For research institutions across Australia and New Zealand, efficiency is the foundation of scientific progress, regulatory compliance, and sustainability commitments.
However, slow and outdated procurement processes continue to obstruct universities in particular, creating risks that extend far beyond financial inefficiencies.
From compliance breaches that jeopardise funding to procurement roadblocks that hinder progress toward net zero carbon emissions, research institutions are facing mounting pressures in keeping up with sustainability and their ESG goals while delivering a first-class service.
To remain competitive and meet regulatory and sustainability expectations, a modernised approach to procurement is a must.
The compliance risks associated with delayed procurement
Research institutions operate under strict compliance regulations, including government funding conditions, cybersecurity standards, and ethical research guidelines.
Procurement delays not only slow down research projects but can also lead to compliance breaches with severe repercussions.
For example, a case study from an anonymous world-leading biotech research institute found that their central procurement team struggled with slow product searches, multiple approval layers, and inefficient vendor management.
After streamlining their approach, they reduced their ordering time by 75%, allowing researchers to focus on their work and researching, rather than administrative delays
However, this success story only paints one part of the picture — and many organisations in the educational and research sector aren’t seeing the benefit from their current procurement set up. For example, many researchers wait weeks (or even months) for essential tools — only to resort to non-approved workarounds that violate institutional policies.
Let’s say for example, a newly hired researcher at the University of New South Wales faces a two-month delay in obtaining an institution-approved laptop. To avoid losing valuable time, they use a personal device, unknowingly breaching data security protocols.
This scenario (although entirely hypothetical) is not uncommon, and the consequences can be highly severe for at least two significant reasons.
Data security breaches
Using non-approved devices can expose sensitive research data, violating cybersecurity regulations such as the Australian Government’s Protective Security Policy Framework.
Non-compliant lab equipment from unverified suppliers can lead to ethical concerns, particularly in medical research.
Funding violations
In Australia and New Zealand, universities rely heavily on government funding, private grants, and industry partnerships to sustain research activities.
However, research grants come with strict procurement guidelines, dictating how funds must be spent, which suppliers can be used, and what documentation is required.
Any deviation (even if unintentional) can have serious financial and reputational consequences.
How OneAdvanced helps ensure compliance
OneAdvanced’s source to contract procurement solutions helps institutions enforce compliance at every stage of the process.
Through centralised approval workflows and automated compliance checks, research teams can source pre-approved equipment while ensuring alignment with funding regulations and cybersecurity policies.
Why procurement delays undermine ESG & sustainability targets
Research institutions are at the forefront of sustainability commitments, with many universities pledging net zero carbon emissions by 2030 or earlier.
However, inefficient procurement processes can directly contradict these goals — and this is influenced by a handful of consequences that come as a result of procurement delays.
Increased carbon footprint from expedited orders
When procurement delays push researchers to use express shipping, the carbon emissions from air freight are significantly higher than standard deliveries.
Unnecessary waste from duplicate purchases
Long approval processes force researchers to seek alternative products outside approved procurement channels, leading to excess equipment and e-waste.
Limited access to ESG-compliant suppliers
Outdated procurement systems make it difficult to prioritise vendors with sustainable sourcing practices.
Without efficient procurement workflows, research institutions risk contributing to this environmental issue through avoidable waste and non-sustainable purchasing practices.
How OneAdvanced supports sustainable Procurement
OneAdvanced’s procurement platform integrates ESG criteria into supplier selection, allowing institutions to prioritise environmentally responsible vendors and track sustainability metrics.
This ensures that purchases align with net zero commitments while improving procurement efficiency.
Find out how OneAdvanced makes it easy to purchase from approved suppliers in a sustainable way without the risk of delay.
How slow procurement affects research
Beyond compliance and sustainability, slow procurement also has a direct impact on research outcomes.
This is supported by a recent study on research procurement trends indicating that 72% of institutions report administrative bottlenecks slowing down their ability to acquire necessary equipment, affecting their overall efficiency.
How OneAdvanced accelerates research through smarter procurement
OneAdvanced streamlines the entire procurement process, eliminating inefficiencies and ensuring that researchers receive essential equipment without delays.
With automated workflows and real-time procurement tracking, research institutions can reduce administrative overhead and keep projects on track.
The future of university and education procurement
As research institutions strive for excellence in compliance, sustainability, and operational efficiency, outdated procurement systems can no longer be ignored.
The risks, ranging from regulatory breaches to environmental setbacks, are far too significant.
That’s why it’s important to ensure that you have a reliable partner on your side, with an understanding of the sector and a range of digital tools and expertise to set you up for success.
How OneAdvanced works as a trusted partner for research institutions
With OneAdvanced’s digital procurement solutions, research partners can:
- Ensure compliance by automating procurement approvals and aligning with funding regulations.
- Advance sustainability by integrating ESG criteria into purchasing decisions.
- Improve research efficiency by reducing delays and administrative burdens.
In summary
A unified approach to procurement, one that integrates digital solutions, standardises processes, and centralises supplier management can deliver several key benefits.
- Regulatory & compliance alignment
- Funding compliance: Many research grants come with strict procurement requirements. A fragmented procurement system increases the risk of non-compliance, which can lead to funding losses or penalties.
- Cybersecurity & data protection: Universities handle sensitive research data. A unified procurement system ensures that only approved vendors and secure IT equipment are purchased, reducing the risk of data breaches.
- Cost efficiency & financial sustainability
- Bulk purchasing power: A centralised system allows universities to negotiate better pricing with suppliers, leveraging collective purchasing power.
- Reduced administrative costs: Standardising procurement workflows across departments minimises inefficiencies and saves time for academic and administrative staff.
- Faster access to essential research equipment
- Procurement delays can slow down critical research projects. A unified system with pre-approved vendors and automated approval workflows ensures that researchers receive essential tools and materials on time.
- Stronger ESG & net zero strategies
- Sustainable vendor selection: Universities often have aggressive net zero carbon goals. A centralised procurement platform can prioritise ESG-compliant suppliers and track sustainability metrics.
- Low(er) carbon footprint: Reducing redundant purchases, consolidating shipments, and avoiding last-minute expedited orders help minimise emissions.
- Standardised supplier management & transparency
- Managing multiple vendors across different departments can lead to inconsistencies, duplicated orders, and higher costs. A unified procurement system ensures:
- Better visibility into spending.
- Standardised contract terms for all departments.
- Easier tracking of ESG commitments and supplier compliance.
- Improved research & operational efficiency
- By eliminating manual paperwork and streamlining approvals, staff and researchers can focus more on innovation rather than administrative tasks.
- Faster procurement cycles mean universities can remain competitive in securing grants, partnerships, and top research talent.
As universities aim to uphold the highest standards of integrity, sustainability, and efficiency, adopting a digital procurement strategy is essential in ensuring success.
To learn more about how OneAdvanced can help your institution streamline procurement and meet its compliance and ESG commitments, get in touch with our procurement experts today.