1 Strategic Sourcing The 2010 Guide to Driving Savings and Procurement March 2010 Christopher J. Dwyer
2 Page 2 Executive Summary The strategic sourcing group has faced myriad challenges over the last two decades, including a fluctuating economy and increased expectations to bolster the enterprise bottom-line. However, the last few years have brought about a new, complex challenge: continue to drive procurement performance while finding fresh cost savings within other areas of corporate spending. This benchmark study, measuring the performance, strategies and intentions of over 400 enterprises, is a modern guide for enterprises looking to augment their existing strategic sourcing programs with new techniques to effectively reinforce financial recovery with implemented cost savings. Best-in-Class Aberdeen distinguished Best-in-Class enterprises by a combination of two key performance metrics: spend under and realized / implemented cost savings. Best-in-Class enterprises in this study are notable for their superior performance and for their focus on streamlining strategic sourcing processes to effectively drive dollars to the bottom-line. Best-in- Class enterprises have leveraged a set of procurement and sourcing capabilities, solutions and strategies to drive a spend under rate that is over 32% higher than that of all other enterprises (including Industry Average and Laggards combined), while experiencing 71% higher realized / implemented cost savings than all other enterprises. Competitive Maturity Assessment Survey results show that the firms enjoying Best-in-Class performance shared several common characteristics. These top-performing organizations are: 51% more likely to engage in collaboration with other internal units than all other organizations 30% more likely to have standardized sourcing processes 29% more likely to automate their spend analysis systems Required Actions In addition to the specific recommendations in Chapter Three of this report, to achieve Best-in-Class performance, companies must: Research Benchmark Aberdeen s Research Benchmarks provide an indepth and comprehensive look into process, procedure, methodologies, and technologies with best practice identification and actionable recommendations "We hold an annual meeting with major business units that outline their major projects to be constructed or developed in the upcoming year. Based upon these plans, we identify those vendors that will be a part of the build plans and use the upcoming spend to reduce costs with the vendor for next year s activity. We also look at major corporate buckets of spend and develop savings opportunities and attack that area of spend. The final analysis in contract spend reduction is based upon the contracts that are expiring during the upcoming year. We use cost reduction / avoidance models for the savings we report to." ~ Procurement Director, Large Telecommunications Services Enterprise Strategically-source complex categories of spend Look to spend analysis automation as a means of supporting the strategic sourcing program Plug gaps into the savings implementation process with effective contract lifecycle
3 Page 3 Table of Contents Executive Summary... 2 Best-in-Class... 2 Competitive Maturity Assessment... 2 Required Actions... 2 Chapter One: Benchmarking the Best-in-Class...4 Business Context and Enterprise Objectives...4 Pressures: Cost, Cost, Cost... 5 Drip, Drip The Savings Leakage Quandary...7 The Maturity Class Framework... 7 The Best-in-Class PACE Model... 8 Best-in-Class Strategies... 9 Chapter Two: Benchmarking Requirements for Success...11 Competitive Assessment...11 Capabilities and Enablers...13 Chapter Three: Required Actions...16 Laggard Steps to Success...16 Industry Average Steps to Success...16 Best-in-Class Steps to Success...17 Appendix A: Research Methodology...19 Appendix B: Related Aberdeen Research...21 Figures Figure 1: Objectives for Strategic Sourcing...4 Figure 2: Top Driving Factors... 5 Figure 3: Top Sourcing Challenges... 6 Figure 4: Savings Leakage... 7 Figure 5: Best-in-Class Strategic Actions... 9 Figure 6: Best-in-Class Technology Solution Utilization...14 Tables Table 1: Top Performers Earn Best-in-Class Status...8 Table 2: The Best-in-Class PACE Framework... 9 Table 3: The Competitive Framework...12 Table 4: The PACE Framework Key...20 Table 5: The Competitive Framework Key...20 Table 6: The Relationship Between PACE and the Competitive Framework...20
4 Page 4 Chapter One: Benchmarking the Best-in-Class Over the past decade, enterprise procurement has been thrust into the strategic limelight for companies looking to achieve operational merit and drive modern business goals in the midst of the economic crisis and its subsequent recovery. The continued reliance on the sourcing team and its cost-cutting processes has dried up the well of "easy" cost savings; enterprises must now look to advanced sourcing strategies to discover the next tier of cost savings and align this major goal with the overall corporate agenda. Business Context and Enterprise Objectives After two decades of tactical excellence and process prominence within the greater organization, the procurement group has elevated its significance beyond a mere sourcing program designed to optimize the purchasing continuum. Strategic sourcing (defined in the callout to the right) is now the strategic hub for all procurement activity. However, while strategic sourcing programs have progressed and evolved over the years, one major factor and objective is the catalyst for all intelligence purchasing decisions: identifying, implementing and maintaining cost savings (76%), as shown in Figure 1. Figure 1: Objectives for Strategic Sourcing Fast Facts Best-in-Class organizations place nearly 32% more of their spend under than all other organizations 2.2% of the average enterprise's savings are lost due to savings leakage Aberdeen's Definition of "Strategic Sourcing" Strategic sourcing is the process of identifying, evaluating, negotiating, and implementing the optimal mix of goods and services that best support the objectives of the enterprise. Identify cost reductions (save money) 76% Automate / streamline the sourcing process 33% Centralize processes 27% Improve supplier / collaboration 23% Mitigate supply risk 22% n=400 In a time of economic recovery, enterprises are adamantly focused on driving cost reductions through their strategic sourcing efforts, as indicated in Figure 1. This notion of zeroed-in cost savings focus now dictates the
5 Page 5 modern strategic sourcing program's objectives and supporting directives, plans, and category strategies. Pressures: Cost, Cost, Cost As stated previously, enterprises continue to feel the pressure to reduce costs, as detailed in Figure 2. Strategic sourcing, as it has evolved over the years, became a significant driver for identifying and finding cost savings on a wide range of purchasing activity. However, modern-day strategic sourcing programs have exhausted the "simple" (or "low-hanging") range of cost savings and now face an uphill battle to not only consistently deliver these gains to the overall organization, but also spur innovative means of digging deep into their purchasing spend to find new opportunities for cost savings. Figure 2: Top Driving Factors Pressures to reduce costs 78% Need to improve internal compliance to contracts 25% Need to develop / improve category strategies 25% Increased compliance issues 24% n=400 While the drive for additional cost savings remain a clear procurement pressure, enterprises are failing to see the value in improving other internal factors for their respective strategic sourcing programs, such as contract compliance (25%) and category (25%). Compliance, as we will see in other sections of this research report, is the cornerstone to effective sourcing follow-through; contract lifecycle is what effectively transforms sourcing efforts into true cost savings. Category is just as an important a factor as direct and indirect materials, as complex categories of spending (such as contingent labor / services, expenses, real estate, facilities, etc.) are often linked to the overall programmatic success of the greater organization.
6 Page 6 Strategic Sourcing Challenges By its nature alone, strategic sourcing is a beneficial program in spurring purchasing performance (although nearly 30% of organizations do not have a strategic sourcing program in place); however, there are still a plethora of challenges faced in expressing the potential gains and aligning specific program aspects with the processes of other key internal units. Figure 3 highlights the priority order of the top sourcing challenges identified by the nearly 400 survey respondents. Figure 3: Top Sourcing Challenges Reluctance to adopt standardized sourcing processes Insufficient visibility into timely / accurate spend data Limited budget / resources to implement e-sourcing 29% 33% 32% "We are divided into expert teams and each team will develop a category strategy and pipeline with the line-ofbusiness in that particular area. Each major area also has a governance structure with executive committees, boards and project steering committees. Our sourcing pipeline is mainly prioritized according to spend or business critical impact." Lack of executive support 26% n=400 ~ Procurement Manager, Large European Pharmaceutical Manufacturer The reluctance to adopt standardized sourcing processes (33%) is a major factor in ensuring consistent efficiencies from all facets of the greater strategic sourcing program. There are myriad factors that play into the strategic sourcing program, such as spend analytics, contract lifecycle, consistent pipeline renewal / review, and sourcing event ; standardization is required on all fronts to cultivate a repeatable environment in which not only are processes executed by a single set of guidelines, but also one where savings are regularly captured, identified and realized / implemented into future budgets. Spend visibility (32%) has been a prime concern for the procurement department since the dawn of this internal corporate function. Strategic sourcing, in its very definition, is a process and program that requires actionable intelligence to drive day-to-day business decisions. In order for sourcing team members to accurately gauge spend patterns and trends and utilize that information within future sourcing projects, these projects must be enabled with the proper visibility into enterprise-wide spending.
7 Page 7 Drip, Drip The Savings Leakage Quandary Although the sourcing group was designed to effectively hunt down cost savings on enterprise spending and utilize those savings to aid cost containment / reduction efforts, there is a quantifiable lack of followthrough within organizations' strategic sourcing programs. As evidenced in Figure 4, nearly 2.2% of the average savings identified by the typical strategic sourcing group is lost due to savings leakage. Figure 4: Savings Leakage 5.4% 2.2% savings leakage 3.2% Savings, Defined Identified: Beyond simple identification of a savings opportunity, this tier of savings is characterized by sourcing activity and negotiated pricing, where savings potential is attainable. Implemented (or realized): After the contract has been executed, enterprises begin to realize the potential of previously identified savings opportunities. This tier is characterized by purchasing, receiving, invoicing, and settlement activity and ensured by contract compliance and strong enduser adoption. Identified savings n=400 Realized / implemented savings Booked: Once savings have been realized, they can be recognized or booked in operating budgets and other enterprise-level financial statements. This tier is characterized by close involvement with finance, procurement, and the budget holder. While enterprises are able to achieve, on average, 5.4% cost savings at the end of a sourcing project, only 3.2% of that figure is actually implemented / realized and booked. Savings leakage can occur due to a variety of causes, including cost creep, poor contract, gaps in process / technology aspects, and changes in demand. Aberdeen research has shown that collaborative sourcing, such as a strong alignment between the finance and procurement / sourcing groups, can drive responsibility into the hands of commodity managers and specific business units to reduce leakage and, through the help of the Chief Financial Officer, apply those identified savings where it counts. The Maturity Class Framework Aberdeen used the key performance metrics shown in Table 1 to distinguish the Best-in-Class from Industry Average and Laggard organizations: spend under and realized / implemented cost savings.
8 Page 8 Table 1: Top Performers Earn Best-in-Class Status Definition of Maturity Class Best-in-Class: Top 20% of aggregate performance scorers Industry Average: Middle 50% of aggregate performance scorers Laggard: Bottom 30% of aggregate performance scorers Mean Class 71% of spend under 10% cost savings fully realized and implemented in % of spend under 4% cost savings fully realized and implemented in % of spend under 1% cost savings fully realized and implemented in 2009 Best-in-Class enterprises have effectively sparked top-shelf performance in two of the most significant procurement and sourcing metrics: spend under and realized / implemented cost savings. Spend under, which is a classic measure of procurement's impact on the greater organization, is the percentage of non-payroll spend that is actively managed by the procurement group. For every dollar of spend under, Aberdeen has historically quantified 5% to 20% cost savings. Top-performing enterprises place nearly 32% more of their spend under than all other organizations. Best-in-Class organizations have also effectively generated 10% realized and implemented cost savings, avoiding the savings leakage issue that has plagued the modern enterprise. The Best-in-Class PACE Model Utilizing strategic sourcing programs and processes to achieve corporate goals and drive cost savings requires a combination of strategic actions, organizational capabilities, and enabling technologies that can be summarized in the PACE Framework in Table 2.
9 Page 9 Table 2: The Best-in-Class PACE Framework Pressures Actions Capabilities Enablers Need to drive down costs Establish and standardize formal strategic sourcing methods companywide Adopt technologies to improve visibility into and accuracy of spend data Standardized sourcing process Formal sourcing organization Active spend analysis program Cross-functional coordination between internal groups (procurement, finance, treasury, product, sourcing and line-ofbusiness) E-sourcing Automated spend analysis (collection, enrichment, analysis / reporting) Contract lifecycle Strategic sourcing outsourcing services PLM Reverse auctions Electronic RFP system Best-in-Class Strategies In order to alleviate the common pressures within the strategic sourcing program and attain the objectives of such efforts, top-performing enterprises have employed two main strategies for driving spend under and cost savings: standardization and technology (Figure 5). Figure 5: Best-in-Class Strategic Actions Establish and standardize formal strategic sourcing methods companywide 45% 52% "We are always excited for the chance to conduct opportunity analysis. We use A/P data exclusively. If the opportunity looks good, we go deeper into unit pricing, contractual terms, etc." Adopt technologies to improve visibility into and accuracy of spend data 34% 47% ~ Director of Supply Chain and Procurement, Large European Enterprise Best-in-Class All Others n=400 Best-in-Class enterprises are more likely than all other organizations to establish and standardize formal strategic sourcing methods across the enterprise (52%). This aspect can help curb savings leakage by utilizing a single set of guidelines for all sourcing activity, including spend analysis,
10 Page 10 contract negotiations, contract, and the financial implementation of cost savings. Top-performing organizations (47%) are also relying on their technology solutions to drive key spend visibility. As stated in other Aberdeen procurement research studies, spend visibility often begets a superior understanding of what the enterprise is buying, where it is buying, and who it is buying from. The accuracy of spend data, as we will cover later in this report, is a clutch component that can allow even the most simple sourcing teams a proper view into enterprise spending trends and patterns, which is crucial to the success of future sourcing projects. Aberdeen Insights Strategy: Collaboration The modern strategic sourcing program requires more than just procurement's efforts in driving dollars to the bottom-line. However, as detailed in Chapter One, savings leakage is a viable risk that threatens the very objective of strategic sourcing's main design: effectively boost cost reductions. Collaboration, also known as cross-functional coordination, involves shared (and free-flow of valuable information) between key internal units. The beginning stages of the strategic sourcing process (supply market assessment and identification of key suppliers) can greatly benefit from shared information between procurement and other line-of-business groups. The latter end of the strategic sourcing cycle (contract negotiations and savings progression) is supported by a strong relationship between finance and procurement; the CPO / CFO relationship is a main catalyst in implementing savings into future budgets. Aberdeen research has found that enterprises currently engaged in collaborative environments (between procurement / sourcing, finance, treasury, IT, line-of-business, etc.) report the following performance benefits: Nearly 46% higher rate of realized / implemented savings Nearly 20% higher compliance Nearly 15% higher rate of spend under
11 Page 11 Chapter Two: Benchmarking Requirements for Success Corporate pressure to drive new and consistent cost savings has forced strategic sourcing groups to align the major areas of the procurement process: spend analysis, category, and contract lifecycle. These areas are crucial to the development, growth and excellence of the modern day strategic sourcing program, and must be supplanted with strategic sourcing automation to effectively seek out the best opportunities for sourcing success. Case Study Leveraging Collaboration and Technology to Drive Spend Under Management A mid-market energy and utilities enterprise, based in North America, has had a strategic sourcing program in place for over five years. Their typical sourcing team has been cultivated in a collaborative and crossfunctional environment. Our sourcing team typically includes more than just the regular [procurement] folks, said the Director of Procurement. Depending on the initiative, it could involve members from the line-ofbusiness, risk and legal groups. Over the past few years, the organization has successfully placed over 85% of their spending under the of the procurement and sourcing group. The procurement director credits this superior level of performance to their reliance on core strategic sourcing systems, such as spend analysis, e-sourcing and contract lifecycle. Fast Facts Best-in-Class enterprises are 30% more likely than all other organizations to have standardized their strategic sourcing processes Best-in-Class organizations are 40% more likely than all other enterprises to leverage an e-sourcing solution All of our supplier discovery, market analysis and supplier qualification responsibilities rest with the sourcing/ procurement owner, he said. [Our spend analysis solution] is utilized, as well as subscriptions to a number of market research sites. This level of supplier and market intelligence has propelled their organization in regards to strategic sourcing performance. The organization has also leveraged an e-sourcing solution, which the procurement director says is readily utilized by the company s strategic sourcing team. The company also has a rigorous strategic sourcing process and plan that they ve utilized since the dawn of their program. All of our strategic spend is managed on a three-year cycle, with all repeatable spend addressed at least once every three years. Our emergent work is addressed in conjunction with our business unit process teams, concluded the Director of Procurement. Competitive Assessment Aberdeen Group analyzed the aggregated metrics of surveyed companies to determine whether their performance ranked as Best-in-Class, Industry Average, or Laggard. In addition to having common performance levels, each class also shared characteristics in five key categories: (1) process (the
12 Page 12 approaches they take to execute strategic sourcing operations); (2) organization (corporate focus and collaboration among stakeholders); (3) knowledge (contextualizing spend data and exposing it to key stakeholders); (4) technology (the selection of the appropriate sourcing tools and the effective deployment of those tools); and (5) performance (the ability of the organization to measure its sourcing results to improve its business). These characteristics (identified in Table 3) serve as a guideline for best practices, and correlate directly with Best-in-Class performance across the key metrics. Table 3: The Competitive Framework Process Organization Knowledge Technology Best-in-Class Average Laggards Standardized sourcing processes 71% 56% 40% Active spend analysis process and program 58% 34% 25% Formal internal sourcing organization 67% 55% 40% Visibility into enterprise-wide spend across all categories 40% 32% 22% Sourcing / procurement solutions in place: 63% e-sourcing 62% contract lifecycle 61% automated spend analysis 43% reverse auctions 32% supplier performance 30% e-sourcing event services 22% strategic sourcing outsourcing services 43% e-sourcing 53% contract lifecycle 49% automated spend analysis 24% reverse auctions 29% supplier performance 18% e-sourcing event services 9% strategic sourcing outsourcing services Strategic sourcing performance-tracking: 50% strategic 23% strategic sourcing sourcing pipeline actively pipeline actively tracked and tracked and updated updated 28% e-sourcing 37% contract lifecycle 33% automated spend analysis 15% reverse auctions 16% supplier performance 11% e-sourcing event services 4% strategic sourcing outsourcing services 13% strategic sourcing pipeline actively tracked and updated
13 Page 13 Capabilities and Enablers Best-in-Class enterprises have blended a mix of process, organizational, knowledge, performance, and technological capabilities to effectively drive savings, alleviate savings leakage, and produce a high rate of spend under. Process: Standardization and Spend Analysis As discussed in Chapter One, standardized sourcing processes (71%) can drive awareness and understanding of corporate spending and its associated programmatic aspects; standardization is a key component in formalizing the many aspects of the strategic sourcing program (including contract negotiation and ) to ensure the best savings opportunities. Best-in-Class enterprises are 30% more likely than all other enterprises to have standardized sourcing processes in place. An active spend analysis program (and its rightful automation, discussed at the end of this chapter) can be considered the most powerful weapon in the procurement and sourcing toolbox. Spend analysis, as detailed in last year's Spend Analysis benchmark study (September 2009), can effectively provide the sourcing group with a detailed eye into an enterprise's corporate spend data. Through the analysis and reporting of this data through a spend analysis system, the sourcing team can easily pinpoint spend patterns / trends and areas for consolidation and utilize that actionable intelligence in ongoing and new negotiations with major suppliers. "Sourcing automation is used as a tool to support strategic sourcing efforts and collaboration with both our internal clients and suppliers." ~ Chief Procurement Officer, Large European Enterprise Organization: Formal Sourcing Group There are a wide variety of inherent dangers associated with the procurement and sourcing world, such as supply risk, off-contract / noncompliant spending, savings leakage and lack of spend visibility. A formal internal sourcing group, in place in 40% more Best-in-Class organizations than all others, can help mitigate these risks by funneling all sourcing activity through a single, formalized group, who can efficiently make appropriate decisions on the wide range of sourcing projects and events to maximize savings opportunities. Knowledge Management: Category Spend Visibility The modern sourcing group is faced with the of an assortment of enterprise spend categories beyond the typical scope of direct and indirect materials. Complex category has risen as a prominent bucket of corporate spending that encompasses the likes of contingent / temporary labor (and independent contractors), real estate and facilities, travel and entertainment expenses, and strategic meetings. Visibility into these areas of spending (heralded by 40% of Best-in-Class enterprises as being part of overall spend ) can help align strategic sourcing goals across a wider scope of enterprise spending. Best-in-Class companies are 28% more likely to include all categories of spend within their strategic sourcing initiatives.
14 Page 14 Technology: Automation of the Strategic Sourcing Sub- Processes The modern strategic sourcing program must support the sub-processes that, when collaboratively linked and executed, can drive savings, spend visibility and sourcing excellence. These sub-processes, including e-sourcing, contract lifecycle, and spend analysis, have been automated and streamlined by Best-in-Class enterprises (Figure 6) and are a vast contributor to their strategic sourcing success. Figure 6: Best-in-Class Technology Solutions Currently Adopted E-sourcing 38% 63% Contract lifecycle 47% 62% Spend analysis 43% 61% Collaborative sourcing 35% 50% Reverse auctions 21% 43% n=400 Best-in-Class All Others Best-in-Class enterprises are utilizing a set of technology solutions to support and streamline the major sub-processes within their strategic sourcing programs: E-sourcing is the backbone of modern strategic sourcing; e-sourcing solutions automated strategic sourcing processes, such as RFPs and online requests, reverse auctions, and supplier negotiations. Best-in- Class companies are 40% more likely to have adopted and deployed this within their organizations than all other respondents. E-sourcing technology can be supplemented with category, supplier base and process knowledge to support online negotiations and sustain advanced sourcing results. Aberdeen research has found that enterprises utilizing e-sourcing technology have driven nearly 200% higher realized / implemented cost savings than organizations without this solution in place. Contract lifecycle solutions, utilized by Best-in-Class organizations nearly 30% more often than Industry Average and Laggard performers, is a viable technology tool for combating "We are using the spend trends and past history to obtain better pricing and reducing the prices to provide goods and services. We have a spend analysis system that is used now more than ever." ~ Procurement Director, Mid- Market Health Services Enterprise
15 Page 15 savings leakage. Poor contract and failure to monitor key agreement milestones can result in a lower rate of realized / implemented savings from the rates that were identified at the outset of the supplier agreement. CLM solutions automate key components of this process, including contract creation, approval, agreement maintenance and data analysis, allowing sourcing executives to properly monitor and execute contracts. Automated spend analysis systems promote a repeatable data analysis process that can be leveraged to aid sourcing efforts. Automated data collection / extraction (from multiple internal systems, such as ERP, G/L, A/P, etc.), data enrichment, and reporting / analysis allow sourcing execs to "slice-and-dice" spend data at will by supplier, category, pricing, etc.; this information can be leveraged in sourcing projects to influence negotiations and boost cost savings. Best-in-Class companies are 30% more likely to have adopted and deployed this within their organizations than all other respondents. Management: Tracking the Sourcing Pipeline Best-in-Class organizations are 62% more likely to actively monitor, track and update their strategic sourcing pipelines; this aspect of their programs accurately forecasts when / how / from who direct and indirect materials and other categories should be sourced. This plays a vital role in gauging future cost savings and how these savings should be implemented and booked into future business units' budgets and plans. Aberdeen Insights Technology: The Spend Analysis Advantage Spend analysis has emerged in recent years as a purveyor of procurement and sourcing performance; visibility is often the cornerstone of effective strategic sourcing due to the actionable intelligence and knowledge gleaned from an inside (and educated) look at the enterprise's corporate spending. While any spend analysis program is beneficial in regards to lacking core spend visibility, it is through automated spend analysis systems that enterprises can see a true benefit in their procurement and sourcing performance. Spend analysis follows a series of steps: data extraction / collection, data enrichment, data classification / cleansing, and reporting / analysis. By automating these processes, enterprises can easily manipulate and re-address their spend data reports as often and easily as needed to fuel their sourcing efforts with real-time and actionable information / intelligence that can help them renegotiate supplier contracts as a means of producing superior cost savings. Aberdeen research has discovered that enterprises utilizing automated spend analysis systems have effectively increased their spend under by nearly 25%, and have successfully realized and implemented 37% more of their identified cost savings than those with manual spend analysis systems.
16 Page 16 Chapter Three: Required Actions The modern strategic sourcing program requires a vast mix of enterprise capabilities, technology solutions, and a willingness to progress into the next generation of procurement processes. In order to achieve cost savings, drive a higher percentage of spend under, and reduce the risk of savings leakage, enterprises must turn to the following recommended actions to effectively spark a new age of strategic sourcing. Laggard Steps to Success Updated, monitor and track the strategic sourcing pipeline on a regular basis. Only 13% of Laggard organizations currently update, monitor and track their strategic sourcing pipelines; frequent attention to this funnel of activity and opportunities will spur an educated sourcing team that can actively push contract negotiations into high-gear and drive higher cost savings to these poor-performing enterprises. Standardize all strategic sourcing processes (and subprocesses). Best-in-Class organizations are 44% more likely to have standardized sourcing processes within their sourcing programs; this aspect is crucial in ensuring that all strategic sourcing activities (contract, spend analysis, bidding, etc.) are aligned with a singular set of enterprise-wide guidelines. This can help curb savings leakage and drive internal compliance with procurement contracts. Utilize contract lifecycle to plug the savings drain. Often times, poor contract (failure to monitor key milestones, lack of data analysis, improper T&Cs, etc.) holds the blame for an underwhelming rate of implemented savings. Only 37% of Laggard organizations are currently utilizing a contract lifecycle solution, which can streamline the contract creation, submission and approval processes, as well as effectively monitor key triggers and milestones and pour data into the spend analysis system for future analysis. Fast Facts Best-in-Class enterprises are 20% more likely than Industry Average organizations to automate their spend analysis systems Best-in-Class organizations are 44% more likely than Laggards to have standardized sourcing processes within their strategic sourcing programs " Sourcing leads the projects with the support from all the functions as appropriate (R&D, manufacturing, business units, etc.); we always include the finance group to validate the saving numbers." ~ Director of Procurement / Purchasing, Mid-Market North American Enterprise Industry Average Steps to Success Look to e-sourcing as a cost savings catalyst. Less than half (43%) of Industry Average enterprises are currently leveraging an e- sourcing solution; by automating the processes with sourcing (RFPs, negotiations, reverse auctions, etc.), these organizations can experience the benefits of greater sourcing throughput, thus boosting savings opportunities into the booked status needed for the modern enterprise.
17 Page 17 Develop visibility into all enterprise-wide spending on direct materials / indirect purchases and complex categories. Visibility is the cornerstone of an effective strategic sourcing program, however, only 32% of Industry Average enterprises have a proper view into their spending. Complex category spending is just as crucial as direct and indirect spending; these enterprises must be able to monitor, track and glean actionable intelligence for spending on contingent labor, strategic meetings, real estate, facilities and expenses. Leverage spend analysis automation to transform the strategic sourcing program. Intelligence is a major factor in every critical sourcing decision; sourcing execs must be aware of key spending patterns and trends when moving into negotiations with suppliers. Automated spend analysis systems (in place at 20% more Best-in-Class enterprises than Industry Average) can extract and analyze spend data to arm strategic sourcing programs with the necessary information to negotiate superior supplier agreements. Best-in-Class Steps to Success Strategically-source complex categories of spend. Complex categories of spending (including contingent labor, strategic meetings, real estate, facilities, etc.) represent a major bucket of spending for modern organizations. Best-in-Class enterprises strategically-source only 26% of their strategic meetings and 40% of their contingent labor. These two areas could represent up to 20% of an enterprise's overall spend. While top-performing enterprises are making waves with their direct and indirect spending, they should look to leverage their strategic sourcing efforts with those of category managers for maximum savings potential. Enrich spend data within the spend analysis system. Although over 60% of Best-in-Class organizations currently have an automated spend analysis system, only 27% of these top-performers are actively enriching their spend data with financial, supply risk, supplier diversity, compliance and financial status information. These factors can enhance spend data for real-time accuracy of spend analysis reports, allowing Best-in-Class strategic sourcing execs to properly forecast their savings opportunities.
18 Page 18 Aberdeen Insights Summary: The Strategic Sourcing Foundation The modern strategic sourcing program does not merely involve a steady pipeline and effective supplier negotiations; rather, it is an intricate foundation that depends on the success of its spend analysis, contract and savings implementation initiatives. It is through superior of these three critical factors that enterprises are able to place more dollars under the watchful eye of procurement, but also ensure that any savings opportunities are properly realized, implemented and booked into future budgets and projects. For enterprises that are struggling with the basic principles of strategic sourcing, they must first arm their sourcing execs with the proper ammunition: spend intelligence. Spend analysis systems can identify spending patterns / trends; this information can then be used to enhance ongoing supplier negotiations. Contract lifecycle is a key stop-gap to savings leakage. Automated contract systems can effectively notify and alert responsible parties of milestone dates. A major component of savings leakage is the failure to fulfill, execute and monitor the lifecycle of a contract. Another important aspect of the strategic sourcing "foundation" is savings implementation. With the average enterprise losing 2.2% of their savings due to leakage (which can account for millions of dollars for the typical mid-market or large organization), it is critical that procurement groups work in conjunction with the CFO and finance team to properly followthrough with identified savings by officially communicating negotiated agreement terms and booking those savings into enterprise budgets and projects. These three areas are more closely linked than it appears; even if one area lags or fails, the entire strategic sourcing "foundation" can crumble. Enterprises must align their strategic sourcing goals with these three subprocesses to capitalize on their savings opportunities.
19 Page 19 Appendix A: Research Methodology Between February and March 2010, Aberdeen examined the use, the experiences, and the intentions of more than 400 enterprises using strategic sourcing in a diverse set of enterprises. Aberdeen supplemented this online survey effort with interviews with select survey respondents, gathering additional information on their strategies, experiences, and results. Responding enterprises included the following: Job title: The research sample included respondents with the following job titles: Manager (25%); Director (20%); Chief Procurement Officer (11%); Executive / C-Level (9%); and others. Department / function: The research sample included respondents from the following departments or functions: procurement, supply chain, or logistics (70%); business development (3%); corporate (3%); IT (3%); operations (3%); finance (2%); and others. Industry: The research sample included respondents from the following industries: government / public sector (33%); manufacturing (12%); education (9%); energy / utilities (6%); financial services (5%); and 25 others. Geography: The majority of respondents (77%) were from North America. Remaining respondents were from the EMEA (14%), Asia / Pacific (5%), and South American (4%) regions. Company size: Forty-one percent (41%) of respondents were from large enterprises (annual revenues above US $1 billion); 39% were from midsize enterprises (annual revenues between $50 million and $1 billion); and 20% of respondents were from small businesses (annual revenues of $50 million or less). Headcount: Sixty-four percent (64%) of respondents were from large enterprises (headcount greater than 1,000 employees); 26% were from midsize enterprises (headcount between 100 and 999 employees); and 10% of respondents were from small businesses (headcount between 1 and 99 employees). Study Focus Responding executives completed an online survey that included questions designed to determine the following: The degree to which strategic sourcing is deployed in their retail operations and the financial implications of the technology The structure and effectiveness of existing strategic sourcing implementations Current and planned use of strategic sourcing to aid operational and promotional activities The benefits, if any, that have been derived from strategic sourcing initiatives The study aimed to identify emerging best practices for strategic sourcing and to provide a framework by which readers could assess their own capabilities.
20 Page 20 Table 4: The PACE Framework Key Overview Aberdeen applies a methodology to benchmark research that evaluates the business pressures, actions, capabilities, and enablers (PACE) that indicate corporate behavior in specific business processes. These terms are defined as follows: Pressures external forces that impact an organization s market position, competitiveness, or business operations (e.g., economic, political and regulatory, technology, changing customer preferences, competitive) Actions the strategic approaches that an organization takes in response to industry pressures (e.g., align the corporate business model to leverage industry opportunities, such as product / service strategy, target markets, financial strategy, go-to-market, and sales strategy) Capabilities the business process competencies required to execute corporate strategy (e.g., skilled people, brand, market positioning, viable products / services, ecosystem partners, financing) Enablers the key functionality of technology solutions required to support the organization s enabling business practices (e.g., development platform, applications, network connectivity, user interface, training and support, partner interfaces, data cleansing, and ) Table 5: The Competitive Framework Key Overview The Aberdeen Competitive Framework defines enterprises as falling into one of the following three levels of practices and performance: Best-in-Class (20%) Practices that are the best currently being employed and are significantly superior to the Industry Average, and result in the top industry performance. Industry Average (50%) Practices that represent the average or norm, and result in average industry performance. Laggards (30%) Practices that are significantly behind the average of the industry, and result in below average performance. In the following categories: Process What is the scope of process standardization? What is the efficiency and effectiveness of this process? Organization How is your company currently organized to manage and optimize this particular process? Knowledge What visibility do you have into key data and intelligence required to manage this process? Technology What level of automation have you used to support this process? How is this automation integrated and aligned? What do you measure? How frequently? What s your actual performance? Table 6: The Relationship Between PACE and the Competitive Framework PACE and the Competitive Framework How They Interact Aberdeen research indicates that companies that identify the most influential pressures and take the most transformational and effective actions are most likely to achieve superior performance. The level of competitive performance that a company achieves is strongly determined by the PACE choices that they make and how well they execute those decisions.
21 Page 21 Appendix B: Related Aberdeen Research Related Aberdeen research that forms a companion or reference to this report includes: The CFO's View of Procurement: Work in Progress; November 2009 Spend Analysis: Transforming Data Into Value; September 2009 The CPO's Agenda 2009: Smart Strategies for Tough Times; April 2009 Procurement Contracts: Real Value, Real Returns; March 2009 Spend Analysis: Pulling Back the Cover on Savings; October 2008 Strategic Sourcing in EMEA; May 2008 CPO Rising: The CPO's Agenda for 2008; February 2008 The CFO's View of Procurement: Same Page, Different Language; November 2007 The Advanced Sourcing and Negotiation Benchmark Report: The Art and Science of the Deal; January 2007 Information on these and any other Aberdeen publications can be found at Author: Christopher J. Dwyer, Research Analyst, Global Supply Management Since 1988, Aberdeen's research has been helping corporations worldwide become Best-in-Class. Having benchmarked the performance of more than 644,000 companies, Aberdeen is uniquely positioned to provide organizations with the facts that matter the facts that enable companies to get ahead and drive results. That's why our research is relied on by more than 2.2 million readers in over 40 countries, 90% of the Fortune 1,000, and 93% of the Technology 500. As a Harte-Hanks Company, Aberdeen plays a key role of putting content in context for the global direct and targeted marketing company. Aberdeen's analytical and independent view of the "customer optimization" process of Harte- Hanks (Information Opportunity Insight Engagement Interaction) extends the client value and accentuates the strategic role Harte-Hanks brings to the market. For additional information, visit Aberdeen or call (617) , or to learn more about Harte-Hanks, call (800) or go to This document is the result of primary research performed by Aberdeen Group. Aberdeen Group's methodologies provide for objective fact-based research and represent the best analysis available at the time of publication. Unless otherwise noted, the entire contents of this publication are copyrighted by Aberdeen Group, Inc. and may not be reproduced, distributed, archived, or transmitted in any form or by any means without prior written consent by Aberdeen Group, Inc. (071309b)
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