vendor Collaboration

Factory Management


Getting Started with a Trial Project

Next Steps

Schedule Your Workshop


From Chaotic Processes, Unreliable Data, Tedious Manual Data Entry, and Lack of Traceability of Who Entered What Data - When and Why - to Real Time Operational Visibility, Data Integrity, Automated and Enforced Business Processes

From Chaotic Processes, Unreliable Data, Tedious Manual Data Entry, and Lack of Traceability of Who Entered What Data - When and Why - to Real Time Operational Visibility, Data Integrity, Automated and Enforced Business Processes

Before engaging GreyLoud, the Asia Buying Office of a Global Top 10 Retailer faced multiple challenges th​​​​​at prevented an increase in trade volume at the rate that was dictated by the global management team.

Procurement operation were bottlenecked due to tasks getting lost in email, data not entered accurately, problems kept piling up and the source of multiple costly mistakes could not be identified.

Before engaging GreyLoud, the Asia Buying Office of a Global Top 10 Retailer faced multiple challenges that prevented an increase in trade volume at the rate that was dictated by the global management team.

Procurement operation were bottlenecked due to tasks getting lost in email, data not entered accurately, problems kept piling up and the source of multiple costly mistakes could not be identified.

The company's hands were tied.

The company's hands were tied. 

​For example, items were often lost between departments, collaboration within the office were failing, a cumbersome master data management process was put in place in an attempt to mitigate the issues but this had the effect of massively slowing down all operations and increasing the complexity of key processes.

Conditions were so bad that the turnover rate of frustrated employees - who felt that they’d been setup for failure - was extremely high and office morale was diminishing.

One of the issues contributing to the turmoil were outdated computer systems that couldn’t accommodate the needs of the business: they were not able to keep pace with the changes required by the company’s growth.


Begin Transformation: Trial Project

​GreyLoud was one of several software development firms selected to be assigned a trial project.

The objective was to move one process and the associated data off of excel and into an access-controlled web-based collaborative tool.

Trial Results: Speed to Value - Sprints

The proof of concept
was ready in two weeks,
including requirements gathering.

A working beta version was completed within 30-days for initial user feedback.

The full production public release - ready for all
users - was live within
45 days.

All the data needed was now available on a secure database, accessible by APIs enabling the system to be integrated in real time to any application.


All changes to the data were logged in detail and users were only able to see the specific data that they needed to see to do their job.

Data access control proved an important feature because the data in the system represented a key competitive advantage to the company; the data contained detailed information about all the factories the company traded with.

Prior to this digitization, all users - even the most junior staff and remote offices - had access to all the company’s critical operating information in a highly portable format.

Anyone in the department could have easily copied the excel and walked away before the client had the secure system built by GreyLoud.

The client went with custom software because GreyLoud builds software that works how their client’s business works: with globe spanning supply chains operating that power the world’s largest enterprises, it’s often smarter to create custom software, versus shoehorning your proprietary business processes into an inadequate off-the-shelf option.

The proof of concept
was ready in two weeks,
including requirements gathering.

A working beta version was completed within 30-days for initial user feedback.

The full production public release - ready for all
users - was live within
45 days.

Trial Results: Speed to Value - Sprints

All the data needed was now available on a secure database, accessible by APIs enabling the system to be integrated in real time to any application.


All changes to the data were logged in detail and users were only able to see the specific data that they needed to see to do their job.

Data access control proved an important feature because the data in the system represented a key competitive advantage to the company; the data contained detailed information about all the factories the company traded with.

Prior to this digitization, all users - even the most junior staff and remote offices - had access to all the company’s critical operating information in a highly portable format.

Anyone in the department could have easily copied the excel and walked away before the client had the secure system built by GreyLoud.

The client went with custom software because GreyLoud builds software that works how their client’s business works: with globe spanning supply chains operating that power the world’s largest enterprises, it’s often smarter to create custom software, versus shoehorning your proprietary business processes into an inadequate off-the-shelf option.

Transformation​ as a Core Business Strategy

GreyLoud became a key partner in development for the client building their core business platform.

After the quick results of the trial, the client worked with GreyLoud to roll out their vision of how they would digitize all company operations.

During the transformation process, it was also a priority for extending the life of legacy platforms the client still needed to utilize for their day to day operations.

Not only did this prolong the usefulness of their current systems, but it also made the transition process much smoother by only changing how the company worked a few pieces at a time, instead of forcing a huge switch from one system to another, always a risky and chaotic process.

GreyLoud became a key partner in development for the client building their core business platform.


After the quick results of the trial, the client worked with GreyLoud to roll out their vision of how they would digitize all company operations.


During the transformation process, it was also a priority for extending the life of legacy platforms the client still needed to utilize for their day to day operations.

Not only did this prolong the usefulness of their current systems, but it also made the transition process much smoother by only changing how the company worked a few pieces at a time, instead of forcing a huge switch from one system to another, always a risky and chaotic process.

After that point, GreyLoud (one of several internal and external software development teams working with the client) was chosen to build the core platform that other development teams would integrate into.


GreyLoud has become the key partner in development for the client, responsible for building critical infrastructure deployed globally.

GreyLoud has become the key partner in development for the client, responsible for building critical infrastructure deployed globally.

​How GreyLoud Pa​rtners with Internal IT Teams and
Stakeholders to Deliver Results for Your Business

Project Team Roles and Responsibilities

Project Team Roles and Responsibilities

​• Sets priorities
• Designs new business processes
• Approves high-level solutions
• Provides feedback

Business Users in
Functional Departments
(Department Heads)

Day to day communication,

feedback sessions with users

​• Works to translate business
requirements into high-level
solutions

• Manages external vendor on
day to day basis

• Approves vendor porposals

• Approves detailed
specification from vendor

• Final testing and signoff of
sprints and releases

• Coordinate with internal IT
resources

Internal Projet Manager/
Internal Product Owner

(From internal
IT department)

​Day to day communication with
internal project manager

​Single point of contact for
project status


• Works with client PMs on daily basis

• Manages development team

• Prepares reports and proposals

• Prepares and delivers status updates

Internal Projet Manager/
Internal Product Owner

(From internal
IT department)

​Day to day management of
Development team

​Elicit detailed requirements
from business users, present
solution for approval

Visichain Product
Consultant

Single point of contact for
sulution design and specification


• Translates high level busines
objectives into practical software
designs

• Develops best posible solutions
to business problems, taking into
account both business and tecnical
considerations

• Manages preparation of detailed
specification and designs

​​Communicate approved solution
to the development team

​Development Team

Powerful Tools for Enterprise Procurement Teams

​GreyLoud builds software that works how your business works.

Why build custom software when you can buy/subscribe to off the shelf software?

With off-the-shelf software you have to shoehorn your business to fit the software.

For globe-spanning supply chains operations that power the world’s largest enterprises, it’s always more efficient to create custom software, versus shoehorning your proprietary business processes into an inadequate off-the-shelf option.

​The following showcases 7 examples of procurement and supply chain functionality custom built to run all procurement operations for a global top 10 retailer.

When your company is ready to experience the advantages of full digitization, GreyLoud can custom build a solution that perfectly fits your business processes and goals.

1. Workflow Automation - Procurement Process Automation

Multi-person task flow optimization. Make sure steps are not skipped and that all team members know exactly what work to prioritize. The system drives your processes.

Guarantee compliance of your business policies. Prevent surprise compliance issues by tracking certificate and audit expiration dates - trigger automated workflows to schedule new audits.

Audit management and tracking tool

Auditors and managers have comprehensive view of all current audits, as well as a record of all information from audits for  any given factory.

Automatically generates new audit
requests when factories onboarded or
audits are about to expire.

Factory onboarding process
management screen


Automatically walks new supplier applications through all steps of the factory onboarding
process, a process that requires multiple
departments and over a dozen
team members to complete.

Relevant staff members are alerted when it is their turn to perform their step of the process, ensuring no applications fall through the cracks.


Interactive calendar showing what audits or other tasks are scheduled on a given date.

The calendar is built as a generic component,
so any field with a date in the entire system
can be shown on the calendar.

Items can be dragged and dropped to different dates, automatically updating the
information accordingly.



2. Robust Audit & Traceability of All Data

Managers can review, plan, and spot check using multiple data systems into a single managed view.

Quickly pinpoint where data is getting corrupted, when it was updated, and always know why changes to data occurred.

​All actions in the system are tracked and stored in an activity log.

Sort and filter by user, date, field or record type to quickly find the
information you need.


Managers can review, plan, and spot check using multiple data systems into a single managed view.

Quickly pinpoint where data is getting corrupted, when it was updated, and always know why changes to data occurred.




3. Real-Time Reporting

​Understand your business like never before​. Surface the profitable data and intelligence currently hidden within your organization. ​

Rapidly answer questions you can’t today to exploit latent opportunities and avoid hidden challenges.

Customize your reports - generate and automate any type of report you require.

Explore all your data - such as productivity logs, supplier profiles, audit reports and more.

Compliance management dashboard


Shows the compliance health of the factory pool

​Map view

Like the calendar view, this is a flexible tool that can be used to visualize
ny entity in the system that contains GPS coordinates or an address.
The icons can be set and colored based on any given status such as audit, historical performance, or order status.


4. Integration and Aggregation of 3rd Party Data

Spreadsheet upload tool

Uploads report from external systems that are ingested by the platform and used to update factory information

​Streamline data from all your systems into a single platform. Reliable up-to-date data is the cornerstone of confident decision making.

Achieve real-time data flow, eliminate silos in your systems and ​sync all your data. Get the full picture and confidently make profitable business decisions.


5. Secure Access Control

​Quickly pinpoint where data is getting corrupted, when it was updated, and always know why
changes to data occurred.

​Mitigate production, compliance, and logistics risk with our integrated data management solution.
Protect your trade secrets with controlled access to information, including IP whitelisting and certificate-based logins.

User management dashboard

Ensures users are only able to see and modify information that they need to access.

User management dashboard

Easily create, modify, and delete user accounts. Admins can also configure the system to recognize existing identity management protocols such as Microsoft Active Directory. 


6. Web-based Vendor Collaboration

​​​​​Streamline all interactions between procurement partners, your internal team and your internal business processes.
Create a robust supply chain​ ​and ensure your organization's sustainable competitive advantage. ​

Avoid making the wrong vendor decision by tracking historical risks for a specific factor. ​

Attain a holistic picture of potential suppliers by evaluating factor scores based on quality, social responsibility,
and delivery history.

Supplier user view

Suppliers can track the progress of their onboarding process, as well as request updates of business information,
review RFQs, and collaborate with merchandisers on new product ideas.


7. Factory Management

​​​​​Streamline all interactions between factory partners, your internal team and your internal business processes.

Get an aggregated view of all data sources relevant to a given factory or supplier.

Factory search screen

Search sort and filter by all fields in the system, enabling you to find the exact factory you need, or generate a list of factories that have production runs being completed in the next month.

​Factory details page

​Shows all information about a factory,
fully permission controlled so that users
can only see and modify fields that
they have access to.

​Mobile device version

​Whether you are on a business trip or on the factory floor, you can access and update all your
supply chain data anywhere, any time.


Getting Started
with a Trial Project

​There's an inevitable learning curve for both sides when beginning a new relationship.
For example, collecting all your internal IT policies that will impact our work.

To accelerate speed to value, we suggest selecting a trial project that meets
the following criteria:

Start fresh with a new module.

​Projects that are an extension of
an existing system should be avoided because
deep integration with other software requires
careful planning.

​Accelerate delivery to users

​by side-stepping external dependencies.
For example, choosing a module that only
faces internal users so that we do not
have to undertake a lengthy penetration
testing phase.

​Next Steps

​Schedule a
no-commitment
discovery workshop
at your office.

​Work with your procurement team for two to three days over the course of a week to identify opportunities for quick wins, creating a roadmap defining the vision of your digital transformation journey.

​Design a software
solution that can be
developed and delivered
to create significant
business value in a
short amount of time.

Schedule Your Workshop

​Richard McGirr, Founder & CEO

Richard.McGirr@Visichain.io

​https://www.linkedin.com/in/richardmcgirr/