Monthly Archives: March 2012

Storytelling in Data

Today’s guest post is from Doug Hudgeon, Director of PitchMap, and a long-time Procurement blogger. Back in the day, he authored a vendor relations blog on WordPress (at hudgeon.wordpres.com) and more recently he authored the Operating Efficiency blog (at OperatingEffieciency.org), which has now been ported to the PitchMap Blog. It originally appeared on the PitchMap blog yesterday (Storytelling in Data), and is being reprinted with kind permission.

Now that we’ve introduced Pitchmap, I’m returning to topics on business operation efficiency. Today’s topic is Telling stories in data: Using data to support your arguments

Yesterday, I attended the first Australian IACCM meeting of the year. The two presenters spoke on very different topics, “Clean energy laws and carbon trading” and “Utilities Benchmarking” but both presenters were equally adept at using data to underpin their arguments. Today, data is everywhere and an effective business person must be an expert in presenting their arguments using data. In my view, there’s nothing like a story to make your audience feel that change can happen and a vision can be achieved.

Storytelling in Data

Let’s look at some Pitchmap data to show how data can be used to tell a story. This data compares the procurement processes of three companies (Salamander Logistics, Melbourne Transport and Queensland Trucking) with each other and with an optimised process. The columns in the chart show the cost per transaction: the higher the column the greater the cost per transaction. The type of transaction is shown by the label above the columns.

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The first story in the above data is indicated by the red arrow. It shows that Melbourne Transport is spending about the right amount on Vendor Creation processes whereas the other two companies, Salamander and Queensland, appear to be under-investing. This does not say that Melbourne Transport is doing it right, just that they are spending about the right amount on it.

The second story is indicated by the yellow arrow. The story within the data is that Melbourne is better than its peers but higher priced than optimal. Interestingly, the purple section of the column (transaction costs relating to invoice processing) is the same as the optimised process but the green section of the column (transaction costs relating to placing orders) is significantly more expensive. This indicates that Melbourne Transport should be focusing its process improvement initiatives on order placement rather than invoice processing.

The last story is highlighted by the blue arrow. Melbourne Transport and its peers are significantly more expensive than the optimised process. This should serve as a red flag in any attempt to re-engineer this process given that no one is doing it particularly well. It may well be that there is some aspect of expense processing such as regulatory requirements in this industry or geography that adds to the cost of the process and further investigation should be undertaken to ascertain whether this is so.

The keys to successful storytelling

The keys to being able to tell stories with data are four-fold:

  1. The data must be clearly displayed – preferably on one page,
  2. The data must show where you are now and where you could be (either by reference to an optimal state or comparison against your peers or benchmarks or all three),
  3. The data must be sufficiently detailed to make the story interesting, and
  4. You need to be able to dive into the details underlying the data when your assumptions are questioned.

Doing so will enable you to present a compelling picture (as in the chart above) of what needs to be changed, how it needs to be changed, and what further inquiries need to be undertaken to resolve outstanding questions.

In my next post, I’ll discuss how to collect and present variable data in a compelling manner.

Thanks, Doug!

Is Your Dumpster Full of Dollars?

And I’m not just talking about the significant savings opportunities that can come from optimizing your trash pick up with a good spend analysis, as discussed in SI’s recent post that asked [IF] You Know How Much Your Trash Costs You? An average retail chain will write of a lot of damaged inventory and discard it in the dumpster when, in fact, that inventory, if repaired, or, typically, returned in a timely manner, could result in significant dollars back in the retail chain’s pocket.

As pointed out in a recent post over on the Supply Chain View from the Field on “Reverse Logistics: What happens to all of those product returns you’ve been making, anyway?”, what typically happens with a return that could result in a credit to the retailer is that it ends up in many cases going into the dumpster even though, in many cases, the product is still good. This happens for a variety of reasons. The store manager doesn’t know that a return to the manufacturer will result in a credit. The store manager believes it will cost more to process the return than discard the item (or, if the store manager is lucky enough, sell it to a flea market). The store manager knows that there is money that is probably worth going after in the return, but has to use a new returns management / liquidation system that they don’t know how to use and can’t figure out on their own because it’s clumsy or ill-defined (like the SARS system that has been pushed down to individual stores by Home Depot and that could spell the beginning of the end). Or maybe they can figure out how to record the damage, get a pending credit, but lose the credit because they don’t process, and (bar)code the return properly.

Returns, which can often be refurbished, repaired, re-sold, or in the case of a NPI (New Product Introduction), returned to the producer/manufacturer within a certain timeframe for a full refund as per the contract, may not have the profit potential of a product that is not returned, but they still have profit potential and, most importantly, when properly managed, do not result in expense and loss. Proper reverse logistics and returns management, which is standardized, near real-time, and provides multi-channel visibility (as discussed in this post which brought you Reverse Logistics Tips from World Trade Magazine, significantly improves the bottom line and should be performed by every retailer and reseller.

For a few more tips, check out Rob Handfield’s tips from his post on “Reverse Logistics: What happens to all of those product returns you’ve been making, anyway?”.