Data Driven Procurement

Transcription

1 Data Driven Procurement Matthew Ryan

2 Agenda 1. Background 2. How to Build a Procurement Analytics Capability Current Status Assessment External Benchmarking How to Make Findings Actionable 3. Case Study: Addressing Price Disparities 4. Other Misc IT Procurement Advice 5. Q&A 2

3 Enterprise Procurement Analysis Bids with List Price AND Offer Price Commercial Bench- Marking By Vendor Vendor List Price Tables Misc Reference Tables Disposed and Pending Disposition Equipment UFMS Financial System Data AMS Asset Management Data ART Buy Queue Data EPA ZBB Future Year Plan Data 3

4 COTS: Size the Opportunity How Big is Fed Gov IT Really? All Figures $B Parametric + Portfolio Stat Estimate IT Non-IT 3,727 3,447 Total Fed Gov Budget FY2013 3,803 3,803 IT as % of All Fed Gov Spending 2.0% 9.4% COTS 35% of IT Every 1% Gross Margin Improvement in COTS Procurement yields approx $1.5B. 4 + Portfolio Stat data courtesy

5 How to Build a Procurement Analytics Capability Step 1: Get Your House in Order Assess the Past Start with Raw Financial System Information Utilize a Unique Identifier Field (UID) Data Validation (IBM, I.B.M, Intl Business Machines) Data Tagging Manufacturer (The Reseller Issue) Basic and Second Level Category Detail Key Data Extraction: POP for COTS HW/SW and Services; Part # for COTS Utilize a Regular Financial System Extract Process 5

6 How to Build a Procurement Analytics Capability, Ctd Step 2: Learn Where Your Price Points Should Be You can: Utilize Private Sector Networking; IT Research Services like Gartner or Forrester to uncover best practice discount levels. Contact Me and I will provide a benchmark cite if at all possible. Leverage data via other USG Agencies, demand Most Favored Nation pricing. Knowledge is power sharing is pivotal. 6

7 IT Benchmarking Defining the Target Hardware Vendor A Hardware Vendor B Hardware Vendor C Appliance Vendor A Appliance Vendor B List Price $2.3M $21M $1.03M $835K $788K $2.0M Bid Price $1.9M $10.5M $743K $752K $623K $1.2M Bid Date Apr-13 Aug-13 Sep-12 Sep-12 Aug-12 Feb-13 Quoted Discount 18% 50% 28% 10% 21% 40% Target Discount 50-65% 60-65% 35-40% 35-40% 50% 50-60% $700K- $2.1M - $70K - $210K - $200K - Delta to Target $225K $1.1M $3.1M $130K $250K $400K 7

8 How to Build a Procurement Analytics Capability, Ctd Step 3: Use Tactical and Strategic Efforts to Improve Discounting Strategic (Longer Lead) Efforts: Feed sanitized, structured data to your Vendor Management (VM) and Strategic Sourcing (SS) organizations. VM: Speak with a unified voice for your organization. Forecast where practicable. SS: Disseminate data internally; give relevant, actionable info to stakeholders. Demonstrate consistent communication. Tactical (Immediate) Efforts: Group like deals to leverage buying power low-moderate impact Cite prior discounts within your org and within USG moderate-high impact Cite comparable realized discounts in private sector high impact 8

9 Addressing Price Disparities: A Hardware Vendor Case Study FBI s FY12 Spend with a Single Hardware Vendor: $42M 96% of all Awards made to a Single Reseller 8 Different CO s each purchased $1M+ Discounts vary between FBI orders FBI Discount is wildly different from Private Sector O&M Tail Never Addressed On Initial Purchase Benchmarked to the private sector, the FBI paid dramatically higher prices for the exact same equipment. 9

10 Addressing Price Disparities: A Hardware Vendor Case Study 9 Purchases in FY12 for Product Set A all from a single manufacturer. Total Spend $10M Discounts vary from 21.7% off to 45.2% In private sector comparable deals are at 60-65% Order Date Net FBI Spend Discount 8/7/2012 $4M 21.7% 9/17/2012 $1M 35.1% 5/8/2012 $1.5M 39.2% 6/6/2012 $.4M 41.4% 9/27/2012 $.9M 43.6% 9/25/2012 $.4M 44.8% 9/25/2012 $.2M 45.0% 9/25/2012 $.4M 45.2% 9/25/2012 $1M 45.2% Personal contact confirms a 73% discount on all $250K+ orders 10

11 PROOF: Manufacturers Control Discounting, Not Resellers Pulling the Strings Chart shows very limited data points for subject buys where 2-3 quotes were readily discoverable. Private Sector Target: 60%+ Discount Bid Distribution Takeaway: Manufacturers control pricing. Negotiate directly where highly divergent from benchmark. 45.0% 40.0% 35.0% 30.0% 25.0% 20.0% 15.0% 10.0% 5.0% 41.4% 40.9% 21.7% 17.8% 17.5% 25.9% 23.7% 23.8% 23.3% 12.4% 9.8% 0.0% 6/1/12 8/30/12 11/28/12 2/26/13 11

12 Hardware Vendor Case Study: Before and After FY12 Aggregated Deal Stats by Product Set Avg % Total Deal Size Discount FBI's Best % Discount Achieved Industry Min Benchmark* Industry Max Benchmark* Product Set G $10,108, % 47.0% 60% 67% Product Set B $347, % 55.0% 60% 67% Product Set C $1,989, % 46.9% 60% 67% Product Set D $5,998, % 54.0% 70% 75% Product Set E $1,594, % 42.1% 60% 64% Product Set F $8,985, %+ 60.0%+ 65% 68% Product Set A $10,031, % 45.2% 60% 73% *Industry referenced as average spot discount for comparable private sector buys of HW/SW. FY13 Aggregated Deal Stats by Product Set Initial Low Bid Initial Discount Final Bid Price Final Discount Product Set E 364, % 276, % Product Set F 2,762, % 2,619, % Product Set D 7,383, % 7,078, % Product Set C 3,306, % 2,894, % Product Set B 5,704, % 5,488, % Product Set A 2,164, % 1,617, % Aggregate Discount Improvement: 47% FY12 60% FY13 All while decreasing equipment buys 40% Y/Y. 12

13 Hardware Vendor Case Study: Pricing Methodology Using source vendor quotes and/or PO data, I extrapolated Mfr Part Number. Using a table with all 20,000+ unique part numbers, I pulled all list prices that were possible. Below find an example of the source output behind all summary data cited in the presentation. Comparable backup exists for 600+ additional priced lines. Best Practice for FY14 going forward: List Pricing requested on all COTS IT quotes for FBI: Capture data on the front end vs. post-processing. Mfr Part # Part Description List Price % Disc REQUISITION # QTY UNIT PRICE EXTENDED 5, % C , , , % C , , % C , , % C , , , % C , , % C , , % C , , , % C , , TOTAL 1,497,

14 Other IT Procurement Advice: Defining Competition We need to level-set what is meant by competition Scenario 1, Competing based upon engineering requirements: I want a PC capable of running Win7, with 4GB of DDR3 RAM, with a 240GB or larger HDD at 7200 RPM or better. Scenario 2, Competing amongst only resellers of a Brand-Name Justified PC Model: I need a xxx Model 7010 with 4GB RAM and 250GB HDD In #1 this is a true competition, driven by technical specs. In #2 this is a pretense of competition Brand Name Justified with resellers competing for 1-2% at the margin. When Brand Name Justified, even more important to interact directly with Manufacturer. 14

15 Other IT Procurement Advice: Deal Bundling Resellers bundling Features numerous product sets in a single quote. Pros: Customer ease of purchase; 1 Stop Shopping. Cons: If a single product isn t offered by a reseller, they can t bid. Typically higher unit prices vs. consolidated enterprise buys. Lost Manufacturer Influence relative to Account Size. Need to monitor Deal Bundling closely to ensure transparency, ability to extract portions for margin enhancement. Bundling still OK for Small $, Distributed buys. 15