Programmed centralises vendor data with Boomi platform

Programmed has overhauled vendor data management using Boomi in a project spanning more than 18,000 active vendors across its building and facilities management operations.

The Australasian staffing, operations and maintenance services provider wanted a more consistent way to manage vendor information spread across business units and applications. That fragmentation made vendor selection harder and led separate teams to repeat compliance checks.

In response, Programmed built a centralised Vendor Management System using Rapid Global for vendor onboarding and compliance. It engaged Adaptiv to implement Boomi's Data Hub and integration tools as the data and connectivity layer linking vendor systems.

Programmed provides facility management, property maintenance, training and workforce services to more than 10,000 customers in sectors including mining, government, education and infrastructure. At that scale, vendor records are central to daily operations, covering compliance status, certifications, insurance and financial data.

Head of Procurement Gary Gietzmann said Programmed wanted to remove inconsistencies between systems and teams.

"We needed vendor data to be consistent across onboarding, compliance, finance, and operational systems - removing duplicated compliance checks and conflicting records - while giving every team a near-real-time view of vendor status," Gietzmann said.

Single record

Boomi Data Hub now serves as the master data management system for Programmed's vendor records, using a central "golden record" to govern key profile information and distribute updates across connected systems.

That has changed how teams handle compliance and procurement data. Near-real-time updates mean staff no longer need to reconcile mismatched records across multiple applications or work out which system holds the latest compliance status.

The setup also includes a quarantine function that detects and isolates inconsistent records from upstream systems before they spread. This has become an important day-to-day control, helping limit silent data errors.

Boomi's integration layer connects Rapid Global with Microsoft D365 Finance & Operations and downstream work order management platforms used for procurement and service delivery. The result is a linked process for onboarding, compliance, finance and operational workflows.

"The result has been a connected business process, with vendor information now moving across systems with far less manual re-keying," Gietzmann said. "Compliance and procurement teams spend less time checking, copying and reconciling data, while operational teams have a clearer view of vendor status, giving them greater confidence in their decision making."

Integration work

Part of the project focused on connecting vendor records to D365 Finance & Operations, where a single vendor could have multiple instances and data exchanges could generate large volumes of application programming interface calls. Adaptiv used Boomi Event Streams to separate batch results so each vendor could be processed in its own execution.

According to Adaptiv, this reduced the number of API calls within each execution, simplified monitoring and made troubleshooting easier. The same approach was also used elsewhere in the project where separating transactions delivered operational benefits.

Principal Consultant Philip Durrant said the design placed the vendor record at the centre of the system.

"When we assessed Programmed's requirements, it was clear that Boomi's combination of integration and master data capabilities made it the right fit," Durrant said. "The platform enabled us to address Programmed's immediate vendor data challenges. We could see from the outset that placing the vendor record at the heart of the solution would create a governed, unified foundation, laying the groundwork for a scalable, connected architecture that can grow alongside the business."

The project reflects a broader push by large service businesses to tighten control over supplier and vendor data as compliance, procurement and operations become more interconnected. When records sit in separate systems, companies often face duplicated checks, manual entry and inconsistent reporting across functions.

For Programmed, the changes have also created a common reference point for teams handling vendor onboarding, compliance reviews, payment processing and field operations. That matters in businesses where a supplier's status can affect whether work can proceed, how it is assigned and how it is paid for.

Gietzmann said Programmed now has a stronger foundation for procurement data and business processes.

"Boomi has given us a solid, scalable foundation for vendor data, allowing us to move faster with greater confidence while improving visibility, control and efficiency across procurement," Gietzmann said. "By reducing manual effort and enhancing data quality, we're seeing clear business benefits. It also reflects the value Adaptiv brings as a partner, supporting both product selection and solution design, and working with us to drive practical, lasting outcomes."

Chief Technology Officer APJ David Irecki said the project showed how governed vendor data can affect more than one system or department.

"Programmed has demonstrated that when vendor data is governed and connected across the enterprise, the benefits extend well beyond a single team or system," Irecki said. "In partnership with Adaptiv, Boomi is delighted to have helped Programmed build a vendor data foundation that gives their teams the visibility and confidence to make better decisions across compliance, procurement and operations."