Today everything in business relies on data: sales, lost sales, materials in stock, efficiencies, budgets, demand, etc. It’s the exception to the rule that a business can run without at least some data as to the peaks and valleys of their sales.
This is no different for procurement. Today data is as important to an organization’s procurement and supply chain functions as it is to any other area. Data not only informs procurement about what’s going on, but is increasingly driving procurement decisions, such as how much to buy, how to enter negotiations, and even whether or not to eliminate the requirement for what is being procured.
Herein we’ll take a look at the ways data drives procurement, and how your organization can benefit from it.
How much you spend, what you spend it on, and how you spend is one of the most important data points for procurement professionals. What you will spend in the future is also important.
How much you spend gives you a number to work with, and helps the procurement professional set goals on reduction. What you spend it on can tell you if you’re spending too much for a material or service, or perhaps your organization is spending money on something it doesn’t need (ex. obsolete materials). How you spend can tell you if you spot buy, make multiple purchases resulting in paying for multiple shipments when you should consolidate them, and with how many suppliers.
Forecasting spend is important, too. What is that project in 12 months projected to cost you? Why?
Gathering all of this information helps you manage that spend. Some companies can readily access this data and procurement professionals can begin tackling it. You may belong to a company like this.
Or, you may be part of a company that doesn’t have this data ready at hand. You may be the person that gives your IT department a heart attack. (It’s OK, they have health insurance.)
Managing this spend helps you and your organization make decisions on how to change certain purchasing trends, make decisions on how money will be spent, and why.
Unmanaged spend, also called Rogue Spend, accounts for roughly 29% of a company’s spend, according to The Hackett Group. If your annual spend is tens or hundreds of millions of dollars, your organization could be leaving millions or tens of millions of dollars on the table, something that directly effects the bottom line.
Getting spend under management helps you make decisions such as consolidating areas of spend and bidding out to find a single supplier that can supply it all in order to find better solutions that will help save money and avoid costs.
It can also help you begin the discussion on processes.
Soft costs are hard for some people to grasp. They “technically” don’t exist, so why address them?
A perfect example is one I dealt with recently. Currently the company I work for has workers clean their own vehicles. The issue? That worker is being paid $30-$40/hour straight time to clean that vehicle. Lump on benefits, that’s roughly $45-$60/hour.
We began a project to contract vehicle washing services. Bids came back at around the $15/vehicle mark. A fraction of what it would cost for one of our workers to clean them. (The agreement is for approximately $65,000/year.) And vehicle cleaning would be done after hours, not affecting the work schedules of the workers.
The managers and supervisors we discussed this project with just shrugged their shoulders. “They’re on the payroll anyway, so why not just keep having them clean their own vehicles and not spend $65,000 a year?”
The issue is that these workers could be spending the time they are cleaning their vehicles doing their actual job. If you have ten or so workers taking time away from a job site throughout the month to power wash their vehicles, that reduces the efficiency of work done on that job and could extend the schedule of that job, even pushing it past the deadline. How much does all of that cost your company?
This could also include your procurement processes. Are there steps in your processes for purchasing, receiving, warehousing, and issuing materials? Or perhaps suppliers that provide services are late (costing you time and money) because of certain processes your organization follows such as unnecessary security checks.
Using spend data to look at your organization’s processes can help you address both hard and soft costs. The data gleaned from these calculations can help your organization become more efficient and effective.
Total Cost of Ownership
With spend managed you can begin to address Total Cost of Ownership. How is freight billed? How are shipments handled? How does the supplier bundle things? What’s the mark-up? What’s the cost of labor for the supplier to handle that product or service? What’s the cost of labor for your organization to accept that material or oversee that service? What are the manufacturing costs? What is the cost of holding inventory at the supplier’s location? What’s the cost of holding inventory at your location? Are there materials you can remove and still be effective?
All of these things, and more, go into the total cost of ownership. Tracking the total cost of ownership, perhaps through should-costing, can help you and your organization determine if you need certain materials or services, if there are features that can be removed, or if there are better ways of doing things.
Getting a handle on your data in procurement is as important as getting a handle on it in sales. As the procurement professional you need to be able to track how much is spent, what it’s spent on, how it’s spent, how much was spent in the past, and what your organization will spend in the future if you are to be effective in contributing to the conversation on how to change all of that for the better.