Category Archives: rants

RFP Everything? Are You Mad? Even The Squirrels Will Think You’re Nuts!

A recent post on LinkedIn that proclaimed Exciting News! (and which should have exclaimed Good News Everyone*) worries the doctor greatly because a remarkable example of AI was

autonomous tail spend RFP’s, generating over 15,000 RFPS annually through a programmed bot!
 

EEEEEEEEEEEEEEEEEEEAAAAAAAAAAAAHHHHHHHHH!!!!!

15,000 more RFPs for inconsequential tail spend might sound exciting to buyers, but it’s terrifying to sales professionals who are already over-inundated with ever more demanding RFPs where they know, statistically, they will only get 20% to 33% of the business if they are on par with their peers, and the odds will be worse if they are not.

More RFPs, or even just quick-quote RFQs, is NOT the answer to good tail spend management! If you try it, you’re just going to end up:

  1. losing potential suppliers who just drop you because you can’t keep up with the volume or
  2. getting auto-generated responses from suppliers who “wise up” and counter idiotic tech with idiotic tech — and these may be good, or may be pointless …

You need to use tech to find the best deals on tail spend WITHOUT overburdening the supply base. This means, at a minimum, you need tech that:

  • allows you to find potential products/services in your catalogs / covered under your agreements
  • find potential products/services from your GPOs
  • find potential products/services from preferred suppliers
  • … and identify the lowest cost items from the groups above
  • identify potential products on the open market
  • … and identify the expected lowest cost as a baseline
  • identify past events, possibly in an anonymized community intelligence database,
  • … and how much the price was reduced against catalog/market price
  • and then let you know whether or not an RFQ will likely result in a significant savings (not just 1% or 2%, it’s tail spend, after all), and, if not, present the best option that will NOT over-inundate, and deprive you of, good suppliers in your supply base

Just like AI in marketing, too many RFPs is just adding to the noise, and no one wins when neither side can hear what needs to be heard!

* It was NEVER Good News!

PROCUREMENT STINKS!

Note the Sourcing Innovation Editorial Disclaimers and note this is a very opinionated rant!  Your mileage will vary!  (And not about any firm in particular.)

Why aren’t you bothered by the smell?!?

If you haven’t been following along, we’ll lay out the top six reasons for you.

1. Case studies are ranker than expired fish in a microwave … and you don’t seem to care.

As per yesterday’s post, Have We Been In The Dank Basement So Long That We Don’t Care If the Fish Stinks?, we’re accepting that case studies are now nothing more than meaningless marketing mush and not even saying anything.

2. Approximately 85% of companies are AI-washing everything.

And the majority of these solutions don’t have any AI, or at least don’t have any native AI and are reliant entirely on questionable AI integrations. AI is hard. Really f6ck1ng hard. It’s not something you whip up overnight, especially if you want a solution that addresses a real problem with a real solution with any reliability. Before the Gen-AI craze, the doctor spent almost two decades here on Sourcing Innovation (and six years on Spend Matters) trying to educate you on the value of (strategic sourcing) decision optimization (SSDO), advanced (predictive) analytics, and proper targetted machine-learning AI that could provide better projections than the majority of “experts” — and the handful of vendors (and he means handful) that had this technology because, at any one time, we’ve never had more than half a dozen or so true SSDO vendors, a dozen or so true spend analytics providers with best-in-class technology, and more than 1 or 2 companies out of every 10 with true AI (and none with AI for more than a few targeted problems, but sometimes that was all you needed to identify extremely significant pockets of value and savings). Now, all of a sudden, we’ve gone from less than 20% to 85% literally overnight, when true AI advances have traditionally taken decades? Not f6ck1ng likely! Not only is AI a buzzword (as pointed out by Sarah Scudder), but it’s a delivery mechanism which, FYI, is a method by which the virus spreads itself.

3. Gen-AI claims that it will deliver Procurement to the enterprise are false.

It will deliver Procurement somewhere, but not the enterprise, unless the enterprise is code for Purgatory or Sheol. Gen-AI, which stands for Generative AI, literally means “AI that makes stuff up“, and, more specifically, since it’s trained to please, it makes stuff up that it thinks you want it to, not stuff that’s true, safe, or even legal. It’s NOT trustworthy, and won’t solve your Procurement problems. And while it may be a bit better at creating natural language responses, we’ve had Natural Language Processing (NLP) commercially for almost two decades, and a few vendors built very good, very reliable solutions, that will provide you with a significantly better chatbot than yet another custom variant of “chat, j’ai pété“. (There are no valid uses for Gen-AI that can’t be accomplished better, faster, and cheaper with existing tech.) [FYI, we blame the AI vendors who are pushing one side marketing here, and not the Procurement Vendors and Consultancies who fell for it.  If you don’t get both sides of the story, how can you form a good opinion?]

4. Intake / Orchestration is totally useless on its own.

There’s always a bandwagon we have to deal with, but rarely do we have two competing, often overlapping, equally useless bandwagons to deal with, with intake-to-orchestrate now speeding towards the cliff almost as fast as Gen-AI. As we discussed in Marketplace Madness, the days of pure intake-to-orchestrate are numbered because:

  • Intake is Pay Per View on YOUR data. Why are you paying for another view into your data?!?
  • Orchestrate is Solution Sprawl. It’s adding to the problem it purports to solve.
  • Intake-to-Orchestrate is Where’s the Beef? Sure you’re integrating everything and getting visibility into everything, but that’s not Procurement — which is identifying and strategically managing spend. So if the platform isn’t doing that, why not buy a platform that is that supports intake-to-orchestrate natively and allows you to manage strategic spend for risk reduction and savings???

5. Consultancies, purporting to help you, are often more in the dark than you are!

Big X and Mid-Sized Consultancies, which followed the money into tech, and then followed the money into Procurement, did so without any knowledge of where they were going or what was at the end of the yellow brick road, expecting to learn on the way. While some of the firms had good knowledge of Procurement from an operational or logistics perspective, they generally had little knowledge in tech and even less knowledge on the ProcureTech landscape (and most would be challenged to name 66 vendors, yet alone the 666 companies in the Sourcing Innovation Source-to-Pay+ Mega Map). And while some rolled up their sleeves, kicked off their shoes, and dug in until they got it, others still have no clue how to differentiate the vendors that purport to offer the same (set of) module(s) and determine which one is best for you … and, as a result, all they end up doing is recommending a “best-in-class provider” for which they are a preferred implementation partner (which usually happens to be one they picked from a Market Map, all of which give THE REVELATOR a migraine and the doctor anger management issues because meshing 6+ dimensions on an axis and/or putting a roll-up interface on top of the map that no one understands only adds to the confusion).  [It’s up to you do differentiate the good from the bad, know when you should be using Big X and mid-sized consultancies, when you should be using niche firms and independent experts, and when you should still be doing your homework and understanding your problem before even engaging anyone!  Otherwise, the failure is on you!]

But it’s even worse than this … many of the mid-market and smaller specialist consulting firms don’t have any more knowledge than the Big X  and larger mid-sized consultancies beyond the vendors they have personally worked with. the doctor is sad to say that he’s been talking to quite a number of them and has yet to find one that has a methodology for identifying third party solutions beyond hiring true expert consultants and practitioners with decades of solution (related) experience. And while you will get a good solution from one of their consultants (as they are hand picked by people that know what they are doing), there are two problems here for you:

  • you won’t necessarily get the best solution because the consultant won’t know about it
  • if that consultant retires, which is inevitable as the consultants with the cross-role and industry experience to get this right are closing in on three decades of experience (because you need practitioner/developer, manager, integrator, and consulting experience), and are, thus, a decade or less from retirement, will her replacement be as good?

and two problems for the firm:

  • when the leaders retire, will there be anyone with the necessary depth of knowledge to take their place
  • with not enough senior people to fill the roles relative to the large number of companies that need digitization and Procurement transformation, how will they scale and grow?

It’s too bad that, unlike the next generation of Procurement Providers (like Zip, who realized they needed a Head of Research in-house to help identify what their market was looking for so they could develop the right solution), it would appear that none of these consultancies have realized that they need an internal consultant to keep tabs on the market and help them not only manage technology partners, but qualify the solutions and figure out which clients those technology partners are most appropriate for, so that they can ensure the success of both their clients and their technology partners (and be the consultancy of choice for that partner who will prioritize their deals because they are confident the consultancy vetted the potential client before dangling a “deal” in front of them). (Or, if they are just starting to think about the issue, realize that they can’t just give an existing consultant this role as the background required is different than that of the consultant who works with the clients day-in-and-day-out.)

(FYI: the doctor is not the only one thinking this or saying this, although me might be the only one willing to state it publicly. He’s talked to a number of growing technology solution providers in our space that literally have “consulting” firms tripping over each other to be the provider’s “partner” as a result of the downturn many of these consultancies are experiencing [as qualified by THE PROPHET in his piece on the Consulting Bloodbath], but many of these consultancies are unable to qualify what unique value they would bring to the provider or joint clients [since that first requires understanding what the provider does, how it overlaps with what they do, how that intersection overlaps with what their customers actually need, and being forced to sell, they don’t have time to do all that research]. What these consultancies are failing to understand is that providers who are offering real, sometimes almost immediate, value with their SaaS solutions are getting a lot of traction in this down market and don’t have time or personnel [due to budget cuts when the funding taps turned off] to chase poorly qualified deals or deals with little or no profit for the provider. So when all the provider saw in the past from some of these consultancies was poorly qualified deals, they are wary of working with the consultancy that didn’t take the time to understand the potential customer, the necessary solution, and what the hot provider actually did.)

6. DEI is being misused to push agendas and, in some cases, commit fraud!

DEI, which was supposed to be about “equity” (which is supposed to be “fair” and “impartial” and “freedom from bias or favouritism”, as defined by the Oxford and Webster’s dictionaries), somehow became all about “equitable outcomes“*, and now that is being used to push agendas and, sometimes, commit outright fraud as we have numerous examples of not only universities, cities, organizations, and countries mandating a lead Procurement role be filled by a minority (whether or not any exist with the required qualifications), but sometimes firing the person in the role to place a more junior person into the role under the guise of “DEI” so that the leader can ensure that all Procurements go his way (which can include purchases to organizations he is invested in, or gets campaign funds from, and so on). The most recent example is the city of Chicago, with the ramifications laid bare by THE PROPHET in his recent article on Why Would Chicago’s Mayor Fire Its Top Procurement Executive and Bring in Someone With a Fraction of the Experience?

* which is not at all equitable because that is not “fair”, “impartial”, or “free from bias” when you insist a minority be hired; equity is supposed to be about “equitable opportunity”, but apparently no one in DEI knows how to use a dictionary anymore

Now that you understand this, why are you putting up with it? Why aren’t you demanding more? You have every right to demand more, and you should be demanding more of your vendors, consultants, and Procurement leaders!

Because if you don’t, The Prophet‘s April Fools Day joke on how we must #EndProcurement might just become reality!

More Valid Uses for Gen-AI … this time IN Procurement!

Some of you were upset that my last post on Valid Uses for Gen-AI weren’t very Procurement centric, arguing that there were valid uses for Gen-AI in Procurement and that the doctor should have focussed on, or at least included, those because why else would almost every vendor and their dog be including “AI” front and center on their web-site (about 85%+)!

Well, you’re right! To be completely fair, the doctor should acknowledge these valid uses, even if they are very few and very far between. So he will. Those of you following him closely will note that he mentioned some of these in his comment on LinkedIn to Sarah Scudder’s post on how “AI is a buzzword“.

AI is a lot more than a buzzword, but let’s give Gen-AI it’s due … in Procurement … first.

With Gen-AI you can:

1. Create a “you” chat-bot capable of responding to a number of free-form requests that can be mapped to standard types.
This is especially useful if the organization employs one or more annoying employees who always waits too long to request goods and then, after you place the order, insist on emailing you every day to ask “are they here yet” in reference to their request, even though you flat out told them the boats are coming by ship, it takes 24 days to sail the goods across the ocean once they are on the ship, typically 3 days to get them to the port, 3 to 14 days to get them on that ship, 3 to 7 days to get the ship into a dock, 3 to 4 days to unload the ship, and 3 to 4 days from the fort, for a minimum delivery time of 35 days, or 5 weeks, and asking week one just shows how stupid this employee is.

2. Similarly, you can create a “you” chatbot for RFP Question Response.
More specifically, you can create a bot that can simply regurgitate the answers to sales people who won’t read the spec and insist on emailing you on a daily basis with questions you already answered, and which they would realize if they weren’t so damn lazy and just read the full RFP.

3. Create meaningless RFPs from random “spec sheets”.
Specifically, take all those random “spec sheets” the organizational stakeholder downloaded from the internet just so you can check a box, send it out, and make him happy. (Even though no good RFP ever resulted from using vendor RFP templates or spec sheets.) Which is especially useless if you have a subscription with a big analyst firm that includes helping you identify the top 5 vendors you are going to invite to the RFP where you will focus on the service, integration, implementation, and relationship aspects as the analyst firm qualified the tech will meet your needs. (After all, sales, marketing, human resources, and other non-technical buyers love to be helpful in this way and don’t realize that just about every “sales automation”, “content management”, and “application system” has all of the same core features and you can usually make do with any one of a dozen or more low-cost “consumerized” freeware/shareware/pay-per-user SaaS subscriptions.)

4. Or, do something slightly more useful and auto-fill your RFPs with vendor-ish data.
You could use the AI to ingest ALL of a vendor’s website, marketing, and sales materials as well as third party summaries and reviews and auto-fill as much of your RFP as you can before sending it to the vendor, and then approximately score each field based on key words, to ensure that the vendor is likely capable of meeting all of your minimum requirements across the board before you ask them to fill out the RFP and, more importantly, spend hours, or days, reviewing their response.

5. Identify unusual or risky requests or clauses in a “ready to go” contract.
Compare the contract draft handed to you by the helpful stakeholder to the default ones in your library that were (co-)drafted by actual Procurement professionals and vetted by Legal and don’t have unusual, risky, or just plain stupid clauses. For example, an unvetted draft could have a clause that says your organization accepts all liability risk, you agree to pay before goods are even shipped, you’ll accept substitute SKUs without verification, etc. (because the helpful stakeholder just took the vendor’s suggested one-sided contract and handed it to you).

6. Automatic out-of-policy request denial.
Program it to just say “denied” for any request that doesn’t fall close to organizational norms.

7. Generate Kindergarten level summaries of standard reports for the C-Suite.
Got a C-suite full of bankers, accountants, and lawyers who don’t have a clue what the business actually does and need simplified reports translated to banker-speak and legalese? No problem!

Of course, the real question is to ask not what Gen-AI can do for you but what can you do without Gen-AI because the doctor would argue that you don’t need Gen-AI for any of this and that the non-Gen-AI solutions are better and more economical!

Let’s take these valid uses one-by-one:

1. You could hire a virtual admin assistant / AP clerk in the Phillippines, Thailand, or some other developing country with okay English skills to do that for 1K a month!
Furthermore, this full time worker could also respond to other, more generic, requests as well, and do some meaningful work, such as properly transcribing hand-written invoices (or correcting OCR errors), etc. And give your employees the comfort of a real, dependable, human for a fraction of the cost of that overpriced AI bullsh!t they are trying to shove down your throat.

2. Classic “AI” that works on key phrases in the hands of the admin assistant will work just as well.
It will find the most appropriate data, and then the admin can verify that the question can be answered by the paragraph(s) included in the RFP, or that the sales person actually read the RFP and is asking for a clarification on the text, or a more detailed specification. The sales person gets the desired response the first time, no time is wasted, and you haven’t p!ssed off the sales person by forcing him to interact with an artificially idiotic bot.

3. When they said the best things in life are free, they weren’t referring to vendor RFPs.
In fact, those free RFPs and spec sheets will be the most expensive documents you ever handle. Every single one was designed to lock you into the vendor’s solution because every single one focussed not on what a customer needed, but the capabilities and, most importantly, features that were most unique to the vendor. So if you use those RFPs and sheets, you will end up selecting that vendor, be that vendor right, or wrong, for you. The best RFPs and spec sheets are the ones created by you, or at least an independent consultant or analyst working in your best interest. No AI can do this — only an intelligent human that can do a proper needs, platform, and gap analysis and translate that into proper requirements.

4. Okay, you need AI for this … but … traditional, now classic, AI could do that quite well.
Modern Gen-AI doesn’t do any better, and the amount of human verified documents and data you need to sufficiently train the new LLMs to be as accurate as traditional, now classic, AI, is more than all but a handful of organizations have. So you’re going to pay more (both for the tech and the compute time) to get less. Why? In what world does that make sense?

5. Okay, you need NLP at a minimum for this, but you don’t need more. And you barely need AI.
All you have to do is is use classical NLP to identify clause types, do weighted comparisons to standard clauses, analyze sentence structures and gauge intent, and identify clauses that are missing, deviating from standard, and not present in standard contracts. And, as per our last use, do it just as well without needing nearly as much data to effectively train. Leading contracts analytics vendors have been doing this for over a decade.

6. Even first generation e-Procurement platforms could encode rules for auto-approval, auto-denial, and conditional workflows.
In other words, you just need the rules-based automation that we’ve had for decades. And every e-Procurement, Catalog Management, and Tail Spend application does this.

7. Any semi-modern reporting or analytics platforms can allow the templates to be customized to any level of detail or summary desired.
And if you have a modern spend analysis platform, this is super easy. Furthermore, if your C-Suite is filled entirely with accountants, bankers, and lawyers who don’t understand what the business does, because they fired all the STEM professionals who understood what the business actually does, then your organization has a much bigger problem than reporting.

In other words, there isn’t a single use case where you actually need Gen-AI, as traditional approaches not only get the job done in each of these situations, but traditional approaches do it better, cheaper, and more reliably with zero chance of hallucination.

At the end of the day you want a real solution that solves a real problem. And the best way to identify such a solution is to remember that Gen-AI is really short for GENerated Artificial Idiocy. So if you want a real solution that solves a real problem, simply avoid any solution that puts AI first. This way you won’t get a “solution” that is:

  • Artificial Idiocy enabled
  • Artificial Idiocy backed
  • Artificial Idiocy enhanced
  • Artificial Idiocy driven

As Sarah Scudder noted on “AI is a buzzword“, AI is a delivery mechanism which, scientifically speaking, is a method by which the virus spreads itself. This is probably the best non-technical description of what AI is ever! And the best explanation of why you should never trust AI!

Mistake X that Procurement Founders Keep Making

As part of the discussion between the doctor and Jon The Revelator on how 2005 can tell us why most AI initiatives fail in 2024, the doctor, who recently finished the first six installments of his Mistakes Procurement Founders Keep making series, noted one mistake that founders keep making that maybe he should have made more explicit.

Specifically, and this applies to founders who are techies / ex-consultants in particular who are tech first, the one big mistake that is still being made two decades later is this:

Building a “solution” without having identified the “problem” they are trying to solve.

Or, as The Revelator put it, you must solve problems before selling solutions.

(And, preferably, not a problem that was already solved, and solved better.)

While this mistake could fall under foundational market research, it also stands on its own because these tech-minded individuals think that just because the tech doesn’t appear to exist, there’s a market for it.

While the “find a new ‘solution’, figure out what it works for later” might work for PhD students (develop a new algorithm, technique, material, etc. and then figure out what it can be used for), it doesn’t work well in the business world.

While techies might think business people want cool, the reality is that business people, especially those writing big cheques, don’t care. Techies think business people want slick UX. The reality is that business people don’t care. Techies think business people want the latest and greatest tech stack. But, again, business people don’t care.

The techies fail to realize that the business people they are selling to are NOT the people in the organization who are actually going to use the solution, which could be on decades old tech, with a horrendous UI and UX, and descriptors from an 80s horror film. All the solution buyers in an organization care about is

  1. will it meet the business need,
  2. will we get it at the lowest price and,
  3. if the solution processes transactions or personal data,
    does it have all the appropriate security certifications and monitoring?

That’s it. The budget controllers only care about whether or not the solution will solve their problem efficiently, effectively, and affordably. And if you can’t demonstrate that, they won’t care whether or not they’re buying it from Someone Who’s Cool.

Dear SaaS Founder. We know you’ll make mistakes, but there’s no excuse to make these!

This month, having seen many of the same mistakes that he’s seen over 18 years as an (independent) analyst and 20+ years as a consultant, still being made in new startups (since leaving Spend Matters almost 20 months ago on 2022 Sep 30) the doctor decided to put his experience to e-paper and chronicle 15 of the most common mistakes he sees all too often — mistakes that don’t need to be made anymore. (In the early noughts, before there were dozens of tech startup books telling you what worked and what didn’t for founders that went before, some of these were excusable. But not anymore.)

Now, these aren’t being pulled out of the air. Over his career, he has researched/engaged in depth with over 500 vendors and their solutions as an analyst, consultant, or diligence professional, and publicly (co-)written up the solutions of over 350 of these on Sourcing Innovation and Spend Matters. He’s also followed the progress, or lack thereof, of many of these companies and seen some grow, some stagnate, some get acquired, and some ultimately have to shut their doors. The number of analysts still active in our space that can make the same claim-to-fame can likely be counted on your fingers!

He’d hope after last year’s series on the 10 + 2 best practices for success, some of these mistakes would become obvious and their frequency would decrease, but he was obviously too indirect in why those best practices were being focussed on and what some key takeaways were.

In any case, because he loves innovation and startups (which should be clear from the fact that he writes about 50 to 75 of them per year FOR FREE) and would like to see founders with good products, platforms, and commitment to their customers succeed, he’s hoping this more direct approach will help those companies who just started and who are still making a few of these stop doing so before it’s too late and help others start on the right track.

So without further ado, here are the links to the articles on the mistakes you’re still making:

Enjoy. Educate. Excel! (No, not the spreadsheet, the intransitive verb!)