Procurement best practices: A site buyer’s ultimate guide

Cutting costs, adding value and optimizing efficiency are top of the objective list for site buyers and the greater procurement function. But the procurement landscape is changing swiftly and it can be difficult to keep up. 

From selecting the right suppliers to negotiating favorable contracts, ensuring compliance, and streamlining operations, site buyers face a multitude of challenges. By adopting best practices, manufacturing enterprises can navigate these complexities and unlock significant value. This comprehensive guide explores key areas of focus, providing actionable insights to optimize your procurement processes.

Supplier selection and evaluation

Choosing the right suppliers is a critical first step in building a resilient and efficient supply chain. Implementing robust supplier selection and evaluation processes can help mitigate risks, ensure quality and foster long-term (and hopefully innovative) partnerships.

Site buyers play a crucial role in identifying, evaluating and selecting suitable suppliers for their organization. But what does good look like in today’s world?

1. Develop a comprehensive supplier evaluation framework

Establish a clear set of criteria to assess potential suppliers, considering factors such as quality standards, delivery performance, financial stability, technological capabilities and sustainability practices. This will require conducting thorough market research, issuing requests for information (RFIs) or proposals (RFPs) and analyzing supplier responses to make informed decisions. Don’t go it alone: involve cross-functional teams to ensure a holistic evaluation approach. 

At DSSI, we employ a comprehensive framework to assess potential suppliers. Our AI-powered MRO benchmarking and spend analytics tool can further aid in identifying suitable suppliers by analyzing spend data, surfacing purchase price variances, and enabling supplier consolidation opportunities.

2. Implement a supplier segmentation strategy

Segment your supplier base based on factors like spend, criticality and risk exposure. This approach allows you to allocate resources effectively and tailor your evaluation processes accordingly. For strategic suppliers, conduct in-depth assessments, including on-site audits and performance reviews. Observe their operations, assess production capacity and evaluate workplace culture and quality control measures.

3. Leverage data-driven insights and decision-making

Utilize advanced analytics and business intelligence tools to gain insights into supplier performance, market trends and risk factors. This data-driven approach enables informed decision-making and proactive risk mitigation - at speed. It also frees up time to focus on other tasks, increasing you and your team's efficiency. It’s a must-have, not a nice-to-have, in today’s procurement environment. 

4. Foster supplier collaboration and development

Establish open communication channels with your suppliers and provide feedback on their performance. Collaborate on continuous improvement initiatives, such as quality management programs and lean manufacturing practices. This collaborative approach can lead to mutually beneficial outcomes and strengthen supplier relationships. 

One such example is Toyota and its supplier Denso, a major automotive components supplier. In the early 2000s, Toyota challenged Denso to find ways to reduce costs and improve efficiency in producing condensers for vehicle air conditioning systems. Denso formed a team to analyze the manufacturing process using lean principles and tools like value stream mapping.

Through this continuous improvement initiative, Denso made several innovative changes:

• They redesigned the condenser to use aluminum instead of copper and brass, reducing material costs significantly.
• They optimized the manufacturing layout for better workflow and implemented cellular manufacturing concepts from the Toyota Production System.
• They applied mistake-proofing (poka-yoke) mechanisms to prevent defects and errors during assembly.
• They instituted just-in-time practices and kanban systems to reduce inventory levels and improve responsiveness to fluctuations in demand.

The results were remarkable. Denso was able to reduce costs by over 30% while improving quality and delivery times for the condensers. Their innovative aluminum condenser design was eventually adopted by Toyota across multiple vehicle models. It exemplifies a true partnership mentality centered around continuous improvement, which led to a breakthrough product and process innovation that benefited both companies.

Contract negotiation and management

Once potential suppliers have been evaluated, site buyers negotiate contracts to secure favorable terms and conditions. This includes negotiating pricing, delivery schedules, payment terms and other contractual clauses. Effective contract negotiation skills are essential for site buyers to ensure their organization receives the best value for money, but also crucial for mitigating risks and ensuring compliance. 

Implementing best practices in this area can streamline processes and protect your organization's interests. What does this look like?

1. Clearly define requirements and objectives

Before entering negotiations, clearly define your organization's requirements, objectives and non-negotiable terms. This clarity will guide your negotiation strategy and ensure alignment with your business goals. This seems like a no-brainer, but even the great and the good have gotten it wrong, including the UK Ministry of Defense (MoD). 

In the late 1990’s the MoD wanted to update the existing Nimrod MR2 fleet with the Nimrod MRA4, which was intended to be a state-of-the-art maritime reconnaissance and attack aircraft for the Royal Air Force. The MoD did not clearly define the technical requirements and objectives for the Nimrod MRA4 project at the outset. This lack of clarity led to continuous changes in the project scope and specifications. 

For instance, the initial contract was based on an assumption that the existing Nimrod airframes could be reused, but this was later found to be unfeasible, necessitating a complete redesign. The lack of clear requirements also led to numerous technical challenges and failures. The aircraft faced issues with weight, avionics integration and airworthiness, which were compounded by the continuous changes in design.

Originally estimated at £2 billion, the final cost ballooned to over £3.4 billion. The delivery timeline was extended multiple times, with the project eventually being canceled in 2010 after nearly two decades of development. The impact was grave: Besides costing huge amounts of government funds, the cancellation of the Nimrod MRA4 project left the UK without a dedicated maritime patrol aircraft for several years, impacting national security and maritime surveillance capabilities.

The Nimrod MRA4 project serves as a cautionary tale for procurement professionals, highlighting the detrimental effects of not defining procurement requirements and objectives clearly. It emphasizes the need for thorough planning, stakeholder engagement and risk management to ensure successful procurement outcomes.

2. Leverage negotiation expertise

Involve experienced negotiators and subject matter experts in the contract negotiation process. Their expertise can help you navigate complex terms, identify potential risks, and secure favorable outcomes.

DSSI's sourcing professionals leverage their market insights, competitive bidding processes, and the collective spend they represent to achieve significant savings during contract negotiations. Our procurement consulting services can assist in developing actionable strategies for contract management, including negotiation support and supplier implementation. 

3. Implement contract management software

Site buyers are also responsible for managing contracts throughout their lifecycle. This involves monitoring supplier performance, addressing any issues or disputes that may arise, and facilitating contract renewals or amendments as needed. 

Invest in a robust contract management software solution to centralize contract data, automate workflows and enable collaboration. This technology can improve visibility, reduce errors and ensure compliance with contractual obligations.

4. Establish contract review and approval processes

Implement a structured review and approval process for contracts, involving relevant stakeholders such as legal, finance and subject matter experts. This approach ensures that contracts are thoroughly vetted and aligned with your organization's policies and risk appetite.

Ensuring compliance and risk mitigation

Site buyers must ensure that their organization's procurement activities comply with relevant laws, regulations, industry standards and internal policies. This includes conducting risk assessments, implementing compliance programs and monitoring suppliers for adherence to legal requirements, industry standards and ethical practices.

Risk mitigation is also a critical aspect of a site buyer's role. They must identify potential risks associated with suppliers, such as supply chain disruptions, quality issues, or financial instability and develop strategies to mitigate or manage those risks effectively. What does this include?

1. Conduct comprehensive risk assessments

Regularly assess potential risks across your supply chain, including regulatory changes, geopolitical factors, environmental concerns and cybersecurity threats. Develop mitigation strategies and contingency plans to address identified risks.

2. Implement robust compliance programs

Establish comprehensive compliance programs that address relevant regulations, industry standards and best practices. Provide regular training to employees and suppliers to ensure adherence to these programs and ensure you’re using the right metrics to measure effectiveness. This is your best protection against worst-case scenarios.

An infamous example of an enterprise company that did not undertake a complete risk assessment or have a robust compliance program, leading to breaches of industry standards, is the case of Volkswagen, one of the world's largest car manufacturers, and the emissions scandal.

Volkswagen was found to have installed software in its diesel engines that could detect when they were being tested and alter the performance to improve emissions results. This software, known as a "defeat device," allowed the cars to pass emissions tests while emitting up to 40 times the allowed levels of nitrogen oxides during normal driving conditions.

Volkswagen failed to conduct a thorough risk assessment that would have identified the potential legal, financial and reputational risks associated with using defeat devices. This oversight allowed the fraudulent practice to continue undetected for years. Furthermore, the company did not have a robust compliance program in place to ensure adherence to environmental regulations and industry standards. This lack of oversight and internal controls enabled the widespread use of defeat devices across millions of vehicles.

The scandal highlighted significant ethical and compliance failures within Volkswagen. The company's leadership either ignored or was unaware of the illegal practices, indicating a severe breakdown in corporate governance and compliance culture. The results:

• They faced substantial legal penalties, including fines and settlements amounting to over $30 billion. This included criminal fines, civil penalties and compensation to affected consumers.
• The scandal severely damaged Volkswagen's reputation, leading to a loss of consumer trust and a decline in sales. The company had to undertake significant efforts to rebuild its brand and restore public confidence.
• They had to recall millions of vehicles worldwide to remove the defeat devices and ensure compliance with emissions standards. This process was costly and logistically challenging.
• The scandal prompted increased regulatory scrutiny of the automotive industry, leading to stricter emissions testing and compliance requirements. Volkswagen and other car manufacturers had to invest heavily in compliance programs to meet these new standards.

The Volkswagen emissions scandal serves as a stark reminder of the consequences of neglecting risk assessment and compliance. It highlights the importance of proactive risk management and robust compliance programs in safeguarding an organization's reputation, financial stability and operational integrity.

3. Leverage technology for compliance monitoring

Utilize technology solutions, such as compliance management software and automated monitoring tools, to track regulatory changes, identify potential violations, and generate real-time reports for auditing and reporting purposes.

Our source-to-pay services include real-time reporting on program compliance, purchasing process performance, and supplier performance, enabling clients to set explicit goals and monitor progress. DSSI's solutions also facilitate adherence to regulatory mandates, internal protocols, and contractual commitments, mitigating legal and operational risks.

4. Foster a culture of ethical conduct

Promote a culture of ethical conduct throughout your organization and supply chain. Implement robust codes of conduct, whistleblower policies and supplier codes of conduct to reinforce ethical behavior and mitigate reputational risks.

A great example of this is International Paper, a leading producer of paper products, which has been part of the world’s most ethical companies for 16 consecutive years. The company is commended for its ethical standards, values and practices, such as:

• Establishing goals to improve forest stewardship, water stewardship, energy efficiency and recycling rates
• Promoting transparency by encouraging employees to report any unethical conduct
• Implementing sustainable sourcing practices and supplier development programs 

Driving operational efficiency

Site buyers contribute to operational efficiency by streamlining procurement processes, optimizing inventory management and leveraging technology and automation where possible. They may implement lean procurement practices, negotiate favorable payment terms and collaborate with suppliers to improve lead times and reduce waste. Ultimately driving cost saving, better productivity and enhanced competitiveness for manufacturing enterprises.

Additionally, site buyers may be involved in continuous improvement initiatives, such as identifying opportunities for cost savings, process optimization, or supplier consolidation, to enhance overall operational efficiency within their organization.

1. Implement lean procurement practices

Adopt lean principles and methodologies to eliminate waste, reduce lead times and improve efficiency throughout the procurement process. Continuously identify and eliminate non-value-adding activities.

GE Healthcare stands out as an excellent example of a company that has successfully implemented lean procurement principles. What do these look like in real life?

• A key aspect is the use of "Kaizens" - continuous improvement initiatives to streamline and optimize existing procurement processes. This includes revamping daily management systems, reducing lead times and enhancing process efficiency through Kaizen events.
• GE Healthcare drives lean initiatives like the "LEAN Supplier" program, fostering collaboration with suppliers to drive efficiency, innovation and cost savings across the supply chain.
• They measure key performance indicators (KPIs) such as cycle times, cost savings, and process reliability to quantify the impact of lean initiatives and drive accountability.
• They leverage advanced analytics, automation and AI to elevate procurement efficiency and decision-making capabilities. This "human-led and tech-enabled" approach is central to their lean transformation. Optimizing their order-to-cash process alone freed up a massive $1.3 billion in finance. This initiative has improved cash flow, on-time delivery and overall supply chain efficiency, demonstrating the substantial financial impact of lean principles.

2. Leverage automation and digital transformation

Invest in automation technologies, such as e-procurement platforms, robotic process automation (RPA), and artificial intelligence (AI), to streamline repetitive tasks, improve data accuracy and enhance decision-making capabilities.

DSSI’s MRO spend management services offer various service levels, from basic e-procurement tools to comprehensive MRO centers of excellence, enabling enterprise businesses to streamline procurement processes and optimize operations. 

3. Optimize inventory management

Implement advanced inventory management strategies, such as just-in-time (JIT) and vendor-managed inventory (VMI), to reduce carrying costs, minimize excess inventory and improve cash flow.

By adopting these best practices, site buyers can help their manufacturing enterprises unlock significant value throughout the procurement lifecycle. Implementing these strategies requires a commitment to continuous improvement, collaboration and leveraging the latest technologies and industry best practices. By doing so, procurement professionals can position their organizations for long-term success in an increasingly competitive and dynamic manufacturing landscape.