Procurement Roadmap: Bridging the Gap

Procurement
Written By :
Kajal Malpani
Published On :
November 4, 2022

The Need

What is a procurement roadmap, and why should you have one for your organization?

A procurement roadmap helps companies plan when it comes to purchasing materials and services. This can help save time and money in the long run by avoiding last-minute purchases or rushing through the process. Common reasons that companies implement a procurement roadmap include:


1) Understanding how much money they spend on different items throughout the year; 

2) Seeing what percentage of their budget goes towards certain categories (i.e., industrial consumables); 

3) Keeping track of supplier relationships management; 

4) Optimizing prices through competition analysis.

Digital Transformation

If your business is about to make a large purchase or sell off part of its operations, it's important to have an effective procurement plan in place. A procurement plan provides a roadmap for how all future purchases and sales will go - making sure that they are done most cost-effectively while keeping your targets moving towards their goals. Having a procurement plan also makes it easier to maintain control over systems and monitor progress.

The primary purpose of the procurement function is to ensure that companies are spending their money wisely by finding cost-effective solutions. For small and medium businesses, this often means working closely with suppliers to find better prices or terms; however, large enterprises may have a more diverse set of responsibilities including sourcing new suppliers, updating payment policies, issuing purchase orders etc. Procurement has many different types depending on what type of business it supports - goods procurement vs services procurement direct vs indirect etc.

If you are looking to elevate the role of procurement in your organization, walking towards a procurement roadmap is one way to do so. This process will help transition your department from being a simple cost center into an integral part of the business that provides value and contributes profits. A successful procurement strategy cannot be based on random facts - it must be tailored specifically for each company taking into account data collected from trade partners as well as internal corporate information. The model must also be supported by flawless execution if it is going to achieve its goal of becoming successful overnight.

The Vision Quest

To ensure your procurement transformation is successful, you should involve all relevant stakeholders and business units in the creation of your roadmap. This will help you understand the challenges each group faces and how they can be addressed using a shared platform, process automation, or other technology-enabled solutions. For example, if you're not already doing so, consider incorporating technology into your planning phase to improve processes such as note-taking during meetings or brainstorming after them. A simple transcription service could eliminate hours of work spent manually taking notes or jotting down ideas after meetings. Similarly, a digital adoption platform like Ziplyne could provide mass reach to onboard users while also serving as an onboarding guide on your website - this would make the overall process more efficient and effective for everyone involved.

Reflection of the Roadmap

First, you need to consider what is required to meet the needs of your organization and how that aligns with its values and priorities. Additionally, you need to understand its procurement strategy from a stakeholder perspective and manage stakeholder requirements realistically. Next, plan out the complexity of every step involved with setting up a procurement roadmap so that you can have clarity about how far along you are towards achieving those goals. Finally, make sure that every organization starting with their procurement strategy asks themselves various questions like what is a core value? What target market? What recurring issues do current practices face etc.. If after answering these queries they still feel confident about moving forward then there's no reason why they shouldn't take on this challenge head-on!

Setting Tangible Processes

The next step is to align everything on the supplier's side. This would start by having a list of available suppliers based on various parameters like quality, cost, previous relationships, order history etc. After successfully selecting a supplier it is important to monitor and develop the relationship to achieve new developments and innovations. At the micro level, finding out what course of action, if a problem occurs, can be helpful - what options are there to deal with this issue? Are old processes slowing down existing processes which can be automated? Is there a platform that already exists that could help automate some parts that need outsourced & more?

Procurement roadmapping
Process Setting

Targeting and Expectations

When creating a product, it is important to have a clear idea of who the target audience is. A baseline understanding of what your customers or users expect and what their goals are will help ensure that there is alignment between what you hope to achieve through your product and what its impact will be on the business as a whole. This can be done by highlighting the strategic value of procurement functions and proving their worth as individual business units. Targets for various kinds of benefits - economic, environmental or social - can be set in short/medium/long-term time frames depending on what’s most relevant for your particular situation; optimism along with realism is key when planning so that you can provide direction and commitment while still measuring progress easily.

Paperwork and Optimization

Every business is powered by data. The procurement road map initiative would need reporting data and information with stress on setting milestones after being verified several times and converting that piece into bite-size information and goals for effectiveness and efficiency in achieving the end state goal. Internal reporting is one aspect and external reporting is another, that has the objective to satisfy the compliance requirements and having an impact on future targets, plans, and business objectives. The law and audit aspect of having proper reporting through enough paperwork is also taken care of by keeping the record of this easily accessible information for all.

The next big piece is on the optimization of the existing plans which can happen by establishing consistency across all sourcing categories and finding a way to embed them in day-to-day activities. Transformation of business is a very thoughtful process and procurement has always been a vital cog for the successful execution of every business operation. The clarity on what the transformation will mean for a company by showing the competitive advantage and how it will stand against all the industry peers is another aspect of optimizing and tweaking the existing plants to suit the dynamics of the ever-changing business environment.

Successful Presentation

If you want to sell the transformation roadmap to your stakeholders, you must present it in a way that makes sense to them. To do this, you need to have a thorough understanding of existing practices as well as knowledge about the industry and where it's going. Linking the road map to quantitative aspects of business such as ROI or profits can help put you ahead of the competition. Some ideas for how this could be done are below:

  • Clear ROI stats
  • Profit comparison sheet
  • Operational and cost-benefit analysis
  • Cash inflow and outflow statement

Summary

The procurement roadmap can help you plan the steps needed to achieve business and acquisition transformation. This roadmap bridges the gap between strategy and execution, communicating progress milestones to senior leadership. This is often how organizations familiar with operating at scale work - aligning enterprise goals and executing accordingly.

One of the effects of modification like this can be a possible change in operational structure, meaning that some responsibilities are being handled by one unit that used to be part of Procurement and which will be quite threatening. This will be a piece of ground on which drawing a line in terms of taking on additional responsibilities is not easy, but with proper planning ahead it should not become too much trouble. Regularly observing all the activities associated with the new roadmap - such as price changes or order times - and monitoring them closely enough can ensure the success of the strategy - especially if key indicators are monitored closely enough.

Further, the key to having a successful transition is the alignment of four major pillars of this transformation, which are-

  • Objectives
  • Deliverables
  • Timelines
  • Resources

If you are accountable for delivering this transformation to fruition, you would like to be clear on who your audience is. And although numbers like profits, cost-benefit analysis, cash flow management, payment management, and provider performance are vital and always on top of your head, they may not work as a successful presentation strategy for every business unit. On every occasion when you have the opportunity to present this gift to a special business unit, your gift to them would be to handle that specific unit’s desires and the way this transformation can facilitate changes in their function/department along with the overall business.

All procurement strategies and roadmaps are bound to evolve. The key to all successful transformations is to remain close to changes and evolving business needs. Along with that, not being isolated in your approach to making edits and changes is the secret to success and better relationships with all stakeholders.

Copyright 2022 @Ziplyne. All rights reserved
Copyright 2022 @Ziplyne All rights reserved