Category Archives: Best Practices

Good Questions to Ask If Procuring Tools With AI, Especially If You’ve Answered the First Question Wrong!

Continuing on with our statement that sometimes you have to listen to a lawyer, a recent article over on Bloomberg Law noted that Companies Should Ask These Risk Questions When Procuring AI Tools and gave us four questions in particular that were good:

Do I Understand the Data

The article gets it right when it says that AI tools are only as robust as the data they’re trained on, as well as the need to know what data is collected, how, and if all rights are respected when doing so. But what they didn’t get is that the data determines what models and techniques can be used, and what models won’t be that effective or reliable. A vendor sales rep will tell you that whatever technique it’s using is just right for your problem, but the reality is that the sales rep likely doesn’t have anywhere close to the mathematical knowledge to know if its appropriate or not, especially since that sales person may have barely passed remedial junior math (as not all US states require remedial senior math to graduate High School). Furthermore, there’s no guarantee that even the tech teams know if the model is appropriate or not. If the company just hired a bunch of developers with maybe a year of university math, gave them access to a bunch of libraries, and all they did was test out various machine learning models until one appeared to work to a sufficient degree of accuracy on the test suites they compiled, it doesn’t mean they understand the model, why it worked, or even the appropriate characteristics of the data set that allowed the model to work — it just means that they can say for data sets that look like this, it should work. (But what is look like?) You need to understand the data, and find someone who understands the models that it is appropriate for.

Have I considered Regulatory Scrutiny?

Not only do you have to take note that The Department of Justice, Federal Trade Commission, and other regulators are focused on whether technology companies and their tools create anti-competitive environments or put consumers at a disadvantage, but many jurisdictions are considering or implementing laws against the use of black-box technology where the output — which determines whether or not a person can get a loan, be insured, or even apply for a job or government program — and the logic behind the decisions, and the rules that were applied, cannot be explained. You could also be in trouble if the process is fully automated and there isn’t a human in the loop to validate the decision, if the systems uses (third party) data that it has no right to use, or if the output data is not sufficiently protected if it was generated from input data that must be protected and the output can be reverse engineered.

Have I Mitigated Security Risks?

It’s not just traditional cyber attacks on the system, it’s well calculated queries that can slightly perturb the system over time until the outputs after the 10th, 100th, or 1000th slight, imperceptable, perturbation result in an output the system never should have given in the first place, such as approving a ten million dollar loan to a high-risk foreigner who will take the money and run or denying insurance to all people with a genetic defect likely to result in a specific condition down the road that can only be treated by a single drug owned by a single pharmaceutical who will drive people into bankruptcy for a pill that costs $5 to make.

Did I include Best Practices in the Contract?

More specifically, did you include the best practices you want followed in the contract? Don’t leave best practices up to the vendor to define however they want to define them. Make sure you cover all necessary security measures, compliance with all government and regulatory guidelines on AI in the regions you intend to use it (and open standards if there are none, guidelines from the UN, the Responsible AI Institute, or something similar), and so on.

And these are great questions, but the first question you should always ask is:

Do I Really Need AI?

And only when you choose the wrong answer, and say yes, do you need to ask the questions above. The reality is that you don’t ever need AI. AI means that you, or the vendor, were just unwilling to take the time to understand the problem and design an appropriate solution. Remember that when you try to jump on the AI bandwagon heading off the cliff (for the sixth decade in a row).

Half of Procurement Leaders Expect Their Budgets to Increase. Are They the Kings of Wishful Thinking?

A recent article over on the Supply Chain Quarterly (which launched about the same time as an article on the Supply Chain Management Review) quoted the newly released 2024 State of Procurement Data Report from Amazon Business (whose PR team was working overtime) that was revealed at Amazon Business Reshape. The report, which surveyed 3,000 buyers, procurement decision makers, and organizational leaders, had a number of interesting statistics.

The ones quoted by Amazon Business on their site included:

  • 95% of decision-makers acknowledge that there’s room for procurement optimization
    (which says to the doctor that 5% of decision makers are clueless and need to be replaced)
  • 85% of respondents say the difficulty of sourcing suppliers that follow sustainable practices prevents their company from setting or achieving strategic sustainability goals for procurement
    (which is totally logical because when there is a national demand for something that is in extremely limited supply, most companies will fail; it’s like demanding gender equality in STEM organizations in North America; on average, women are 25% of STEM workers; this means that for every STEM organization where they manage to fill more than 25% of their positions with women, there is an organization of equal size that won’t)
  • 81% of respondents had mandates to buy from certified sellers, which might include sustainable, local, or disadvantaged group-owned businesses
    (and it would be nice to know what percentage achieved those mandates; the doctor would be surprised if more than 25%, at most, succeeded)

The SCQ and SCMR picked up on different statistics, and you can read the articles to find out, but the most interesting to the doctor is:

  • 53% of business respondents in the survey expect their budgets to increase in 2024.

Go West, Young Man, Go West and pan for the gold! As far as the doctor is concerned, you’re the King(s) of Wishful Thinking. And, if you really want to, you can call me a bitch like it’s a bad thing for suggesting you’re so far out of this world that you’re a space oddity, but it doesn’t change the fact that you need to sit back, have a deep think, and accept the reality that it’s not going to.

Before you find new offensive adjectives to describe the doctor, ask yourself: When was the last time you received a significant budget increase that was above inflation? And when did it include even a dollar more than what was needed for the new hire(s) you fought nine months for or the system that your CFO decided he or she liked best? And if so, was it enough to actually acquire a new system or an extra hire you didn’t have to fight nine months for? In other words, when was the last time an increase you received was truly significant?

Procurement needs to remember that, in most organizations, it is still looked at as a cost center even though it may be the only profit center a company has left in an inflationary economy with declining consumer demand. As a result, with budget scraps are few and far between, those budget scraps are going to continue to go to sales and marketing hoping that the closers and the mad men will save them, and we all know that’s not going to change anytime soon in most companies.

Expectation is not always reality. And wishful thinking is just that. To succeed, don’t plan for any increases beyond specific increases for specific headcount or CFO friendly systems you have already hard fought and negotiated. This way, you won’t feel let down and you’ll be setup for success.

And while my gloomy glass more-than-half-empty outlook on the situation may not be very gladdening, remember that you are Procurement Pros, you always have sour lemons (and nothing else), and when challenged, you still find ways to make the best lemonade. Prepare for tough times and, on the off chance they are a little less tough, you are guaranteed to succeed.

Why Should Small Businesses Invest in Procurement Software?

Plenty of reasons, but the doctor was surprised to see that one of the best articles for a small business layperson that listed some of these reasons was an article on Intelligent Living on 7 Reasons Why Small Businesses Should Invest in Purchasing Software. While e-Procurement vendors are usually targeting mid-size, or larger, organizations (as they want 6-digit deals, and small businesses can’t afford more than 5-digit deals, and micro businesses not more than 4-digit deals), e-Procurement software, especially turn-key self-serve software, is beneficial for small (and micro) businesses as well because it helps organizations of all sizes.

All organizations spend money, and as a result, all organizations can overspend, get defrauded, spend too much time on tactical (thunking) tasks, etc. Low-end baseline 80% e-Procurement solutions can help them immensely, even those that cost as little 500 to 1500 a month. (Yes, they exist. After all, why did the doctor say that 120K is enough for full Source-to-Pay.)

The article points out the following seven (7) benefits of e-Procurement solutions in everyday layman terms which an average small business person should be able to understand.

Automated Purchase Orders
Quickly generate accurate purchase orders from catalog items or repeat buys and push the orders into your Accounts Payable (AP) and/or inventory systems.
Vendor Management
Unified view, complete order and contract history, and automated alerts.
Budget Control
Set budgets, monitor spending against budgets in real time, and set alerts when budgets are (close to being) exceeded.
Real-time Analytics
Real-time spending reports against up-to date data with simple trend analysis.
Enhanced Security
SaaS providers that have industry standard security certifications need to stay on top of cyber security, something the average small business would really struggle with.
Integration with Other Systems
Most small businesses are not very tech-savvy and a platform that integrates with the other systems they use is very useful to them.
Scalability
Most of this software can scale up to support more users, more catalogs, more POs, more transactions, etc.

In fact, as a small business, the only other things you would care about starting off is:

Invoice Matching
to make sure the invoice matches the PO (or is from a known vendor if it’s for a one-time off-catalog product or service you wouldn’t normally do a PO for)
Contract Tracking
basic governance with document storage with searchable, indexable, metadata for quick location for price and term verification

Again, e-Procurement is great for small businesses (and some of the providers in Part 37 of our Source-to-Pay+ Series are priced right for smaller businesses). It’s even greater to see plain language explanations of the benefits that small business owners can understand.

A CPO Leading a Spend Management Strategy is a Key to Organizational Success

Not that long ago, the doctor gave you THE SIGN that you need a CPO which, directly put, was that your organizational spend was over 10 Million a year. No ifs, ands, or buts about it! Not long after, he found this article over on CXOtoday.com which pointed out that empowering business success was The Art of Mastering Spend Management. This article stated that companies should consider implementing a spend management strategy, regardless of their size and it made him happy (even though the article looks like it was written by a junior copy-editor* who just cut and paste standard spend management summary sentences from generic spend management publications as it was not very deep or specific) because CXOs need to hear this at a high level over and over and over again until they get it. (Note that the doctor doesn’t get happy often. Most articles just make him angry. Sometimes very angry, especially when the conscientious invoke their right to dare to be stupid and embrace artificial idiocy, but that’s a rant for another day.)

The article starts off by clearly stating that a spend management strategy plays a vital role in today’s economic reality as it enables companies to control costs, boost financial efficiency, and make informed decisions. It ensures resource optimization, agility, and long-term stability, enhancing competitiveness and adaptability in a rapidly changing business landscape.

This is most certainly true. And all one has to do to see that it is true, and it would have been so much better if the article said this, is remember the first formula they teach you in business school:
Profit = Revenue – Expense

Since Spend Management allows you to minimize expenses, this helps you maximize profit. And when you consider that
Margin = Sale Price – COGS      and that
Margin % = (Sale Price – COGS) / Sale Price      and that
Margin % for most industries <= 10%

This says that every $1 saved in expense generates at least as much profit as every $10 increase in sales. As a result, spend management is at least ten times as effective as sales or marketing and key to get a grip on early, even before you can afford the full time CPO. The CFO and COO should develop best practices for any decisions that result in spending, monitor the decisions, ensure corrections are made (and employees [re-]trained) when mistakes are made, and baselines generated for all recurring costs. Even though they might not realize the same level of success as an experienced and dedicated CPO, the baselines they generate and the knowledge they capture will be key when the CPO starts as the knowledge will allow them to dive in quickly and find near-term and mid-term opportunities for improvement (and cost reduction) and the benchmarks will allow them to not only prove it, but ensure that all bids received are competitive.

The only thing we want to note is that the important aspects of spend management, especially for smaller organizations, are:

  • strategy,
  • process (that implements the strategy), and
  • governance (that ensures the process is followed and the strategy implemented)

Technology is not critical (or even necessary), and only technology that supports the process (and collects the appropriate data) should be implemented.

This is important to note because this article is sponsored by a particular vendor in an effort to promote a particular product (which is only good for T&E spend, not all organizational spend) and you don’t necessarily need that technology (or any other instance of that technology) to have a spend management strategy and do proper spend management, especially if you are a smaller organization. (However, larger organizations do need good T&E spend management, and spend analysis, because flowers should not be $5,000 unless it’s a greenhouse.)

* but what should one expect considering it was sponsored by SAP to promote SAP Concur (and routed through their PR Agency)?

Need Some Procurement Principles? Balfour Beatty Published a Great Starting Point.

Google sometimes digs up the strangest things when you ask for Procurement News. One thing it recently dug up was the Balfour Beatty “Procurement Strategy” page, which wasn’t so much a strategy, but a set of principles that every organization should subscribe to. (Regardless of what industry they are in.)

So, if you’re wondering what principles you should adopt before you set your Procurement organization strategy, you can start with these seven principles:

  1. Become the customer of choice
  2. Ensure that we have the right, skilled people for the job, a strong talent pipeline and that we provide an environment where they excel
  3. Put in place processes that work, are compliant and transparent, making the best use of technology to deliver for our business and for our supply chain partners
  4. Mitigate and manage risk through early and closer integration with our supply chain partners
  5. Work together to identify market risks and forecasts
  6. Keep safety and wellbeing at the forefront of all that we do
  7. Prompt Payment for Suppliers

The great thing is they will lead to a great strategy as:

  • it covers talent, technology, and process transformation
  • it places importance on the supplier, the relationship, and the supplier sustainability
  • it covers CSR (corporate social responsibility)
  • it covers risk

In fact, the only principle that is missing is Sustainability, so if you add this eight principle

  1. Embrace sustainability in all that we do

We’re pretty sure that if you were to start here, you won’t go too far astray in the creation of your Procurement Strategy.