Category Archives: Supplier Management

SAMBC? WTH? Can’t They Just Say Only Customer Service Matters?

Or at least a better acronym? This one is a Seriously Impractical Customer Orientation. In fact, SICO is a better acronym — Success Is Customer Oriented! Anyway, we are referring to Service As Measured By the Customer (SAMBC), the metric that is replacing “perfect order” at P&G, as described in this recent SCB article on how The Perfect Order Isn’t So Perfect.

According to P&G, the perfect order metric doesn’t get the job done because it causes your service to become very internally focussed. And as we indicated in yesterday’s post, you can’t just focus inward. First of all, as we indicated yesterday, you will fail your customer if your supplier fails you. Secondly, you will fail your customer if you don’t insure that they get what they need, when they need it — and this is often more than just delivering a product on a specified date. As noted by Deidre White, Associate Director of Customer Service, an undue focus on the perfect order results in the loss of opportunity to create value for our customers and ourselves.

As Dale S. Rogers, Professor of Logistics and Supply Chain Management at Rutgers notes, while the perfect order might offer the advantage of simplicity, it’s ill-equipped to deal with the complexities of most global supply chains today. Furthermore, the trend toward outsourcing has created a network of independent partners, each of whom plays a critical role in getting a shipment to its destination. By limiting its performance assessment to what goes on within its own plant or distribution center, a company like P&G fails to get the big picture. What looks like a smooth-running operation could easily be considered a failure by the end customer.

The lack of joint scoring on the traditional perfect order metric is what causes it to fail. For example, consider the example of a 100-case shipment that is five cases short because of space constraints. A supplier who puts the missing cases on the next shipment considers the order filled. The customer thinks otherwise. And it’s the customer’s opinion that counts. An unhappy customer can result in lost sales down the road.

So how do you implement SAMBC? That’s a good question. According to the article, there’s no one-size-fits-all solution in a SAMBC process as each customer has its unique set of metrics and priorities. The article notes that the suplier must adjust its own to meet them. And that the SAMBC metric is the percentage of measured customers at which we are at or better than expected service targets, where the targets are established by and with each customer. That’s a scorecard. And SAMBC can be implemented the same way — with a “balanced” scorecard that measures the customer goals. Specifically, a scorecard that takes into account the customer measures of success and weights each measure according to the priority placed on it by the customer. It will have many of the same metrics — on time delivery, quality, etc. — as a “perfect order” scorecard, but it will be completed by the customer and each measure will be weighted differently by each customer. That’s likely all there is too it.

How to Be a Customer of Choice?

CPO Agenda recently ran an article on “how to be a customer of choice” that merits some thought. If supply is limited, or a supplier innovation could shift the balance of power in the marketplace, you want to make sure that your organization is first in line to get it. And, since the size of your wallet, while still a hugely important element, may not in isolation be sufficient to guarantee your company receives preferential access to scarce resources, latest innovations or the best people, your organization wants to be a customer of choice. So how do you do that?

Becoming a customer-of-choice may not be as easy as one thinks because Key Account Management (KAM) is much more widely established and practiced than SRM, which means that, in terms of account management, your suppliers have a leg up on you. Plus, you can bet the average sales organization puts a lot more effort and investment into account management than a supply management organization does today.

According to the article, which quotes KAM experts Malcolm McDonald and Diana Woodburn, there are three (3) main elements that companies use to select key accounts (customers of choice):

  • Financial Outcomes
    past, present, and potential future income streams as well as “wallet share” (on the basis it can cost up to five times more to capture a new customer than grow a relationship with the existing one) over the next three years
  • Customer Needs
    and how well the supplier’s visions and objectives are aligned with their needs
  • Customer Attributes
    factors and behaviours that signal to the supplier whether “trusted partner” status is a reality

However, in some cases, key account status, which should be reserved for only a handful of accounts (15-35 is considered optimal by some), does not, by itself, guarantee preferential treatment. In practice, only a third of key accounts, on average, are given access to cost and productivity improvement resources, access to reliable sources of critical materials/services, and breakthrough innovation ideas.

Based on this, the authors proposes the following definition for customer of choice:

a company that, through its practices and behaviours, consistently positions itself to receive preferential access to resources, ideas and innovations from its key suppliers that give it a competitive advantage

And the best way to become one, according to the author, is to see things from the supplier’s perspective. The typical pain points of a supplier are:

  1. Willingness to Engage
    suppliers want a customer open to external ideas and willing to listen to what they say
  2. Information Sharing & Communications
    lack of openness makes a supplier worried about customer commitment and affects allocation of resources
  3. Getting Things Done
    suppliers want a customer that will make decisions and implement them
  4. Approach to Business
    is the supplier treated fair and respectfully by the customer and can it expect to be treated so in the future
  5. Paying the Bills
    customers do not like late payments or unfair payment processes

And these are all good points. In fact, as far as I can tell, all that is missing is the following:

6. Long Term Commitment
All of the above is a good start, but what a supplier really wants from a customer of choice is a long term relationship that is likely to be profitable.

VMO Best Practices or General Organization Best Practices

A recent article over on SIG on “How to Build A World Class Vendor Management Organization” noted that the most important element of success was execution. Execution that involves the:

  • identification and allocation of appropriate resources (people)
  • identification and implementation of enabling technology
  • development of policies in collaboration with key stakeholders
  • documentation of processes and workflows for key programs
  • application of segmentation strategy to align resources
  • pilot strategy and program that supports Business Units and Suppliers
  • testing, refinement, and redesign of processes as required
  • communication, communication, and communication

This is all good, and everything that should be done in the establishment of a Vendor Management Organization, but an organization would do the exact same if it was establishing a Global Procurement Organization. Or if was establishing a Shared Services Organization. Or if was establishing a Consulting Services Organization. No matter what organization is being established, it will not be successful without:

  • people who know what they are doing
  • technology to support them
  • policies to guide them
  • processes to enable them
  • strategies to make the best use of resources available
  • support from affected Business Units (which is won through incremental wins)
  • adaptability to changing circumstances and
  • constant communication

In other words, the article contained good advice, but nothing specific to VMOs.

So what is the real key to a good VMO?

A focus on the vendor. It may take different forms, but the vendor, and its success, should come first as vendor success enables organizational success.

Risk Detection Can Not Be Automated

No matter how many impressive white papers, including this recent one on “Uncovering Surprising Supplier Behaviours Creating Organizational Risk” by Atlantic Software Technologies, Inc. (an IBM Software Value Plus Business Partner). This white-paper recommends automation of inbound data classification to expedite throughput because automation of this function enables the organization to redeploy up to 40 percent of staff while increasing processing throughput as much as threefold. This is important because one cannot assess the true business value of a supplier relationship unless one understands his or her own personal relationship with the supplier. And, in order to really get a handle on the quality of the relationship, an organization has to
be able to collect and analyze data points from the multiple impact points throughout [its] supply chain, both internally and externally, not just the ones that are easily visible and retrievable.

This is true. And, as the paper points out, if one does not understand the nature and quality of the relationship, one may never know that:

  • a supplier delay, just communicated to one of your employees, will impact multiple customers,
  • new international suppliers are being tapped to avoid single-sourcing risks, which might be causing quality risks, or
  • foreign nationals are handling sensitive information prohibited by export control laws (and this last risk could put an officer of the company behind bars).

But automating the processing and classification of unstructured data is not going to reduce risk. In reality, it’s going to increase risk. In a nutshell, here’s why.

Let’s say that external testing found lead paint on a children’s toy. If you’ve identified “lead paint” as a risk and set up a rule that alerts someone in Quality Control that a review is required, then you might feel you’ve mitigated the risk, as the document will come in, be sent to quality control, see that lead levels are present and well beyond tolerance, and tell Procurement to refuse the shipment. Problem solved. Right? Wrong!

What happens if the test was performed by an individual who speaks English as a second language, who trusts that all misspellings will be handled by Microsoft Word, and who mistypes “lead paint” as “led pant” in the report. Both are legal English words, and if you turn grammar checking off, Microsoft Word will not complain. Is the automated classifier going to catch this? Not likely. While you may remember to program in one or two misspellings, like “led paint”, or an abbreviation, like “ld pnt”, you are not going to come up with every possible misspelling, and you’re not going to want to because, if you include too many, you’ll get a lot of false positives (and misclassifications). If this is a product where tolerance is 0, and the test results are not acted on in time, not only could you be stuck with a multi-million dollar inventory that can’t be sold, but if a product makes it onto shelves, gets bought, and someone gets sick, that’s a lawsuit that could cost more than what it cost to develop and manufacture the first batch of products.

Now, there’s nothing wrong with deploying such technology to scan documents to look for documents of interest that should be reviewed, but it should not be the foundation of any risk management strategy. Good risk management entails identifying relevant risks and having a mechanism for anyone to report when a risk of interest may be materializing. Then someone knowledgeable about the risk reviews the situation and makes the call.

TradeCard: Transaction Management for the Global Supply Chain Part II

In yesterday’s post we introduced you to TradeCard, a supply chain management services and trade finance company that provides an end-to-end SaaS transaction management solution that connects over 4,000 buyer and supplier companies across the world with local support in over 50 countries. This solution, which implements end-to-end transaction management from the cutting of the Purchase Order to final settlement (including chargebacks) with support for financing, document management, 3rd party freight forwarders, and factory floor shipment packaging, is one of the most extensive SI has seen with respect to visibility into the three critical supply chain flows — financial, physical, and information.

We discussed the financial flow, which supports pre- and post- export financing, payment protection, invoice discounting, and settlement with their Procure-to-Pay solution; the physical flow, that is supported by their collaboration, Factory Xpress, and document management solutions; and the information flow, which is supported by the aforementioned solutions along with the TradeCard Advantage and Custom Objects Toolkit solution. Today we are going to dive into the physical flow and the solutions that support it.

We’ll start with the collaboration solution. Designed with forecasting and supply planning in mind, the solution allows for forecast and purchase order data to be pulled from your ERP / forecasting system / system of record of choice and pushed back when the production plan and/or purchase order is complete. Forecasting revolves around (rolling) supply plans, that can be completed from a material, supplier, forecast, inventory, (material) commitment, or demand view. Buyers and suppliers, who are given permission, can edit the forecast, and the revised forecast can be maintained along side the original forecast. The forecast can be at the product level, or the component material level, as the platform has equal support for component and 2nd tier raw material suppliers, who can also be given (read or edit) access if relevant or key. The system also allows the scheduled production runs to be collaboratively decided upon (and updates the projected inventory automatically). There are no built-in forecasting models at this time, but that may change in a future release. (In the interim, Tradecard can integrate any forecasting system that can provide data in a standard format such as EDI, XML, or CSV.)

The UI is similar to many web-based supply management platforms, and includes a “taskboard” that keeps track of all of the current tasks for the current user, which can be ordered by action type, transaction, or assignment date. With respect to transactions, which the suite is designed around, a user can query and track transactions by purchase order, invoices, payments, packing & shipping, financing, (goods) receipts, contracts, adjustments, events, and customs filings in addition to supply plans. Purchase orders are extremely detailed and can contain all of the information required by the supplier, freight forwarders, and any customs authorites (including order terms, parties, freight terms, destinations, items, components, additional terms, and required documents). This allows for the easy generation and submission of appropriate trade and customs documents (with over 10 import and export document formats supported out-of-the-box). The system maintains complete document history and allows an authorized buyer to query exactly who did what when. Events allow the buyer to track the transaction after the PO is issued and record actual production, shipments, receipt, distribution to warehouses, returns, chargebacks, and other relevant events.

Factory Xpress is the “shop floor” solution that is designed for the personnel who are actually packing and shipping the orders. The users can access, and (if they have permission) edit the packing plans, create and print packing slips and/or shipping labels, and even scan appropriately barcoded labels to indicate when an order has been packaged and shipped. In addition, orders for packing labels and materials can be sent directly to Avery Dennison, whom the solution was developed in conjunction with. The system supports bulk packing, multi-packing, and free-packing plans and can automatically regenerate packing plans based upon changes in order quantity, delivery location, carton sizes, or item mix. Once the shipment has been packed, packing manifests can automatically generated from the packing plan and purchase order.

One very neat feature of the platform is the “discrepancy preview” that a supplier can run before finalizing the invoice. When the discrepancy preview is run on a draft invoice, it compares invoice data to shipment/packing manifest data and PO data and reports all discrepancies in pricing, order quantities, factories, origins, destinations, and other comparable data and checks that all terms and/or documents have been completed. This allows the supplier to correct any data that can be corrected before the invoice is sent, minimizing the chance of the buyer rejecting it or sending it back for correction. It also allows the buyer to verify that the invoice they received is consistent with what they expected, or if its not, immediately determine what the discrepancy is and whether or not it was approved (due to a change in forecast or demand).

With respect to reporting, there are dozens of built in report types and the user can select the attributes and value ranges for each report, but TradeCard does not yet possess a generic report builder tool, although custom reports can be created by way of their Common Objects toolkit if required. However, complete export of all in XML and CSV format is supported and the buyer can use a third party data analysis and reporting tool to construct whatever report they want for more detailed analysis.

Finally, the TradeCard platform currently supports English, Traditional, and Simplified Chinese with Spanish coming later this year, and most implmentations, which includes integration to your ERP and forecasting systems, and onboarding of 80% of your relevant supply base, and user training, are accomplished in 90 days. It’s a solid solution and one worth looking into if you need to manage end-to-end transactions across the global supply chain.