Reducing Inventory Value by Advanced Purchasing
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Esa Huotari Reducing Inventory Value by Advanced Purchasing Metropolia University of Applied Sciences Master of Business Administration Supply Chain Management (Procurement) Master’s Thesis 22.11.2020 Abstract Esa Huotari Author Reducing Inventory Value by Advanced Purchasing Title Number of Pages 74 pages + 7 appendices Date 22 November 2020 Degree Master of Business Administration Degree Programme Supply Chain Management (Procurement) Specialisation option Tuomas Akkanen, General Manager, Rapala VMC Corp. Ba- Instructor tam Hanna Harilainen, PhD, Principal Lecturer The purpose of this thesis was to analyze reasons for high inventory level of Rapala VMC Corp. Batam factory and to define corrective actions so that the inventory value could be decreased in control without endangering production. The first target was to significantly reduce the inventory value, and the secondary target was to define and develop purchasing processes and procedures to support the main target that could later on be used at other Rapala business units. The thesis was conducted using Action research methodology and qualitative methods to gather sufficient data for analysis. The main research method was a purchasing consultation workshop that took place on site Rapala VMC Corp. Batam factory in the beginning of Feb- ruary 2020, but it also included other preliminary preparations and reporting afterwards. During the workshop, the root causes for excessive inventory were identified. Also, a pur- chasing process development plan was created to mitigate the root causes for high inventory value including the targets and key point indicators for an active follow up. The development plan was split into different phases, and the first phase developments were implemented into practice by the factory management. The results were actively measured and commu- nicated in weekly and monthly meetings. The development plan also included change man- agement topics taking into account cultural differences as the business environment in In- donesia is completely different from Finland. As the outcome of the thesis, the targeted reduction of inventory value was reached and even exceeded. New purchasing procedures were also developed and implemented. The analysis methods and project framework could be used at other business units as planned. Abstract Keywords Procurement, categorization, supplier management, change management, performance measurement Contents 1 Introduction 1 1.1 Rapala VMC Corporation 2 1.2 PT Rapala VMC Batam 3 2 Research overview 3 2.1 Problem statement 4 2.2 Research targets 5 2.3 Research questions 5 2.4 Scope and key performance indicators of the research 6 2.5 Research design and action plan 6 2.6 Action research 8 2.7 Research type and data collection methods 9 2.7.1 Qualitative research 10 2.7.2 Processing of collected data 11 3 Strategic approach to procurement 12 3.1 Reactive and proactive purchasing 13 3.2 Segmentation of purchases 14 3.3 Purchasing and supply development model 15 3.3.1 Transactional orientation 16 3.3.2 Commercial orientation 17 3.3.3 Purchasing co-ordination 17 3.3.4 Internal integration 17 3.3.5 External integration 18 3.3.6 Value chain orientation 18 3.3.7 Conclusions of the development model 18 4 Change management and cultural factors 19 4.1 Change management 22 4.1.1 Change management best practices 22 4.1.2 Change management in Indonesia 23 4.2 Implementation of change management 24 4.3 John Kotter’s eight-step model 24 4.3.1 Sense of urgency 25 4.3.2 Powerful guiding coalition 26 4.3.3 Creating a vision 26 4.3.4 Communicating the vision 27 4.3.5 Empowering others to act on the vision 27 4.3.6 Planning for and creating short term wins 28 4.3.7 Consolidating gain and producing more change 28 4.3.8 Institutionalizing new approaches 29 5 Current state analysis 29 5.1 General findings 31 5.2 Purchasing strategy 32 5.3 Inventory 34 5.4 Purchasing software 35 5.5 Improve delivery performance 35 5.6 Other findings from interviews 36 6 GAP analysis 36 6.1 Findings 38 6.2 Conclusions 38 7 Kraljic purchasing portfolio 39 7.1 Leverage items & suppliers 40 7.2 Non-critical items & suppliers 41 7.3 Bottleneck items & suppliers 42 7.4 Strategic items & suppliers 42 8 Implementation plan 43 8.1 General development plan 44 8.2 Category management plan 46 8.2.1 Leverage items & suppliers 47 8.2.2 Non-critical items & suppliers 49 8.2.3 Bottleneck items & suppliers 50 8.2.4 Strategic items & suppliers 51 8.3 Activation of early involvement and communication between sales, R&D and purchasing departments 52 8.4 Single source and high dependency to certain suppliers 53 8.5 Negotiations and possibilities 54 8.5.1 Know your supplier 55 8.5.2 Win-win 56 8.5.3 Purchasing power 56 8.5.4 Developing cooperation with suppliers 57 9 Key performance indicators to support development plan 59 9.1 Supplier performance 60 9.2 Purchasing process performance 60 9.3 Financial performance 61 9.4 Daily KPI’s 61 9.5 Weekly KPI’s 63 9.6 Monthly KPI’s 64 9.7 Checkpoint KPI’s 65 10 Research outcomes 65 10.1 Primary research problem and target 65 10.2 Secondary research problem and target 66 10.3 Purchase portfolio outcomes 67 10.4 Findings of KPI data collection 68 10.4.1 Purchase order figures 68 10.5 Phase two action plan suggestions 69 10.6 Recommendations of stakeholders 70 11 Conclusions, validity and reliability 72 11.1 Personal learning 72 11.2 Validity and reliability 73 11.3 Closing words 74 Appendices Appendix 1. Current state analysis (CSA) Appendix 2. GAP analysis Appendix 3. Kraljic Vendors Appendix 4: Kraljic Overview Appendix 5. Action plan Appendix 6. Kraljic Overview vol2 Appendix 7. Kraljic Vendors vol2 1 1 Introduction The importance of procurement function is continuously growing as businesses are rec- ognizing the possibilities of reaching clear competitive advantages by optimizing pro- curement and supply chain functions. Each penny saved in procurement is directly a penny added into company profit. However, the image of a saved penny is only touching the surface of positive possibilities a well-arranged procurement function can bring to a company. The importance is described in the article by Spiller (2014) “The importance of procurement agility: how to turn volatility into a competitive advantage” that companies with high-performing procurement functions consistently outperform their competitors on financial indicators. Purchasing is not anymore about only bargaining and saving a penny on each purchase. It’s more of an extensive function that directly effects production, fi- nancial indicators, adds more value to end customer and can serve as a very useful tool in creating new product or service innovations. “More efficient supply chain or supply network reduces costs, shorten lead times and reduce tied-up capital, improve quality and provide faster product or service reforms” (Logistiikan Maailma). By only focusing on bargaining, the company is missing the great range of opportunities a successful pro- curement function can create. Also the root causes a company might be facing in pro- duction or financial aspects can often be fixed by optimized procurement and planning as shown in this research. Rapala VMC Group has decided to take determined actions to improve its profitability and working capital efficiency as well as improve operational performance. Future strat- egies are built upon utilizing and capitalizing the brand portfolio, manufacturing and sourcing platforms. The execution of the group strategy is progressing on all levels of the organization. Rapala VMC Group initiated in 2019 a restructuring program, which aims at increasing efficiencies in operations to consequently decreasing operational ex- penses and reducing net working capital. Significant focus is allocated to streamline in- ternal supply chains and to develop sales and operations planning to achieve improved service levels and lower group-wide inventories. In order to develop global manufactur- ing operations, lean projects are ongoing in several factories of which one of the key projects for the Group is to execute a sustainable profitability turnaround for the Indone- sian lure manufacturing operations in Batam. (Financial Statements 2019, 4.) 2 PT Rapala VMC Batam factory manufacturing operations has been under ongoing ex- tensive lean projects since 2019. Lean thinking is based on a history of Japanese man- ufacturing techniques which aims to provide more customer value by continuous busi- ness process improvements (Kanban Zone). In phase one factory operational excellence program in 2019 the main focus was on improving delivery performance and outsourcing operations. After having successful results of phase one, the next phase was planned for 2020 which included optimization and cost reduction. It was notified that current in- ventory levels are not on acceptable levels and inventory value must be decreased in a controlled manner without creating operational risks for manufacturing process. In the process of first investigations of possible reasons for high inventory levels also the effec- tiveness of source to pay process got questioned as a possible root cause. This resulted in the demand for extensive project to thoroughly analyze current procurement pro- cesses and practices if there would be clear possibilities to improve procurement effec- tiveness which in the end would enable lower inventory levels. (Factory presentation 2020.) Thesis is based on a purchasing consultation workshop and project for PT Rapala VMC Batam factory that was commenced in January 2020. Most of the project was done on site Rapala VMC Batam factory in Indonesia but the project also includes preliminary preparations and follow up meetings after checkpoints that were defined during the pro- ject. The main checkpoint in regards to this study is in the end of June, when KPI’s are carefully investigated in order to learn about the efficiency of the project.