Copilot helps Softcat chart course to improved procurement
Project at a Glance
Softcat wanted to improve how it assessed and selected third-party providers by reducing the time, effort and complexity involved in analysing large volumes of procurement data. By using Microsoft Copilot alongside Microsoft 365 tools, Softcat was able to simplify vendor evaluation, bring together multiple information sources, and support faster, more confident procurement decisions across the business.
dedicated service professionals supported the wider Softcat business
longstanding customers supported by Softcat services
Challenge
Large procurement exercises generate vast amounts of information, making it difficult to extract meaningful insight quickly. When reviewing multiple vendor responses for a new travel management system, Softcat needed a way to cut through the noise, reduce the manual effort required to analyse data, and present clear insights that would support faster, more effective decision-making.
Critical Success Factors:
1
Unified Data for Clearer Insights
Harness multiple information streams to deliver data-driven insights.
2
Simplified Decision-Making
Simplify analysis to facilitate effective decision making.
3
Time-Efficient Supplier Evaluation
Reduce the time and resource needed to assess suitability of third-party providers.
Solution
Softcat used Microsoft Copilot with Microsoft 365 to consolidate and analyse procurement data from multiple sources, including vendor responses, recorded transcripts and internal discussions stored in OneDrive. This enabled teams to quickly surface key insights, compare suppliers accurately and present information in a clear, business ready format.
- AI-generated analysis provided by Microsoft Copilot.
- Insights gained through Copilot data analysis.
- Process of refining AI prompts to produce desired outcomes.
Results
By introducing Copilot into the procurement process, Softcat reduced the time and resources required to assess suppliers while improving the quality and consistency of insights. The business was able to make faster, more confident procurement decisions, supported by clear data analysis and reduced administrative overhead.
- Accelerated decision making.
- Significant ROI through time and resource savings.
- Valuable lessons learned applicable to wider business activities.
Our challenge was to simplify that data, minimise the required resources to enable us to complete the analysis and collate that information in a format that would help the business quickly make the right decision.
Sarah-Jane Sydenham
Head of Internal Procurement, Softcat