Assessing The Efficiency of Procurement-To-Pay Systems In Zambia's Nonprofit Organizations: A Case Study of Catholic Relief Services Zambia (CRS)

This study evaluates the efficiency of Procure-to-Pay (P2P) systems in nonprofit organizations, focusing on Catholic Relief Services Zambia (CRS). The study integrates Business Process Improvement (BPI) theory and the Technology Acceptance Model (TAM) to analyze how process optimization and technology adoption enhance procurement efficiency. Using a quantitative research design, data were collected from 100 staff members through questionnaires, document analysis, and performance metrics. Key performance indicators (KPIs) such as procurement cycle times and cost reductions were analyzed using statistical methods, including Pearson correlation analysis. The findings revealed significant improvements in operational efficiency and cost reduction following the implementation of the P2P system. The requisition-to-purchase order processing time decreased by 80%, while the requisition-to-payment cycle was reduced by 22%. Correlation analysis showed a strong positive relationship between P2P system implementation and operational efficiency (r = 0.955, p < 0.01). Challenges were noted during implementation, including technical issues and data migration difficulties. Post-implementation challenges such as system integration and supplier performance tracking persisted. Strategies including regular training, system upgrades, and process re-engineering were implemented, with 46.5% of respondents reporting significant improvements in system performance. While focused on CRS Zambia, the findings provide actionable insights for similar organizations aiming to modernize their procurement processes. Limitations include the focus on a single organization, reliance on quantitative methods, and a short-term assessment. Future research should explore longitudinal studies, qualitative insights, and broader organizational contexts to assess the long-term sustainability of P2P systems in nonprofit sector. The study underscores the transformative potential of P2P systems in improving procurement efficiency and donor accountability.