Case Study: Accelerating Capital Equipment Procurement in a Hospital in Singapore

Executive Summary

A 500-bed acute care hospital in Singapore was experiencing significant delays in procuring critical medical equipment, leading to operational and financial inefficiencies. By implementing Microsoft Power Platform and SharePoint Online, the hospital reduced procurement cycles by over 55% and minimized missed vendor discounts, without the need for a costly ERP overhaul.

Client Overview

The client is a 500-bed acute care hospital in Singapore, serving a high patient volume and requiring timely procurement of high-value medical devices such as LASIK machines to maintain quality care and operational efficiency.

Challenge

The hospital faced multiple procurement bottlenecks:

• Slow Approvals: Manual workflows led to 5+ week approval times.
• Missed Discounts: Delays resulted in lost early-payment vendor incentives.
• Lack of Visibility: No centralized tracking led to document misplacement and communication breakdowns.

Solution

Given the absence of a procurement module in their existing Hospital Management System (HMS) and the cost barrier of full ERP replacement, a modular, integrated approach was adopted:

• SharePoint Online: Created a centralized repository for vendor quotes and approvals.
• Power Apps: Developed a Vendor Evaluation Tool for scoring and shortlisting proposals.
• Power Automate: Introduced automated multi-level approval workflows with SLA-bound reminders.
• Power BI: Implemented real-time dashboards to track procurement status and compare vendors.

Implementation

The deployment was completed in phases over a few weeks with minimal disruption. Cross-departmental workflows were mapped and automated. Users were onboarded with quick training sessions, and finance integrations were completed via API connectors.

Results

Looking to streamline your procurement processes without a full HMS replacement? Contact Expericia to explore how modular automation with Microsoft Power Platform can accelerate your operations.

Read More: Make your HMS more efficient