S2P Project Management: Successful Management with Strong Leadership and a Hybrid Approach

Implementing a Source-to-Pay (S2P) solution isn't just an IT project. IT plays an important role, but the solution covers the entire organization — from purchasing to payment — and in some cases even 80% of the employees. A well-designed S2P project management method is essential for success — and starts with strong choices in leadership and methodology.

In this blog, we share the most important success factors in our practice for effective S2P project management.

Why S2P Project Management Is Crucial

S2P projects are often started from a combination of strategic ambitions, laws and regulations and operational bottlenecks. The ultimate success of the project almost always depends on user adoption. If they don't use the new process (properly), you can be sure you're not achieving your goals.

That's why S2P project management requires more than a traditional IT approach. It is a change process in which process design, technology, stakeholder management and change management come together. A powerful client, effective decision-making and good project management are crucial here!

Every project is unique and yet, in our years of experience, there are a number of constant success factors:

Success factor 1: Start with the end in mind. What's ready when it's done?

Think carefully about the intended effect of the project, set realistic goals and realize... It intended effect is often reached only (well) after the completion of the project. The intended effect is therefore not the same as the project assignment.‍

A classic in S2P project management: When is a project finished and when was the intended effect achieved? In other words, a good project manager defines “What's done when it's done”. In S2P projects, these are usually: completed and working processes, set up systems and working links, migrated data, the right reports and informed and trained users.

“The strength of a client determines at least 50% of the success of the project!”

Success factor 2: Make sure you have a powerful client and a steering group that manages.

One of the most underestimated success factors is the importance of a powerful client. Our experience? The client determines at least 50% of the success of the project. What makes a client powerful?
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• Has a clear vision of the desired S2P solution
• Dare to make choices across the entire chain
• Inspires and intervenes when necessary
• Remains involved in optimization even after going live

A good client puts together a strong steering committee — with representation from purchasing, finance, IT and end users. And: a good client also chooses a good project manager. And vice versa.

Success factor 3: Project Management Methodology: Agile and Prince2

A frequently asked question about S2P projects is: which project method fits best? At S2P & More, we consciously choose a hybrid approach that combines the strong elements of Agile and Prince2.

‍Why this combination?

• Prince2 offers structure, clear phasing, formal decision-making via steering groups, and a systematic approach. Ideal for large choices such as software selection or the realization of links.
• Agile provides flexibility: working in sprints, iteratively delivering working components, and continuous adjustment.

Although purists may reject this combination, we see every day that this approach perfectly matches the complexity of S2P projects: you know where you want to go, but the journey requires regular adjustments.

Success Factor 4: Change and Stakeholder Management: The Key to Adoption

“The best process fails if no one uses it”. That is why stakeholder and change management is not an afterthought, but an integral part of every S2P project.

The key? Involved stakeholders

The colleagues in the Procurement and Finance departments are often the ones who work intensively with the solution. The end users in the business are more difficult to calculate — which is why they must be well connected to the change.

“The best process fails if no one uses it.”

Success factor 5: Ensure your aftercare and ensure good process governance after the go-live!

Many organizations experience varying success experiences during and after the project phase. As soon as the project is live, attention disappears. But the intended effect usually only comes after going live. A good project manager ensures that process control is properly transferred. Especially then, it is important to focus on the experience of success!

Want to know more about our approach? Or do you want to discuss your S2P challenge?

Feel free to contact us. We are happy to think along with you.

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