Now we have our KPIs agreed, how do we measure our data in order to ensure success in supplier relationships?
So, we’ve established the why, the what, and the how for setting KPIs. Now we need to understand how we are going to measure the KPIs in order to provide meaningful reports, and set a recipe for success!
Systems for Capturing KPI Data
In a perfect world, KPI data should come from automated systems. However, when you receive the data from the supplier, you may want to corroborate some of it with your own.
Commercial software vendors like SAP-Ariba, Coupa, Oracle, Emptoris and others have features that monitor and track some KPIs. The base functionality comes through the core purchasing systems. Some organisations, however, choose to develop their own reporting systems to ensure they have the features and flexibility they need.
Another option is to use manual systems and processes. This could include disseminating data through spreadsheets, email or any other format that users have access to.
These methods are simple and can be very effective if applied consistently, but obviously take a lot more time than automated reporting. One concern with manual systems is the higher potential for human error.
Typical Data Points for Measuring KPIs
The types of data points you can collect depend on the system you’re using. Below is a sample list – keep in mind that your list will depend on your organisation’s tools, systems and reporting requirements.
- At the point of ordering: you can check the order against the contract to track compliance.
- At the point of receipt: you can verify whether goods are delivered in full or delivered on time.
- At the point of invoicing: you can check invoice accuracy and blocked invoices.
- At the point of inspection or usage: you can collect quality metrics, including defects and out of specifications.
- At the completion of the order: you can poll end-users to gather feedback on the ordering process and the goods or services delivered.
Multi-Supplier Performance Dashboards
These dashboards can be used to compare several suppliers across the same or multiple categories, depending on your objectives.
Comparing the suppliers in this way can be powerful motivator. For example, you could use the comparison data to push your suppliers towards best practice.
Alternatively, you could identify the least competitive suppliers for elimination, or identify other improvement opportunities. If your objective is to reduce your number of suppliers, KPI data could help you make a decision based on the suppliers’ ranking.
Recipe for Success
Keep the following five tips in your procurement toolkit for the next time you’re drafting KPIs and thinking about how to get the most out of your supplier relationships:
- Avoid an adversarial approach. Remember, this is all about relationships – and about people. People are more relaxed and inclined to come to an agreement when they aren’t in an adversarial environment. As a procurement professional, you’re going to lead your supplier to success through innovative and progressive means. Essentially, you are the champion of their cause to your senior management.
- Work collaboratively with your supplier to develop each KPI and agree on how it will be used. Let the supplier know which KPIs are critical to your organisation – the ones you’ll be listing on the dashboard and sharing with senior management. This enables the supplier to work with you to develop the best approach for success.
- Have regular reviews with the supplier – both formal and informal. Always keep the lines of communication open.
- When issues do arise, address them as soon as possible. Workshop with the supplier on how to best solve the issue. Remember, don’t focus on the symptom, but try to identify the root cause of any problem and find a solution that will work for everyone.
- Let your supplier know how they’re performing compared to others suppliers, while keeping their identities anonymous. This is a form of benchmarking and can help motivate suppliers to improve.
That wraps up our three-part series on setting Key Performance Indicators! Hopefully this will set you on the path to KPI success, but if you have any comments or questions, you can ask them in our new Procurement Tools and Templates Group.