Scope 3: How Organisations Can Prepare in FY26 to Be Ready for FY27 Changes

If you want a realistic picture of Scope 3 readiness, don’t start with a standard. Start with a meeting.

It’s late in the month, Finance is closing, Procurement is chasing rebates, Supply Chain is firefighting service issues, and the ESG team is trying to pull emissions data out of a dozen systems that were never designed for assurance. Someone asks a simple question that no one can answer cleanly: “What are our Scope 3 emissions… and how confident are we?”

That question is about to become a lot less optional.

Across Australia, climate-related reporting is shifting into a more formal regime. For many organisations, FY27 is when the expectations step up again—particularly around Scope 3 (value chain) emissions and the quality of the underlying evidence. The exact start date and requirements depend on your reporting cohort and financial year, but the direction is clear: more disclosure, more scrutiny, and a steady march toward assurance.

So FY26 matters. Not because you need perfect numbers by tomorrow, but because FY26 is the year to build the machine that produces defensible numbers year after year.

This article is a practical FY26 playbook focused on Scope 3 readiness for FY27 changes—written for Australian organisations and the functions who will actually have to make it work: Finance, Procurement, Supply Chain, ESG, Risk, Legal, Internal Audit, IT and the Executive.

First, a plain-English refresher: what “Scope 3” actually means

Most organisations understand:

• Scope 1: direct emissions you control (fuel you burn, refrigerants you leak, equipment you operate).
• Scope 2: emissions from purchased electricity/energy.

Scope 3 is everything else in your value chain—upstream and downstream. It’s usually the biggest share of total emissions for retailers, manufacturers, health services, hospitality, infrastructure operators, and anyone who buys a lot of goods and services or moves product around the country.

Scope 3 typically includes things like:

• Purchased goods and services (often the largest category)
• Freight and logistics (inbound and outbound)
• Waste
• Business travel and employee commuting
• Capital goods (fit-outs, facilities, plant and equipment)
• Use of sold products and end-of-life treatment (for certain sectors)
• Investments and financed emissions (for financial services)

Here’s the catch: Scope 3 lives in other people’s data—suppliers, carriers, contract manufacturers, landlords, customers. Which makes it harder to measure, easier to challenge, and more expensive to assure if you haven’t set it up properly.

What changes in FY27 (and why FY26 is your opportunity)

Australia’s climate-related disclosure regime is being phased in. While the details vary by entity type and reporting cohort, the practical implications for many businesses are consistent:

1. Scope 3 becomes a serious reporting requirement (and, for many, a mandatory one in the next phase).
2. “Finance-grade” expectations increase—governance, controls, documentation, repeatability.
3. Assurance readiness starts to matter early, because what you do in the first years becomes your baseline later.
4. Supplier data requests cascade through supply chains—meaning even organisations not directly captured will feel the pressure through customers and partners.

The organisations that cope best don’t treat Scope 3 as an annual reporting exercise. They treat it as an operating capability: a set of roles, systems, controls, and supplier processes that run every month—not just at year-end.

FY26 is the year to build that capability before timelines tighten and the cost of “catch up” explodes.

The FY26 mindset shift: from ESG project to enterprise reporting program

A common failure mode is leaving Scope 3 in a single team (often sustainability) and expecting them to “pull data from the business” when needed.

That approach breaks in FY26 because:

• Finance needs reconciliation to spend and activity (not just estimates)
• Procurement needs supplier engagement embedded into sourcing and contracting
• Supply Chain needs carrier and warehouse data to be captured consistently
• Risk and Legal need defensible statements and documented assumptions
• Directors need confidence that what’s being signed off is supportable

In FY26, Scope 3 becomes a team sport—with Finance-grade discipline.

What each function should do in FY26

1) Board and Executive: set tone, scope and accountability

Scope 3 readiness fails without executive ownership because it competes with everything else.

FY26 priorities:

• Appoint an executive sponsor and establish oversight (audit committee or equivalent).
• Confirm what “good” looks like: not perfect data, but traceable and defensible data.
• Approve a materiality approach (focus on what matters most, document why).
• Fund the minimum enabling work: data architecture, controls, supplier program, and capability.

Practical deliverable by end of FY26:
A clear governance model, reporting calendar, and a resourced program plan that doesn’t rely on heroics.

2) Finance: turn emissions into “audit-ready numbers”

Finance is the bridge between operations and disclosures. If Finance isn’t comfortable, the organisation won’t be comfortable.

FY26 priorities:

• Align reporting boundaries with financial consolidation and entity structure.
• Establish an evidence standard: what documentation is required for factors, assumptions, and calculations.
• Build controls: version control, approvals, review checkpoints, change logs.
• Reconcile major Scope 3 categories to spend and activity drivers (so the numbers make sense).
• Define materiality thresholds and how they will be applied consistently.

Practical deliverable by end of FY26:
A repeatable close process for Scope 3 with documented controls (similar in spirit to financial close—scaled appropriately).

3) Procurement: make suppliers part of the solution (without breaking relationships)

Procurement is where Scope 3 becomes real. Most Scope 3 emissions sit inside purchased goods and services, and suppliers will be asked for data whether they like it or not.

FY26 priorities:

• Segment suppliers by emissions relevance, not just spend (spend is a proxy, not the truth).
• Create a supplier data request approach that is structured and realistic:
  • A simple template for baseline data
  • A maturity pathway (good / better / best)
  • Clear timelines and expectations
• Embed Scope 3 into BAU procurement:
  • RFP questions that request emissions data and methodology
  • Contract clauses covering data provision, improvement plans, and audit support
  • Supplier scorecards that include sustainability metrics (where material)
• Avoid “blanket asks” to all suppliers. Start with the few that drive the majority of impact.

Practical deliverable by end of FY26:
A supplier engagement plan and standard procurement pack (templates, clauses, scoring approach) that can be reused across categories.

4) Supply Chain and Operations: capture activity data that stands up to scrutiny

Supply Chain teams often hold the best data for the most measurable Scope 3 categories—freight, warehousing, waste, and sometimes packaging and returns.

FY26 priorities:

• Map logistics flows that drive emissions:
  • Inbound freight lanes and modes
  • Outbound distribution (parcel, linehaul, last mile)
  • Warehousing energy and handling profiles (where relevant)
• Improve data capture:
  • Carrier consignment data (distance, weight, mode, lane)
  • Fuel surcharges and activity metrics
  • Waste volumes and treatment methods (landfill, recycling, organics)
• Build a “single source of truth” approach:
  • Define who owns which datasets
  • Standardise how data is captured and stored
  • Agree the cadence (monthly beats annual every time)

Practical deliverable by end of FY26:
A clean activity dataset for priority logistics categories (freight and waste are common starting points) with ownership and cadence defined.

5) ESG / Sustainability: design the methodology and keep it usable

ESG teams are crucial—but they shouldn’t be left holding the bag alone. Their job in FY26 is to create a methodology that the rest of the business can actually run.

FY26 priorities:

• Confirm the Scope 3 categories that are material for your organisation (and document why).
• Define calculation hierarchy:
  • Use activity-based methods where feasible
  • Use spend-based estimates where necessary
  • Track a roadmap to improve data quality over time
• Introduce data quality scoring:
  • Supplier-specific data (best)
  • Industry-average factors (good)
  • Spend proxies (starter)
  • Confidence ratings and improvement plan for each category
• Build a central methodology register:
  • Emissions factors used (and their version)
  • Assumptions and boundaries
  • Changes year-on-year and why they changed

Practical deliverable by end of FY26:
A methodology pack that is transparent, consistent, and designed for continuous improvement—not a one-off calculation workbook.

6) IT and Data: stop the spreadsheet sprawl

Spreadsheets are fine for prototypes. They’re dangerous as a permanent control environment—especially when the organisation is moving toward more formal reporting.

FY26 priorities:

• Identify where source data lives:
  • ERP and spend cubes
  • TMS/WMS/carrier portals
  • Travel providers
  • Facilities and waste contractors
  • Supplier portals and SRM tools
• Decide your architecture:
  • Central dataset with clear lineage back to source systems
  • Defined access controls and versioning
  • Automated extracts where possible
• Support workflow:
  • Data collection, review, sign-off
  • Evidence storage
  • Audit trail (who changed what, when, and why)

Practical deliverable by end of FY26:
A controlled data environment that can be reproduced each year, with less manual wrangling.

7) Risk, Legal and Internal Audit: make it defensible before someone else tests it

The risk isn’t only “getting it wrong”. It’s making statements you can’t support later.

FY26 priorities:

• Define what claims you will and won’t make in early years (especially forward-looking targets).
• Review materiality and disclosure language so it’s consistent with evidence.
• Run a pre-assurance style review internally:
  • Are assumptions documented?
  • Can we trace the numbers back to source data?
  • Are controls operating, or just described?
• Ensure risk management processes include climate-related value chain risks and dependencies.

Practical deliverable by end of FY26:
A “pre-assurance findings log” and action plan—fix gaps early, before FY27 pressure arrives.

A practical FY26 program plan (that doesn’t become a monster)

If you’re trying to get ready in FY26 for FY27, here’s a structured approach that works in the real world.

Phase 1: Confirm exposure, boundaries and what “material” means

• Confirm reporting group and timing (don’t guess).
• Align boundaries to financial consolidation.
• Identify likely material Scope 3 categories via:
  • Spend screening
  • Activity screening (freight, energy, waste)
  • Risk screening (high exposure suppliers, sensitive products)

Output: a prioritised Scope 3 category shortlist and boundary statement.

Phase 2: Establish governance and a RACI that actually sticks

• Assign category data owners (Procurement owns suppliers, Supply Chain owns freight, etc.).
• Create sign-off checkpoints and escalation paths.
• Set a reporting rhythm (monthly/quarterly) to prevent year-end chaos.

Output: governance model + reporting calendar + internal controls.

Phase 3: Build the defensible data foundation

• Consolidate datasets: spend, supplier lists, logistics activity, travel, waste.
• Choose methods (activity-based vs spend-based) and document why.
• Apply emissions factors consistently, track versions, and log changes.
• Create a confidence rating system and improvement roadmap.

Output: a central dataset with traceability and documented methodology.

Phase 4: Engage priority suppliers (this is the long-lead item)

Supplier engagement is where timelines usually blow out.

In FY26:

• Start with the suppliers that matter most (by likely emissions, not just count).
• Provide a clear “how”:
  • What data you need
  • Accepted methodologies
  • Due dates
  • How it will be used
• Make it easier for suppliers:
  • Templates
  • Examples
  • Phased maturity expectations
• Build it into sourcing and contracting so it becomes BAU.

Output: supplier program launch + standard procurement pack.

Phase 5: Prepare for assurance and embed into decision-making

Even if formal assurance isn’t immediate for every disclosure, the journey is toward more scrutiny.

In FY26:

• Run a dry run: can you reproduce calculations and trace inputs?
• Document assumptions and change controls (especially year-on-year changes).
• Connect Scope 3 insights to actual decisions:
  • Supplier selection
  • Network and transport strategy
  • Packaging changes
  • Waste and circularity initiatives
  • Capital investment priorities

Output: assurance-readiness assessment + actions + integration into strategy and risk.

Don’t stop at reporting: Scope 3 can unlock cost and resilience benefits

The most mature organisations don’t treat Scope 3 as a compliance tax. They use it to target the biggest value chain hotspots, which often align to operational efficiency.

Common “double win” levers include:

• Transport optimisation (route, mode shift, consolidation, carrier performance)
• Packaging right-sizing and material changes (less damage, lower freight emissions)
• Supplier rationalisation and smarter sourcing (lower embodied carbon, improved resilience)
• Waste reduction and diversion (often immediate savings)
• Product and specification redesign (materials and upstream manufacturing impacts)

In other words: a good Scope 3 program can support cost-to-serve reduction, not just disclosure.

The traps that cause FY27 pain (and how to avoid them)

Trap 1: Waiting for perfect data
You don’t need perfect. You need defensible and improving. Start with estimates, but document them and improve systematically.

Trap 2: Sending 500 suppliers the same email
That’s how you get ignored. Segment suppliers, start with the top contributors, and make the request simple and repeatable.

Trap 3: Treating this as an ESG report
This is moving into formal reporting. Finance-grade controls and evidence matter.

Trap 4: No single source of truth
If your datasets live in inboxes and spreadsheets, you will struggle to reproduce numbers and explain changes year-on-year.

Trap 5: Forgetting the “people” side
Scope 3 is a new capability. It needs training, process clarity, and ownership—otherwise it collapses back into a scramble.

How Trace Consultants can help

Trace Consultants supports organisations to move from “we know we should do something” to a practical, audit-ready Scope 3 program that works across Finance, Procurement and Supply Chain.

Typical support includes:

1) Scope 3 readiness assessment and FY26–FY27 roadmap

• Confirm reporting boundaries and likely material categories
• Assess current data maturity and gaps
• Build a pragmatic plan with clear owners and timelines

2) Methodology and data foundation

• Design calculation approaches that balance accuracy with practicality
• Establish data confidence scoring and improvement pathways
• Build controlled datasets and reporting packs that can be repeated each year

3) Supplier engagement program (Procurement-led, practical and scalable)

• Supplier segmentation and prioritisation
• Templates, guidance notes, and procurement pack uplift
• Embedding emissions data expectations into sourcing and contracting

4) Supply chain emissions hotspots and reduction roadmap

• Freight and logistics activity modelling
• Network and transport opportunities that reduce emissions and cost-to-serve
• Packaging and waste improvement programs linked to measurable outcomes

5) Assurance readiness and governance uplift

• Controls, evidence registers, version control and sign-off workflows
• Pre-assurance reviews to identify gaps before external scrutiny
• Governance and reporting cadence design that prevents year-end chaos

The goal isn’t to create a glossy report. It’s to help you build a capability that stands up to scrutiny and supports better operational decisions.

A simple FY26 checklist (print this)

By the end of FY26, aim to have:

• A defined Scope 3 boundary and prioritised category list
• A RACI and governance model with Finance involvement
• A controlled dataset with traceability back to source systems
• A documented methodology register (factors, assumptions, versions, changes)
• A supplier engagement program launched for priority suppliers
• A pre-assurance style internal review completed with actions logged
• A FY27 reporting plan that doesn’t rely on last-minute heroics

Closing thought

FY27 pressure will arrive whether you’re ready or not. FY26 is your chance to make Scope 3 boring—in the best possible way: repeatable processes, clear ownership, defensible data, and fewer surprises.

If you’d like support to design a practical Scope 3 readiness program across Finance, Procurement, Supply Chain and ESG, Trace Consultants can help.

Final question: If someone asked you to justify your Scope 3 numbers next year—could you show the evidence trail without a scramble?

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Warehouse automation has moved from “nice to have” to a serious boardroom conversation across Australia. Labour markets are tight, customer expectations are unforgiving, and the cost of getting fulfilment wrong (late, incomplete, damaged, unsafe) is visible in every dashboard that matters: customer experience, cost-to-serve, working capital and staff retention.

But here’s the trap: automation is not a single decision. It’s a design choice—one that sits at the intersection of your network strategy, building constraints, systems landscape, order profile, and the way your teams actually work at 2am on a Monday when things go sideways.

This article is a practical, vendor-aware guide to the major warehouse automation options and how to choose what’s right for your business. We’ll cover solutions and providers commonly considered in Australia, including Ocado Storage, Attabotics, AutoStore, Dematic, Swisslog, SSI Schäfer, Vanderlande, Geek+, GreyOrange, Daifuku, Mecalux and Hai Robotics. We’ll also share a decision framework you can use to pressure-test the business case—before you commit to a solution that looks brilliant in a demo but struggles in your operation.

Start with the job to be done (not the robot)

Most automation projects disappoint for one simple reason: the organisation buys a machine before it agrees on the problem.

Before you talk to any vendor, get crisp on these questions:

• What constraint are we trying to remove? Labour availability, pick speed, accuracy, storage density, safety, temperature, travel time, congestion, uptime, or all of the above?
• What is the order profile that drives your cost-to-serve? Singles vs multi-line, each-pick vs carton-pick, store replenishment vs eCommerce, wave vs waveless, peakiness, returns volume, service cut-offs.
• What is the product profile? SKU count, velocity distribution, cube/weight variability, fragile items, hazardous goods, expiry/batch requirements, temperature zones, packaging consistency.
• What is the physical reality? Clear height, column grid, slab capacity, fire services, power, IT rooms, mezzanine potential, yard and dock constraints.
• What is the tolerance for downtime and change? Can you afford a cutover? Do you need a parallel run? How seasonal is your peak?
• What does “flexible” mean for you? Ability to scale volume? Add SKUs? Shift channels? Expand the site? Move buildings?

Automation should be the output of this thinking—not the starting point.

A quick map of automation types (and where they fit)

When people say “warehouse automation”, they’re usually mixing a few categories together. Splitting these out makes selection far easier.

1) Mechanisation (lower complexity, faster wins)

Mechanisation improves flow and reduces manual effort without full robotics. Examples include:

• Conveyors and carton handling
• Put walls
• Sortation (shoe sorters, cross-belt, tilt-tray)
• Pick-to-light, voice picking, RF scanning
• Carton erectors, lid closers, labellers

Mechanisation can deliver meaningful productivity and safety improvements, often with less integration complexity than robotics—especially if your process discipline and data quality aren’t where they need to be yet.

2) Goods-to-person (GTP)

GTP brings inventory to a stationary picker/packer. This reduces walking and can increase pick rates and accuracy. It tends to shine when:

• You have high eCommerce volume (especially single-line orders)
• You have constrained labour or high travel time
• You want tighter control of quality (scan discipline, verification, put-to-light)

GTP options include cube-based systems (often associated with AutoStore), grid-based systems (often associated with Ocado Storage), and 3D robotic storage concepts (often associated with Attabotics), along with shuttle-based AS/RS designs used by many integrators.

3) AS/RS (Automated Storage and Retrieval Systems)

AS/RS automates storage and retrieval for pallets, cartons or totes using cranes, shuttles, or high-density storage modules. It can work well when:

• You need high-density storage (expensive footprint)
• You have stable product dimensions and packaging
• You can commit to building integration and capex
• You need repeatable, high uptime operations

4) AMRs and AGVs (Autonomous Mobile Robots / Automated Guided Vehicles)

AMRs move around the warehouse without fixed infrastructure. They can:

• Move totes/carts to reduce walking
• Support “pick assist” workflows
• Move pallets and replenish zones
• Increase flexibility if your layout changes

Providers in this space often include Geek+, GreyOrange and Hai Robotics (among others), plus many integrators offering AGV/AMR ecosystems.

5) Robotic piece picking (the frontier—powerful, but not always “plug and play”)

Robotic arms with vision systems can pick individual items. This is improving rapidly, but success depends heavily on:

• Packaging consistency (shapes, reflectivity, fragility)
• Item presentation (bin/tote configuration)
• Exception handling (what happens when a robot can’t pick?)

This category is increasingly relevant, but it’s still an area where pilots and proof-of-value matter.

Providers vs integrators: who actually delivers the outcome?

A useful distinction:

• Technology providers supply a core automation product (robots, grid, shuttles, software stack).
• System integrators design the end-to-end solution, engineer it into your building and processes, integrate systems (WMS/WCS/WES), and commission the site.

In practice, large automation programs involve multiple parties: a provider, an integrator, and your internal teams (ops, IT, safety, finance, property). The real risk sits in the seams—interfaces, responsibilities, change management, and commissioning.

Comparing major automation options (where they typically fit)

Below is a practical view of the named solutions and providers. It’s not a feature checklist—it’s a “fit for purpose” lens.

AutoStore (and similar cube-storage concepts)

What it is: High-density storage using a cube grid, with robots on top retrieving bins and delivering them to ports (goods-to-person).

Where it typically fits well:

• High SKU count with many “small-to-medium” items
• eCommerce or spare parts fulfilment with lots of each-picks
• Sites where footprint is expensive and density matters
• Operations chasing consistent throughput and accuracy

Watch-outs to plan for:

• The grid can become a strategic asset—great if your growth assumptions are right, painful if your business model changes.
• Exception handling still matters: oversized items, fragile items, awkward packaging.
• Port design and replenishment discipline are as important as the robots.

When it’s often the right call: When travel time is your enemy and your order profile rewards fast, controlled each-picking with high density.

Ocado Storage (grid-based automated fulfilment)

What it is: Grid-based automated storage and retrieval designed for high-throughput fulfilment, commonly associated with grocery-style operations but adaptable depending on design.

Where it typically fits well:

• Very high throughput environments
• Tight customer cut-offs and high service expectations
• High “flow” operations where throughput and orchestration matter as much as storage
• Businesses prepared for a larger, more engineered solution

Watch-outs to plan for:

• This is not a “small project”. You’ll need strong governance, engineering readiness, and robust upstream planning.
• The business case must include commissioning risk, ramp-up curves, and peak contingency.

When it’s often the right call: When you’re running a high-volume fulfilment engine and you need a step-change in throughput, not just incremental efficiency.

Attabotics (3D robotic storage and fulfilment concept)

What it is: A 3D storage and retrieval approach that aims to combine density with robotic movement, often positioned as a modern alternative to traditional AS/RS layouts.

Where it typically fits well:

• Businesses seeking a high-density, highly automated GTP-style solution
• Networks with significant growth and a desire to “design once, scale hard”

Watch-outs to plan for:

• As with any highly engineered system, ensure you pressure-test maintainability, spares strategy, local support, and ramp-up risk.
• Validate how the solution handles your exceptions and variability, not just the “happy path”.

When it’s often the right call: When density and throughput are strategic, and you’re ready to invest in engineered automation with a clear operating model behind it.

Dematic, Swisslog, SSI Schäfer, Vanderlande, Daifuku, Mecalux (major integrators / solution houses)

These organisations typically deliver end-to-end engineered automation—often combining conveyors, sortation, shuttles, AS/RS cranes, pallet handling, software controls, and integration services.

Rather than thinking of these as “single products”, think of them as design-and-deliver partners.

Where they typically fit well:

• Large DCs with mixed flows (pallet in, carton out, store + eCom, returns)
• Sites needing conveyors + sortation + AS/RS in one coherent solution
• Businesses that need bespoke engineering around building constraints
• Operations with clear standards and governance discipline

Watch-outs to plan for:

• Scope clarity is everything. Ambiguity in interfaces (WMS/WCS/WES, MHE boundaries, IT infrastructure, civil works) can blow out cost and timelines.
• Make sure the solution is designed around your order profile and labour model, not a generic reference design.
• Plan for operational readiness: training, maintenance, spares, and support model.

When they’re often the right call: When your problem is bigger than a single technology—when you need a designed system that orchestrates multiple flows reliably.

Geek+ and GreyOrange (AMR-led warehouse automation)

What it is: Autonomous mobile robots supporting pick-assist, goods movement, putaway, replenishment, and sometimes sortation workflows—typically with software to orchestrate tasks.

Where they typically fit well:

• Rapidly changing environments where flexibility matters
• Sites where you want to automate travel without major fixed infrastructure
• Businesses that want to scale gradually (add robots as volume grows)
• Operations seeking a faster time-to-value than engineered AS/RS

Watch-outs to plan for:

• AMRs don’t automatically fix bad slotting, bad replenishment, or poor master data.
• Traffic management, congestion, and safety design must be engineered, not assumed.
• Integration still matters (especially if you need orchestration across zones).

When it’s often the right call: When you want a flexible automation layer that reduces walking and boosts throughput without rebuilding the whole warehouse.

Hai Robotics (and similar tote-to-person / robotic ASRS variants)

What it is: Robot-driven storage and retrieval models that often sit between classic GTP and AS/RS—frequently used for tote handling and high-density storage with flexible deployment.

Where it typically fits well:

• eCommerce and omni-channel fulfilment
• High SKU environments needing density and speed
• Businesses seeking scalable automation without the same fixed grid constraints as some alternatives

Watch-outs to plan for:

• As with any tote-based automation, validate your cartonisation/pack process, exception handling, and replenishment model.
• Confirm local support, spares, and maintenance capability.

When it’s often the right call: When you need high-density, high-speed each-pick fulfilment with a modular pathway to scale.

The decision framework: choosing what’s right (without getting dazzled)

Here’s a practical way to shortlist options that actually suit your operation.

Step 1: Match the solution to your order profile

• High volume, each-pick, tight cut-offs: Goods-to-person (AutoStore, Ocado Storage, Attabotics, tote-to-person systems), plus sortation and packing automation.
• Mixed store + eCom, heavy cartons, multiple temperature zones: Integrated solutions (Dematic, Swisslog, SSI Schäfer, Vanderlande, Daifuku, Mecalux) combining conveyors, sortation, shuttles, pallet automation.
• Fast-changing layout, need quick wins: AMRs (Geek+, GreyOrange, Hai Robotics) plus targeted mechanisation.
• Pallet-heavy operations (inbound, bulk storage, high reach): Pallet AS/RS, shuttle systems, AGVs for pallet movement, and strong dock-to-stock process redesign.

Step 2: Be honest about variability and exceptions

Automation loves consistency. Your warehouse probably isn’t consistent.

Make a list of the “awkward stuff”:

• Oversized and weird-shaped SKUs
• Fragile items, liquids, or crush risk
• Promotional spikes and kitting
• Returns grading and rework
• Quality checks, compliance labelling
• Split-case picking vs full-case
• Temperature transitions

Your automation solution doesn’t need to handle 100% of tasks, but it must handle the right 80–95% while leaving a workable path for the rest.

Step 3: Pressure-test the business case (the numbers people forget)

A credible automation business case includes far more than “labour savings”.

Common value drivers:

• Reduced travel time and higher pick rates
• Improved accuracy and fewer credits/returns
• Better space utilisation (avoid a new building or defer expansion)
• Safety improvements and reduced manual handling
• Longer cut-off times and improved service (revenue protection)
• Reduced reliance on labour hire during peak
• Better inventory integrity (less shrink, fewer write-offs)

Common costs and risks that get missed:

• Building works (slabs, fire, power upgrades, mezzanines)
• Systems integration (WMS/WCS/WES), testing and environments
• Maintenance labour, spares, service contracts, and lifecycle refresh
• Operational downtime during cutover and commissioning ramp-up
• Process redesign effort, training, and change management
• Peak contingency (how you’ll fulfil orders if automation is down)
• Data cleansing and master data governance (it’s never “good enough” until you try to automate)

If you don’t quantify these, you don’t have a business case—you have a hope.

A note on outcomes: what “good” can look like (when done properly)

Across automation and warehouse technology programs, the strongest outcomes usually come from a combination of process discipline + systems enablement + the right level of mechanisation/automation—not from robotics alone.

For example, in one Australian operation, a warehouse technology uplift materially reduced manual handling (around the 90% mark) once the process design and controls were aligned with the physical site. In another case, operational changes combined with system improvements delivered a step-change in supplier on-time performance (order flow stabilisation can be just as valuable as pure pick speed).

The point isn’t the exact percentage. The point is that measurable results are achievable—but only when the solution is designed around your reality, not a generic template.

How Trace Consultants can help (and why “solution agnostic” matters)

Warehouse automation decisions have long tails. Once you pour the slab, sign the contract, and train the workforce, the solution becomes part of your operating model for years. That’s why independent, fact-based decision support is so valuable.

Trace Consultants typically supports clients across four practical stages:

1) Strategy and option framing (before vendors shape the narrative)

• Confirm the job to be done, constraints, and success measures
• Map current flows and quantify the real drivers of cost-to-serve
• Build a shortlist of automation concepts that match the order profile
• Identify prerequisites (layout, master data, slotting, replenishment rules, systems)

2) Business case development you can defend

• Create a scenario model: “do nothing”, “process only”, “mechanisation”, “automation”
• Quantify capex, opex, productivity, service impacts, and implementation risk
• Build a benefits realisation plan (who owns what, when benefits land, how to track them)

3) Vendor and integrator selection (without the theatre)

• Turn requirements into a structured RFx process
• Compare solutions on fit, not just features
• Validate assumptions with site data, not generic benchmarks
• Clarify interfaces and responsibilities to avoid scope gaps

4) Delivery governance and operational readiness

• Program governance, risk management and stage gates
• Testing strategy, cutover planning, and hypercare approach
• Workforce change management and readiness
• Performance measurement post go-live to lock in benefits

The best automation projects feel “boring” in governance terms—because risks are surfaced early, decisions are documented, and operations are prepared well before the first robot arrives.

Practical selection checklist (use this in your next workshop)

If you want a simple way to keep selection grounded, ask each provider/integrator these questions:

1. Show us how the solution handles our exceptions (not just the ideal flow).
2. What does peak look like, and what breaks first?
3. What assumptions are you making about our replenishment and slotting?
4. What is the integration architecture (WMS/WCS/WES), and who owns each interface?
5. What is the maintenance model (spares, uptime SLAs, local support, escalation paths)?
6. What is the commissioning ramp-up curve, and what contingency do we need?
7. What are the building prerequisites (power, floor, fire, height, temperature control)?
8. What data quality is required (dimensions, weights, barcodes, serialisation, batch/expiry)?
9. What operational roles change, and what training is required?
10. What does a bad day look like, and how do we keep shipping?

Good vendors can answer these clearly. Great integrators can show you how they’ll make it real in your building, with your people, under your constraints.

The bottom line

Warehouse automation can be transformative—but only if you treat it as an operating model decision, not a procurement exercise. The “right” solution is the one that matches your order profile, respects your constraints, integrates cleanly with your systems, and comes with a realistic path through commissioning and change.

If you’re weighing options like AutoStore, Ocado Storage, Attabotics, or AMR-based approaches from Geek+, GreyOrange or Hai Robotics—or considering an engineered automation program through Dematic, Swisslog, SSI Schäfer, Vanderlande, Daifuku or Mecalux—start with the job to be done, build a defensible business case, and pick the solution that fits your reality.

And if you’d like a vendor-agnostic partner to help you frame the options, model the business case, and run a clean selection and delivery process, Trace Consultants can help.

Question to close: If you made the decision today, would you still be confident in the business case when peak hits—and the warehouse is under pressure?

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Network Optimisation and Warehouse Automation: When Is the Right Time to Review the Business Case?

There’s a moment most supply chain leaders recognise.

You’re in a steering meeting. Someone has dusted off the “automation business case” from 18 months ago. Another person has a new quote from a vendor. Finance is asking why the payback moved. Operations is asking whether the proposed system will actually work with your product mix. Meanwhile, service expectations have crept up, labour has tightened, transport pricing has shifted again, and your network footprint is no longer quite right for where demand is growing.

That’s the reality in Australia right now. Most organisations aren’t debating whether network optimisation and warehouse automation matter. They’re debating when to pull the trigger—and how to avoid spending a lot of money on something that looks brilliant in a slide deck but under-delivers on the floor.

This article is about timing: when it’s the right time to review (or rebuild) the business case for network optimisation and warehouse automation, what triggers you should watch for, what “good” looks like in a refreshed business case, and how to pressure-test decisions so the investment holds up when conditions change.

It’s written for Australian supply chain, operations, and finance leaders—because the local context matters: labour availability, industrial relations, property constraints, long line-haul distances, coastal population density, and the mix of metro and regional service expectations.

Why network optimisation and warehouse automation should be assessed together

A common trap is treating network design and warehouse automation as separate projects.

In practice, they’re tightly linked:

• Automation changes the economics of your network. If you improve throughput per square metre and reduce labour sensitivity, you may be able to consolidate sites—or delay a new building.
• Network decisions change the “right” automation solution. A centralised mega-DC tends to favour different automation than a multi-node network with smaller sites closer to customers.
• Inventory and service levels don’t sit still. Network changes can increase or decrease inventory duplication. Automation can reduce cycle time and improve service, which can change how much safety stock you need.

If you look at automation in isolation, you often end up with a “best in class” warehouse concept that doesn’t fit the network you actually need. If you look at network optimisation without operational realism, you can end up with a mathematically optimal design that fails the moment you account for cutover risk, peak labour, or the reality of how orders are picked and shipped.

A strong approach builds a view of the network, then tests operational options—including automation—so the outcomes are implementable, not theoretical.

What a real business case needs to cover (beyond shiny capex)

If your business case is basically “capex vs labour savings”, it’s incomplete.

A board-ready business case for network optimisation and warehouse automation should cover, at minimum:

1) Service proposition (what you’re promising customers)

• Delivery lead times by segment and geography
• Cut-off times and order responsiveness
• DIFOT / OTIF targets and how they’re measured
• Returns expectations and reverse logistics impacts

2) Network design options (not just one preferred answer)

• Number of nodes, locations, and roles of each site
• Inbound flow paths (ports, suppliers, cross-docks, bonded arrangements)
• Outbound transport strategy (line-haul + last mile)
• Inventory placement logic and replenishment design

3) Warehouse operating model assumptions (the part most cases get wrong)

• Order profile assumptions (lines per order, units per line, split shipments, cartonisation)
• Picking method and travel assumptions
• Receiving, putaway, replenishment, and cycle count workload
• Peak day/week/month volumes and the shape of seasonality
• Labour model (permanent vs labour hire, overtime, shift patterns, EBA constraints)

4) Automation solution fit (technology must match the job)

Warehouse automation is not one thing. You’re selecting from a toolkit:

• Goods-to-person (e.g., shuttle systems, cube-based storage, automated totes)
• AS/RS (pallet or case), conveyors, sortation, put walls
• AMRs and robotics for transport, picking support, or replenishment
• Picking enablement tech (voice, RF, light-directed, vision)
• WMS/WCS integration requirements and controls architecture

5) Whole-of-life cost and risk

• Maintenance, spares, vendor support, software licensing
• Obsolescence risk and upgrade pathway
• Downtime scenarios and the cost of failure
• Safety, compliance, and training requirements
• Cutover risk and dual-running costs

6) Benefits that aren’t labour (often bigger than you think)

• Throughput capacity without expanding footprint
• Reduced injury rates and safer manual handling
• Accuracy improvements (claims, credits, rework reduction)
• Stock loss reduction and traceability uplift
• Space release (and what you can do with it)
• Inventory reduction from shorter cycle times or better control

A modern business case also needs to handle “what if” questions—because conditions change. Which leads to the real point of this article.

When is the right time to review the business case?

Here are the most common triggers that mean your business case is probably stale (or at least needs a refresh). In our experience, if you have two or more of these happening at once, you should treat it as a formal review point.

1) Your demand pattern has shifted (and not just the total volume)

It’s not only “more volume”. It’s different volume:

• E-commerce growth changes order profiles and peak behaviour
• Higher SKU counts increase complexity and touches
• Smaller orders with faster promises reshape pick/pack workload
• Growth in regional demand can break a metro-optimised network

If the business case assumed stable order profiles and you’ve since moved into smaller baskets, more split orders, or more parcel freight, the labour model and automation fit may be wrong.

2) Your service expectations have tightened

Many Australian organisations are quietly tightening service promises without calling it a strategy shift:

• Later cut-offs
• Next-day expansion beyond capital cities
• Higher DIFOT targets by key accounts
• Tighter delivery windows

These changes can make a previously “fine” network suddenly inadequate—or push a warehouse beyond sustainable peak capacity.

3) Labour has become a constraint (availability, cost, or variability)

Warehouse automation is not always about removing people. Often it’s about reducing sensitivity to labour volatility:

• Labour availability is patchy in key logistics corridors
• Labour hire reliability can drop during peaks
• Wage pressure and overtime creep can flatten your ROI

If your “do nothing” scenario is now dependent on increasingly fragile labour assumptions, revisit the case.

4) Property constraints or site costs have moved materially

Australia’s industrial property story is not uniform—some corridors are tight, others volatile, and incentives vary. Triggers include:

• Lease renewal / break clause approaching
• Expansion constraints at existing sites
• Rent escalation that changes long-term economics
• Capex scope creep in new-builds (services, power, compliance)

A network optimisation review can sometimes identify alternatives that reduce total footprint or avoid a build entirely. Equally, automation can be the lever that makes an existing site viable longer.

5) Transport costs or carrier performance have shifted

Even modest changes in transport economics can swing network decisions:

• Line-haul rates move
• Parcel pricing changes
• Carrier capacity constraints appear seasonally
• Fuel and surcharge variability creates planning noise

If outbound is a large portion of your cost-to-serve, it’s worth re-running network scenarios with updated rate cards and service performance data.

6) Your inventory strategy has changed (or needs to)

Inventory is the silent multiplier in network decisions. If any of these are true, refresh the model:

• You’re chasing working capital reduction
• Service is suffering due to stock placement decisions
• Safety stock logic hasn’t kept pace with lead time variability
• You’re holding too much “just in case” stock because the network is slow

Automation can improve cycle time, accuracy, and control. Network redesign can reduce duplication. Both impact inventory outcomes—so the business case should connect the dots.

7) Your data maturity has improved (or been exposed)

Sometimes you couldn’t model properly two years ago. Now you can. Or the opposite: you tried to model and discovered the data isn’t strong enough for a high-confidence decision.

Triggers:

• Product master data has been cleaned up (dimensions, weights, handling constraints)
• WMS data quality has improved
• You now have better visibility of task times and productivity
• You have credible time-stamped order data by channel

Automation selection is extremely sensitive to product and order characteristics. If you now have better data, it’s a great time to revisit the case and reduce uncertainty.

8) Technology options and vendor propositions have changed

The automation market moves quickly. So does the software ecosystem supporting it.

• New solutions appear
• Vendors adjust pricing models
• Implementation timelines shift
• Integration approaches improve (or worsen)

If the original business case was built around a single vendor option, it may not be competitive anymore—either too expensive, under-scoped, or unnecessarily complex.

9) A major systems change is happening anyway

If you’re upgrading or replacing WMS, ERP, order management, or planning platforms, you have a window where:

• Process redesign is already on the table
• Data structures are being rebuilt
• Integration changes are already funded

This is often the right time to update the automation and network business case—because the marginal effort to do it properly is lower, and you can avoid “automating bad processes”.

10) Safety or compliance has become a board-level concern

In many operations, safety is the real burning platform:

• Manual handling risk
• High forklift/pedestrian interaction
• Congestion and near-misses in peak periods
• Compliance burden increasing with complexity

Automation can reduce high-risk touches, but only if designed correctly. If safety is escalating, the business case should include risk reduction and incident cost impacts—not as a footnote, but as a core driver.

11) Your network is being shaped by M&A, outsourcing, or channel strategy

A network designed for today’s portfolio may not suit tomorrow’s:

• New product categories with different handling needs
• Additional brands requiring shared capacity
• Outsourcing options (3PL vs in-house) changing
• New service channels (B2B, D2C, marketplaces) emerging

If the business is changing shape, the supply chain investment case needs to be updated to match the future, not the past.

12) Your current business case is older than 12–18 months

Even without obvious shocks, a business case ages quickly. A sensible cadence is:

• Light refresh every 6–9 months (assumptions, rates, volumes)
• Full refresh every 12–18 months (scenarios, design choices, risk)
• Immediate refresh after major commercial or operational changes

If you’re past that window, treat the case as a draft—not a decision document.

Signs your current business case is misleading (even if the spreadsheet looks fine)

Some red flags show up repeatedly:

• Peak wasn’t modelled properly. The design works on average days but fails in November or EOFY.
• Benefits rely on perfect adoption. No allowance for learning curve, change fatigue, or mixed-mode operation during stabilisation.
• Product mix assumptions are generic. “Average cube” and “average pick rate” hide the hard reality of slow movers, awkward items, and exceptions.
• Integration effort is understated. WMS/WCS, controls, data, and exception workflows are where projects succeed or fail.
• The “do nothing” case is unrealistic. It assumes productivity improves without investment, or labour appears when needed.
• The case has one scenario. Real decisions require at least three credible options, including a pragmatic “minimum viable” path.

If you see these, it’s time to rebuild confidence before you spend.

How to refresh the business case without turning it into a six-month science project

A good business case refresh doesn’t have to be slow. The key is being structured and honest about uncertainty.

Here’s a practical approach that works.

Step 1: Reconfirm the service and growth story

Start with clarity:

• What are we promising customers in 2–3 years?
• Where will demand grow (metro vs regional, channel mix)?
• What “non-negotiables” exist (key customer SLAs, product constraints, compliance)?

Step 2: Build (or recalibrate) a baseline that reflects reality

Your baseline is the anchor. It should reflect:

• Current volumes by channel and site
• Current labour costs and productivity (by process area)
• Current transport costs and service outcomes
• Current space, utilisation, and constraints

If the baseline is wrong, every scenario is wrong.

Step 3: Model a small set of high-quality network scenarios

Avoid 15 scenarios that no one believes. Aim for 3–5 credible options, such as:

• Current network + operational improvements
• Consolidation to fewer nodes
• Additional node(s) closer to customers
• Hybrid cross-dock / flow-through approach
• Outsourced vs in-house variants

The aim is to understand how cost, service, and inventory behave under each.

Step 4: Define automation “concepts” matched to your operation

Don’t jump straight to brand names. Define concepts first:

• What processes should be automated (storage, picking, sortation, transport, pallet handling)?
• What order profiles need support (unit picking, case picking, bulky items, special handling)?
• What exceptions exist and how are they handled?
• What is the target operating model (shifts, labour mix, peak strategy)?

Then test which technology families fit best.

Step 5: Stress-test with sensitivity analysis

This is where confidence comes from. You should test:

• Volume up/down scenarios
• Labour cost inflation
• Property cost changes
• Transport rate changes
• Automation productivity range (best case / expected / conservative)
• Downtime impacts and recovery strategies

If your preferred option only works in the best-case scenario, it’s not board-ready.

Step 6: Convert outcomes into a decision pathway

Not every investment needs to be “big bang”. Often the best answer is staged:

• Quick wins now (slotting, process redesign, picking tech enablement)
• Enabling investments (data, WMS uplift, layout changes)
• Scalable automation later (when volume thresholds are met)

A staged pathway protects ROI and reduces operational risk.

A real example of why review timing matters

In one ANZ logistics cost review we supported for a distributor with multiple warehouse sites, the initial finding was that unit rates for logistics activities were broadly in line with market—but meaningful value sat in network flows, process changes, and system enablement rather than simply re-tendering rates.

When detailed options modelling was completed, the organisation identified an opportunity in the order of high single digits to low teens percentage reduction in annual logistics costs, largely concentrated in inbound and warehousing levers. Importantly, the most material options were not “one magic change”—they were a set of decisions that needed to be assessed together: inventory settings, warehouse footprint and consolidation options, and targeted system enhancements to reduce manual effort and improve operational control.

The key takeaway: the value emerged once the business case moved beyond a static view and started testing scenarios with real operational constraints. That’s what a refresh does—it turns “we think” into “we know”, and it helps leaders choose the investment pathway that will still make sense when assumptions move.

Where specific tools and platforms fit (and where they don’t)

Network optimisation and automation business cases are increasingly supported by a combination of:

• Network design / optimisation tools (commercial and in-house)
• Planning platforms that provide demand, inventory, and supply signals
• Execution systems (WMS, TMS, OMS) that hold operational truth

Depending on the question, organisations may use toolsets such as Coupa Supply Chain Design (powered by Llamasoft), GAINS, o9 Solutions, and other optimisation engines to model scenarios—alongside fit-for-purpose in-house solvers and well-structured modelling in familiar tools.

What matters isn’t the logo. It’s whether the modelling approach:

• Uses the right level of detail for the decision
• Can be explained clearly to operational leaders
• Connects cost, service, capacity, and inventory outcomes
• Can be updated as assumptions change (so the business case doesn’t die the moment it’s approved)

A good refresh also checks data readiness—because automation decisions are only as good as the product and order data underpinning them.

How Trace Consultants can help

Trace Consultants supports organisations across the full journey—from early-stage strategy through to investment decision support and implementation readiness. Where we’re most valuable is helping you avoid the two extremes: analysis paralysis on one hand, and overconfident vendor-led business cases on the other.

Here’s what support typically looks like.

1) Diagnostic and opportunity framing

• Confirm service strategy and growth assumptions
• Identify constraints (labour, property, safety, peak capacity)
• Define the decision horizon and investment options

2) Network optimisation and scenario modelling

• Build or recalibrate baseline network models
• Test consolidation, expansion, and hybrid scenarios
• Quantify cost-to-serve and service impacts
• Include inventory and working capital implications

3) Warehouse automation concept design

• Translate order and product profiles into automation requirements
• Define operating model options and process designs
• Assess automation concepts (goods-to-person, AS/RS, AMRs, sortation, picking enablement)
• Identify prerequisites (data, layout, systems integration, change readiness)

4) Business case development and stress testing

• Whole-of-life cost modelling, not just capex
• Benefits modelling with conservative and realistic ranges
• Sensitivity testing to show where the case breaks (and how to protect it)
• Implementation pathway planning (staged vs big bang)

5) Go-to-market and delivery support

• Vendor and integrator selection support (requirements, evaluation, governance)
• Implementation planning and risk management
• Change management, training approach, and operational readiness
• Benefits tracking design so the business case becomes measurable outcomes

Trace is deliberately solution-agnostic. Our role is to help you make the decision that’s right for your operation—supported by evidence, operational reality, and a business case your CFO and COO can both stand behind.

Practical FAQ (the questions people actually ask)

How often should we revisit the automation business case?

At least every 12–18 months, and immediately after major changes in volume, service promise, labour, property, or systems strategy.

What’s the most common reason automation business cases fail?

The benefits assume stable operations and perfect adoption, while the real world includes peaks, exceptions, training curves, downtime, and integration friction.

Is warehouse automation only worth it at massive scale?

No. Some automation and picking enablement options suit mid-scale operations—especially where labour availability is the limiting factor. The key is matching the concept to the order profile, product characteristics, and required flexibility.

Can network optimisation alone deliver value without automation?

Yes—particularly where inbound/outbound flows and site roles are misaligned. But if labour constraints or throughput limits are the bottleneck, automation may be the lever that unlocks the network benefits.

What’s the quickest “tell” that we need a network review?

If you’re regularly expediting freight, struggling in peaks, adding labour without stabilising service, or running out of space—your network and operating model likely need a refresh.

Closing thought: the best time to review is before you’re forced to act

A rushed automation decision is expensive. A rushed network decision is disruptive. A refreshed business case gives you choices: staged investment, credible options, and clarity on what will work in your conditions—not someone else’s.

If you’re seeing a few of the triggers above, it’s likely time to refresh the business case—not because you want another report, but because you want to make a confident decision that holds up in the real world.

Warehouse automation isn’t one “big bet” technology—it’s a spectrum of solutions that can be combined depending on your order profile, product characteristics, space constraints, and service promise. At one end are “enablement” technologies that lift productivity and accuracy with relatively low disruption, such as RF optimisation, voice picking, pick-to-light/put-to-light, vision-enabled verification, dimensioning, weigh-and-scan, and smarter slotting supported by labour management. In the middle are mechanisation and high-throughput systems such as conveyors, sortation, merge/divert, carton handling, put walls, and automated labelling, often paired with packing automation and dynamic routing to smooth peak waves. At the more automated end are goods-to-person systems (shuttles, tote/cube storage and retrieval), AS/RS for pallets, cases or totes, automated pallet handling and depalletising, and robotics/AMRs for transport, replenishment support, or selected picking tasks—typically integrated through WCS/WES layers into the WMS and broader controls environment.

The provider landscape is equally broad: specialist automation integrators and OEMs supply the hardware and controls, while WMS vendors and systems integrators support the software backbone and integration. The “right” provider mix depends on whether you need a turnkey integrator-led solution, a best-of-breed stack managed by your own delivery team, or a staged pathway that de-risks implementation by starting with simpler productivity and flow improvements before scaling into higher automation.

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There’s a moment most supply chain leaders recognise.

It’s late in the month. Forecast sign-off is due. Someone’s “final” demand file has three versions in circulation, and the only person who understands why the system is throwing exceptions is on leave. The replenishment plan looks wrong, but you can’t prove it quickly. Sales is frustrated because the forecast “doesn’t reflect reality”. Operations is frustrated because the plan “isn’t executable”. Finance is frustrated because nobody can explain the gap between what was planned and what was shipped.

And your planning team—smart, hardworking people—are stuck doing spreadsheet gymnastics to keep the wheels turning.

That’s usually when the APS question lands on the table:

Do we upgrade what we’ve got, or do we migrate to something new?

This article is a practical guide for Australian supply chain, operations, and finance leaders navigating that decision. We’ll cover:

• The clearest signs your APS is no longer fit-for-purpose
• Upgrade vs migration: how to choose the right path
• What “good” looks like in a modern planning stack
• Common traps (and how to avoid them)
• How Trace Consultants can help you get to value faster—without vendor bias

We’ll also reference common platforms used across ANZ—GAINS, RELEX, Anaplan, Logility, Kinaxis, Slimstock, Coupa, Blue Yonder, and o9—but the goal here isn’t to crown a winner. It’s to help you make a decision that fits your business, your constraints, and your maturity.

First: what an APS should be doing (and why it matters)

An Advanced Planning System (APS) is meant to help your organisation make better decisions across demand, inventory, supply, and execution—faster, with less manual effort, and with clearer trade-offs.

In practice, most APS programs sit across a few core capabilities:

• Demand planning and forecasting (baseline, promo, new products, lifecycle)
• Inventory optimisation (service levels, safety stock, policy, multi-echelon options)
• Replenishment planning (store/DC ordering, constraints, pack rounding, MOQ/MPQ)
• Supply planning (capacity, lead times, constraints, allocation, scenario planning)
• S&OP / IBP enablement (one set of numbers, trade-offs, governance, workflow)
• Exception management (alerts, prioritisation, resolution workflow)
• Scenario modelling (what-if analysis, stress testing, decisions with context)

When your APS is working well, you see it in outcomes:

• Planners spend more time managing exceptions, not massaging data
• Service improves (or holds) while inventory and waste reduce
• Decisions are faster, and the “why” is transparent
• S&OP becomes a decision forum, not a reporting meeting
• The organisation can scale complexity—range growth, new channels, new DCs—without adding headcount linearly

When your APS isn’t working, you also see it—just not in one neat dashboard.

The real reason APS decisions are hard

APS choices are rarely just software decisions. They’re operating model decisions that touch:

• How your organisation plans (cadence, roles, decision rights)
• How your data is governed (master data, hierarchies, ownership)
• How trade-offs are made (service vs working capital vs cost)
• How execution teams work with plans (DC constraints, supplier constraints, store realities)

That’s why APS upgrades and migrations can either unlock step-change performance—or become expensive, exhausting programs that deliver a nicer interface on top of the same problems.

Before you decide upgrade or migrate, get clear on why you’re doing it.

The clearest signs it’s time to upgrade or migrate

You don’t need all of these to justify a change. But if you recognise several, it’s time to take the APS question seriously.

1) Your APS is technically supported, but operationally abandoned

Maybe the vendor still supports it. Maybe IT can keep it running. But the business has quietly stopped trusting it:

• Key planners don’t use it day-to-day
• Teams export data “to do it properly in Excel”
• Exception messages are ignored because they’re too noisy or irrelevant
• The “official” plan isn’t the plan being executed

That’s not a planning maturity issue. That’s a system-and-process fit issue.

2) You’re spending more effort feeding the system than using it

If your planning calendar is dominated by data cleansing, manual overrides, rebuilding hierarchies, re-keying promotions, fixing integration errors, and reconciling versions, your APS is acting like a transactional burden—not a decision engine.

3) Your business has changed, but your planning design hasn’t

Common triggers in Australia include:

• Major range expansion (especially in retail and spare parts)
• New channels (e-commerce, marketplace, direct-to-consumer)
• New fulfilment models (dark stores, micro-fulfilment, ship-from-store)
• Increased import exposure and volatile lead times
• Supplier consolidation or new strategic suppliers
• M&A activity (multiple ERPs, multiple planning methods, misaligned policies)

If the operating context shifts, planning needs to shift too.

4) Service targets are rising, but you can’t hold inventory flat

This is one of the most common hidden APS problems: the system can generate a plan, but it can’t clearly explain trade-offs (or optimise the policy) in a way the business trusts.

When that happens, organisations often default to “just hold more stock”—and working capital balloons.

5) You can’t model constraints properly

A plan that ignores constraints is just a wish list.

If your APS can’t properly account for DC capacity (labour, dock doors, cut-offs), supplier constraints (MOQ, capacity, allocation), transport constraints, store constraints (shelf capacity, backroom limits), or manufacturing constraints (changeovers, finite capacity), it will keep producing plans that look right but fail in execution.

6) Upgrades have become risky and expensive

If every version upgrade feels like open-heart surgery—and the business dreads change windows—you may be approaching the point where incremental upgrades don’t make sense.

7) You can’t meet governance expectations (auditability, workflow, controls)

In many organisations, the APS becomes part of a broader governance system: forecast sign-off and accountability, assumption tracking, scenario approvals, change control, and data lineage.

If your APS can’t support that, S&OP becomes political instead of factual.

8) Your architecture is now a patchwork

A common pattern: APS plus spreadsheets plus custom scripts plus shadow databases plus reporting “fixes”.

You end up with a fragile ecosystem where nobody is sure what’s true, and every change breaks something downstream.

9) You need decision speed, and you can’t get it

When volatility hits (weather events, supplier disruptions, promo spikes), you need to sense and respond quickly.

If you can’t produce a credible re-plan in hours (or a day), you’re operating with lag.

10) Your planners are burning out (and you’re losing talent)

Good planners don’t want to spend their careers reconciling files. When the APS becomes a grind, attrition follows—and capability walks out the door.

Upgrade vs migrate: how to choose

A practical way to think about it:

Choose an upgrade when:

• The core engine is sound, and gaps are mostly configuration, data, or process
• The platform roadmap still aligns with your needs
• You can achieve improvements via modules, enablement, or targeted redesign
• Your biggest pain is adoption, workflow, or master data—not fundamental capability
• You need value fast and want to minimise disruption

Upgrades work best when the business is prepared to fix the real issues: planning design, data ownership, exception logic, and ways of working.

Choose a migration when:

• The platform can’t support critical requirements (constraints, scenarios, scale, channels)
• The product is end-of-life, or you’re stuck on a legacy version you can’t safely modernise
• Integration is brittle and costly, and modern integration patterns would materially reduce risk
• You have a step-change in business complexity (new network, new channel, new model)
• You need to standardise planning across merged entities or multiple ERPs
• The total cost of keeping the old platform alive exceeds the value it delivers

Migrations are harder—but sometimes they’re the only sensible way to reset the foundation.

A quick “APS decision test” you can run internally

Ask three groups the same question:

What decisions should our APS help us make weekly—and what decisions should it make automatically?

• If the answers are wildly different, you have a planning operating model gap.
• If the answers are aligned but the system can’t support them, you have a capability gap.
• If the system could support them but nobody uses it that way, you have an adoption/design gap.

That distinction is what separates smart upgrades from rushed re-platforming.

What to look for in modern APS platforms (without getting vendor-blinded)

The platforms you’ll see in the ANZ market each tend to have different strengths depending on industry, scale, and planning philosophy.

Rather than listing features, focus on fit across the areas below.

1) Planning philosophy and workflow

• Does it support your cadence (weekly, daily, event-based)?
• Can you embed sign-offs, controls, and governance?
• Can it help teams collaborate across sales, finance, operations?

This is where connected planning approaches (often associated with platforms like Anaplan) can suit certain operating models—particularly where cross-functional alignment is the core problem to solve.

2) Forecasting and demand signal handling

• Can it handle promotions, events, and causal factors?
• Can you incorporate external signals where appropriate?
• Can you manage lifecycle properly (new, seasonal, end-of-life)?

Retail-focused planning solutions (often considered in the RELEX conversation) can be relevant when range dynamics and store-level planning are central.

3) Inventory optimisation and policy

• Can you set policies by segment and service tier?
• Can you model lead time variability properly?
• Can you run multi-echelon logic where it matters?
• Can you explain the “why” behind recommended stock?

Inventory-optimisation specialists such as GAINS and Slimstock often come up when the goal is to lift service and reduce working capital through better policy—not just better forecasting.

4) Supply planning and concurrency

• Can it model constraints in a way your operations team trusts?
• Can it re-plan quickly when conditions change?
• Can you evaluate trade-offs across demand and supply in one place?

This is a common reason organisations explore platforms like Kinaxis—particularly for complex supply environments that need speed and scenario depth.

5) End-to-end integration (planning plus execution)

If your organisation is trying to connect planning decisions to execution reality (warehouse constraints, transport constraints, order management), broader suites like Blue Yonder may enter the discussion depending on your architecture direction.

6) Scenario modelling that leaders will actually use

A scenario isn’t useful if it takes a week to build, or if nobody trusts the assumptions.

Look for fast scenario creation, transparent assumptions, and outputs that support decisions—not just charts.

7) Data model and extensibility

Modern APS programs succeed or fail on data:

• Master data ownership
• Product and location hierarchies
• Lead time logic
• Pack rounding and ordering rules
• Service policies and segmentation

If the system requires perfect data to function, be honest: are you ready for that?

8) Integration and architecture fit

Most APS pain isn’t from the planning engine. It’s from the plumbing: ERP integration, POS and sales feeds, supplier feeds, warehouse and transport feeds, and master data synchronisation.

Your integration approach should reduce fragility, not increase it.

9) Total cost of ownership, not just licence cost

Don’t stop at subscription fees. Include implementation and change effort, ongoing admin and platform support, integration maintenance, data governance workload, and the cost of planner time wasted on manual work.

The migration traps that cost the most (and how to avoid them)

Trap 1: Treating APS as an IT project

APS is a business capability program. If the business doesn’t own the outcomes, the system will become shelfware.

Avoid it by setting clear decision outcomes, planning KPIs, and business ownership from day one.

Trap 2: Replicating broken processes in a new tool

If your current planning process is messy, migrating it “as-is” just makes the mess faster.

Avoid it by redesigning the planning operating model before (or alongside) system design.

Trap 3: Underestimating master data and hierarchy work

Planning hierarchies are not “just data”. They are the structure of how your organisation thinks.

Avoid it by allocating real ownership, real time, and clear governance to master data.

Trap 4: Over-customising early

Customisation feels like progress. It’s often future technical debt.

Avoid it by adopting standard patterns where possible, then iterating once value is stable.

Trap 5: Measuring success as go-live

Go-live is a milestone. Value is a sustained outcome.

Avoid it by planning for hypercare, adoption metrics, and continuous improvement.

A pragmatic APS upgrade or migration roadmap

Every organisation’s pathway is different, but the strongest programs tend to follow a similar sequence.

Step 1: Define the decisions you need to make (and the decisions you want automated)

Be specific. “Better forecasting” is not a decision.

Examples of decision statements:

• We will set service tiers by segment and enforce them through inventory policy.
• We will decide promo volume and supply feasibility in one forum.
• We will re-allocate constrained supply within 24 hours of disruption.

Step 2: Map current-state planning end-to-end (and be honest about workarounds)

Capture cadence and handoffs, where Excel is doing the real work, where assumptions are made (and who owns them), and where planners override the system and why.

Step 3: Identify quick wins before you buy anything new

Sometimes the best first move is stabilisation: fixing data feeds, tuning exception logic, and tightening governance. This can also tell you whether an upgrade path is viable.

Step 4: Clarify requirements that matter (not the “nice-to-have” list)

Strong requirements usually fall into:

• Critical capabilities (must have)
• Constraints and execution realism
• User workflow and governance
• Integration and data rules
• Performance and scalability expectations

Step 5: Choose upgrade vs migrate, then validate with a proof of value

A proof of value should test the hardest parts:

• Your ugliest SKU segments
• Your most constrained DC
• Your most volatile category
• Your most painful supplier constraints
• Your most politically sensitive planning decisions

Step 6: Build a business case that finance will back

A good APS business case includes inventory impact by segment, service impact and customer outcome, waste and obsolescence reduction, planner productivity and scalability, working capital and cash flow impacts, implementation and change costs, plus risk and resilience benefits.

Step 7: Implement in waves (and protect the business during transition)

Wave approaches reduce risk and build momentum:

• Start with a category, region, or DC scope that matters but is manageable
• Stabilise, then expand
• Use hypercare to cement new ways of working

How Trace Consultants can help

APS upgrades and migrations sit at the intersection of strategy, planning design, data, technology, and execution—and most organisations don’t have all those capabilities available at once.

Trace Consultants supports clients across the full journey: APS health checks, operating model and process design, requirements definition, vendor shortlisting and selection support, business case development, implementation governance, and change management to ensure adoption sticks.

Our approach is deliberately solution-agnostic. We help you clarify what you need, pressure-test options (including platforms such as GAINS, RELEX, Anaplan, Logility, Kinaxis, Slimstock, Coupa, Blue Yonder and o9), and then implement in a way that delivers measurable outcomes—not just a successful go-live.

A real example (anonymised)

In a value retail environment, an advanced planning and inventory optimisation implementation delivered an initial inventory reduction of around 10% while maintaining store service levels in the high 90s. The point isn’t the exact number—it’s that well-designed APS programs can create measurable outcomes when the planning design, data, and adoption are treated as first-class workstreams.

A simple checklist: are you ready to make the move?

If you can answer yes to most of these, you’re in a strong position:

• We can clearly explain what decisions the APS must improve
• We have executive sponsorship across supply chain, sales, and finance
• We know where the current APS is failing (capability vs adoption vs data)
• We have a realistic view of data quality and ownership gaps
• We’re willing to redesign ways of working—not just install a tool
• We’re prepared to implement in waves and invest in hypercare
• We have defined success metrics (service, inventory, planning accuracy, productivity)

If you answered no to several, that’s not failure—it’s a signal. The best next step may be a diagnostic, not a platform decision.

Closing thought

APS decisions aren’t about chasing the newest platform. They’re about building a planning capability that can keep up with the pace and complexity of modern supply chains in Australia—without relying on heroics, spreadsheets, and institutional memory.

If your APS is holding back service, cash, growth, or your team’s capacity, it’s worth asking the question now—while you can still choose the timing, the scope, and the pathway on your terms.

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Cost-out programs have become a familiar ritual across Australian organisations.

Rising operating costs, margin pressure, budget constraints, and heightened scrutiny from boards and governments regularly trigger initiatives aimed at reducing supply chain and procurement spend. These programs often start with strong intent, ambitious targets, and executive sponsorship.

Yet many fail to deliver lasting results.

Savings are identified but not realised. Service levels deteriorate. Operational teams become disengaged. Within 12–18 months, costs quietly creep back in — sometimes higher than before.

This article explores why supply chain and procurement cost-out programs so often fail, the structural issues that undermine them, and what Australian organisations can do differently to achieve sustainable, defensible cost reduction.

Why cost-out programs are harder than they look

On the surface, reducing supply chain and procurement costs seems straightforward. Organisations buy goods and services. Surely negotiating harder, consolidating suppliers, or cutting waste should deliver savings.

In practice, supply chain and procurement costs are deeply embedded in:

• operating models
• service expectations
• workforce structures
• asset footprints
• governance arrangements
• risk and compliance requirements

This makes cost reduction a design problem, not just a commercial one.

Cost-out programs fail when organisations treat them as transactional exercises rather than structural change initiatives.

Failure point 1: Focusing on price instead of total cost

One of the most common reasons cost-out programs fail is an over-reliance on price reduction.

Negotiating lower rates can deliver short-term wins, but price is only one component of total cost. Other drivers include:

• scope creep
• service variability
• poor demand management
• inefficient processes
• reactive behaviours
• lack of accountability

In many cases, price reductions are offset by:

• increased volume
• additional services
• expediting and rework
• contract variations
• performance issues

When cost-out programs focus narrowly on price, savings often look good on paper but fail to materialise in reality.

Failure point 2: Poorly defined scopes of service

In procurement-led cost-out programs, scope definition is often the weakest link.

Vague or outdated scopes lead to:

• inconsistent supplier pricing
• difficulty comparing bids
• disputes during delivery
• hidden cost escalation post-award

Without clear, well-defined scopes of service, organisations struggle to:

• hold suppliers accountable
• manage performance effectively
• control cost over time

Cost-out programs that do not address scope clarity rarely deliver sustainable savings.

Failure point 3: Ignoring how work actually gets done

Supply chain and procurement costs are shaped by day-to-day operational behaviours.

Cost-out programs often fail because they:

• design solutions in isolation
• ignore frontline realities
• underestimate the complexity of execution

Examples include:

• inventory targets set without understanding service requirements
• transport changes that increase handling or labour effort
• supplier changes that disrupt workflows
• process changes that add administrative burden

When operational teams cannot execute the “new way of working”, they find ways to revert to old behaviours — and costs return.

Failure point 4: Treating cost reduction as a one-off event

Many organisations approach cost-out programs as discrete initiatives:

• a procurement wave
• a network review
• a budget exercise

Once the program ends, attention moves elsewhere.

This creates two problems:

1. Savings are not actively governed or tracked over time
2. Old behaviours gradually re-emerge

Without ongoing governance, even well-designed cost-out programs lose momentum.

Sustainable cost reduction requires embedded discipline, not episodic effort.

Failure point 5: Lack of clear ownership and accountability

Another common failure point is unclear accountability.

Questions often go unanswered:

• Who owns the savings?
• Who is responsible for holding the line?
• Who intervenes when costs start to creep back?

When accountability is diffuse across procurement, finance, and operations, savings fall through the cracks.

Cost-out programs succeed when:

• ownership is explicit
• performance is visible
• consequences are clear

Failure point 6: Underestimating change and resistance

Cost-out programs change how people work.

They may:

• remove flexibility
• standardise processes
• reduce supplier choice
• increase discipline

Without deliberate change management, these changes are often perceived as “cost cutting at the expense of doing the job properly”.

This leads to:

• passive resistance
• workaround behaviour
• disengagement
• erosion of benefits

Ignoring the human side of cost reduction is one of the fastest ways to undermine it.

Failure point 7: Letting technology lead the solution

Technology is often positioned as the answer to cost pressure.

While systems can support better decisions, cost-out programs fail when organisations:

• implement tools without fixing processes
• automate inefficiency
• rely on dashboards without action

Technology should enable cost discipline — not replace it.

What actually works: the characteristics of successful cost-out programs

Despite these challenges, some cost-out programs do deliver sustainable results. They tend to share several characteristics.

1. A fact-based understanding of where costs are created

Successful programs start with clarity.

This includes:

• robust spend analysis
• understanding cost-to-serve
• identifying demand drivers
• mapping process inefficiencies

Assumptions are replaced with evidence, allowing organisations to target the right levers.

2. Designing better ways of working (not just cheaper ones)

Sustainable savings come from:

• better scope design
• improved demand management
• streamlined processes
• smarter operating models

This may involve:

• consolidating activity
• standardising where appropriate
• redesigning workflows
• clarifying decision rights

When the system is improved, costs fall naturally.

3. Explicit trade-off decisions

Good cost-out programs make trade-offs visible.

They force honest conversations about:

• service levels versus cost
• flexibility versus efficiency
• resilience versus optimisation

Rather than hiding trade-offs, successful programs manage them deliberately.

4. Integration across supply chain, procurement, and operations

Cost-out programs fail when functions act in isolation.

Successful programs align:

• procurement strategies
• supply chain design
• operational execution
• financial controls

This end-to-end alignment prevents savings in one area creating costs in another.

5. Governance that holds over time

Sustainable cost reduction requires:

• clear ownership of savings
• regular performance tracking
• intervention when variance appears
• leadership attention beyond the initial program

Cost discipline must become part of BAU governance.

6. Capability uplift, not dependency

The most effective programs leave organisations stronger.

This includes:

• better decision frameworks
• clearer processes
• improved data visibility
• confident internal capability

Without capability uplift, savings erode once external support exits.

Why Australian context matters in cost-out programs

Australia’s operating environment amplifies many of these challenges.

Factors such as:

• long freight distances
• labour availability and awards
• regional dispersion
• regulatory oversight
• service-critical environments (health, government, aged care)

mean that cost-out programs designed elsewhere often fail locally.

Solutions must reflect Australian realities to succeed.

How Trace Consultants approaches cost-out programs differently

Trace Consultants is an Australian supply chain and procurement consulting firm that supports organisations to reduce costs without compromising service, safety, or long-term performance.

Trace’s approach is grounded in the belief that sustainable cost reduction comes from better design, better governance, and better decision-making — not blunt cuts.

Where Trace supports cost-out initiatives

Supply chain cost-out

• warehouse and network strategy
• capacity and utilisation improvement
• inventory and working capital optimisation
• transport and logistics efficiency
• planning and decision discipline

Procurement cost-out

• spend analysis and opportunity identification
• scope and specification optimisation
• category strategy development
• sourcing and commercial strategy
• supplier performance management

Operating model and governance

• role clarity and decision rights
• procurement–operations–finance alignment
• performance reporting and controls
• sustainable governance frameworks

What differentiates Trace’s cost-out work

Specialist focus
Trace works exclusively across supply chain, procurement, logistics, and workforce-enabled operating models.

Senior-led delivery
Engagements are led by experienced practitioners who understand how cost decisions play out operationally.

Australian pragmatism
Solutions reflect local labour markets, service expectations, and regulatory environments.

Independence
Advice is vendor-neutral and technology-agnostic.

Sustainability
The focus is on savings that hold — not targets that look good once.

Signs your cost-out program may be at risk

Organisations often recognise problems too late. Warning signs include:

• savings identified but not realised
• operational pushback increasing
• service metrics deteriorating
• unclear ownership of outcomes
• growing reliance on workarounds
• cost creep returning within months

Addressing these early dramatically improves success.

Final thoughts

Supply chain and procurement cost-out programs fail not because cost reduction is impossible, but because it is often approached too narrowly.

Sustainable cost reduction requires:

• understanding how costs are created
• redesigning operating models
• aligning procurement and operations
• managing trade-offs explicitly
• embedding governance and capability

For Australian organisations under sustained cost pressure, getting this right is no longer optional.

With the right approach — and the right specialist support — cost-out programs can deliver real, lasting value rather than short-term relief.

Cost pressure is no longer cyclical for Australian organisations — it is structural.

Rising labour costs, volatile freight markets, supplier consolidation, regulatory requirements, and ongoing disruption have pushed supply chain and procurement costs into the executive spotlight. For many organisations, these costs now represent one of the largest controllable components of the operating budget.

Yet despite repeated cost-out initiatives, many organisations struggle to achieve sustainable reductions in supply chain and procurement spend. Savings are often short-lived, service levels suffer, or costs simply reappear elsewhere in the business.

This raises a fundamental question: who actually helps Australian organisations reduce supply chain and procurement costs — and what does “good” support look like?

This article explores where costs typically sit, why traditional cost-cutting approaches fail, who can help, and how Trace Consultants supports organisations to reduce costs without compromising service, resilience, or long-term capability.

Why supply chain and procurement costs are under pressure in Australia

Australia’s operating environment creates unique cost challenges that are often underestimated.

Organisations are contending with:

• Tight labour markets and rising wage pressure
• Long transport distances and variable freight capacity
• Increasing reliance on third-party service providers
• Greater compliance, safety, and sustainability obligations
• Demand volatility across retail, health, government, and services
• Fragmented operating models across sites, regions, and business units

As a result, supply chain and procurement costs tend to grow incrementally over time — often without clear visibility or ownership.

Cost reduction is rarely about a single lever. It requires an end-to-end view of how goods and services are specified, sourced, planned, delivered, and managed.

Where supply chain and procurement costs really sit

Before asking who can help, it’s important to understand where costs actually hide.

In most Australian organisations, the largest opportunities sit across:

Procurement

• Fragmented spend across suppliers and contracts
• Poorly defined scopes of service
• Legacy pricing structures and indexation
• Weak contract and supplier performance management
• Over-reliance on incumbent suppliers

Supply chain and logistics

• Sub-optimal warehouse and transport networks
• Inefficient use of space, labour, and equipment
• Poor alignment between demand, inventory, and service targets
• Excess inventory driven by planning uncertainty
• Reactive freight and expediting costs

Operating model and governance

• Unclear decision rights between procurement, operations, and finance
• Inconsistent processes across sites
• Limited cost transparency and performance reporting
• Tactical decision-making overriding strategic intent

Reducing costs sustainably requires addressing how the system operates, not just negotiating harder.

Why traditional cost-cutting approaches often fail

Many organisations have tried to reduce supply chain and procurement costs before — with mixed results.

Common approaches include:

• Across-the-board budget cuts
• Short-term supplier price negotiations
• Headcount reductions
• One-off tenders without structural change
• Technology investments without process redesign

These approaches often fail because they:

• Focus on symptoms, not root causes
• Shift costs rather than remove them
• Undermine service and resilience
• Create savings that erode within 12–18 months
• Disengage suppliers and internal teams

Sustainable cost reduction requires designing better ways of working, not just reducing spend lines.

So, who actually helps reduce supply chain and procurement costs?

In practice, there are four broad groups organisations turn to — each with different strengths and limitations.

1. Internal teams

Many cost reduction initiatives start internally — and rightly so.

Internal teams bring:

• Deep organisational knowledge
• Existing relationships with suppliers
• Understanding of operational realities

However, internal teams are often constrained by:

• Limited capacity alongside BAU responsibilities
• Legacy processes and behaviours
• Difficulty challenging long-standing arrangements
• Lack of specialist tools or benchmarking

Internal teams are essential — but on their own, they may struggle to deliver step-change improvements.

2. Technology vendors

Technology providers often position their platforms as a solution to cost challenges.

Technology can help by:

• Improving data visibility
• Automating manual processes
• Enabling better planning and reporting

However, technology alone rarely delivers cost reduction.

Without:

• clear process design
• strong governance
• disciplined decision-making
• capable users

… systems tend to reinforce existing inefficiencies rather than remove them.

3. Generalist consulting firms

Large consulting firms can support cost reduction programs, particularly where they span multiple functions.

They often bring:

• Structured methodologies
• Program governance capability
• Broad transformation experience

However, in supply chain and procurement, generalist approaches can struggle to:

• address industry-specific complexity
• reflect Australian operating realities
• translate strategy into day-to-day execution

4. Specialist supply chain and procurement consultants

Specialist consultants focus explicitly on how goods and services flow, how spend is managed, and how decisions are made.

They are typically best placed to:

• diagnose root causes of cost leakage
• design practical, implementable solutions
• balance cost, service, and risk
• support execution, not just strategy

This is where organisations often see the most durable results.

What effective cost reduction support actually looks like

Regardless of who provides the support, effective supply chain and procurement cost reduction has several consistent characteristics.

1. A fact-based diagnostic

Costs must be understood before they can be reduced.

This includes:

• spend analysis and categorisation
• cost-to-serve analysis
• network and capacity assessment
• process and operating model review

Assumptions are replaced with evidence.

2. A focus on design, not just negotiation

Sustainable savings come from:

• better scopes of service
• improved demand management
• smarter network and inventory decisions
• clearer governance and accountability

Price reductions alone are rarely enough.

3. Trade-offs are made explicit

Good advisors help organisations balance:

• cost vs service
• efficiency vs resilience
• standardisation vs flexibility

Hidden trade-offs are often the reason savings fail to stick.

4. Implementation is built in

Cost reduction programs that stop at recommendations rarely succeed.

Effective support includes:

• implementation roadmaps
• sequencing and dependency management
• change and stakeholder engagement
• capability uplift

How Trace Consultants helps organisations reduce supply chain and procurement costs

Trace Consultants is an Australian supply chain and procurement consulting firm that specialises in helping organisations reduce costs without undermining service, safety, or long-term performance.

Trace’s approach recognises that cost reduction is most effective when procurement, logistics, workforce, and operating models are addressed together — not in isolation.

Where Trace typically supports cost reduction initiatives

Supply chain cost reduction

Trace supports organisations to:

• redesign warehouse and transport networks
• improve utilisation of space, labour, and assets
• reduce expediting and reactive freight
• align inventory targets with service requirements
• improve planning and decision-making discipline

Procurement cost reduction

Trace supports:

• spend analysis and opportunity identification
• category strategy development
• scope and specification optimisation
• go-to-market strategy and sourcing support
• contract and commercial structure improvement
• supplier performance management

Operating model and governance

Trace helps organisations:

• clarify decision rights and accountability
• align procurement, operations, and finance
• design sustainable governance frameworks
• embed cost visibility and performance reporting

What differentiates Trace’s approach to cost reduction

Specialist focus
Trace works exclusively in supply chain, procurement, logistics, and workforce-enabled operating models.

Senior-led delivery
Clients work with experienced practitioners who understand both strategic intent and operational execution.

Australian context
Recommendations reflect local labour markets, freight economics, regulatory environments, and service expectations.

Independence
Trace is technology-agnostic and vendor-neutral, ensuring advice is driven by outcomes, not products.

Sustainability of savings
The emphasis is on changes that hold over time — not one-off cuts that reappear elsewhere.

What cost reduction success actually looks like

Successful supply chain and procurement cost reduction programs typically result in:

• clearer cost visibility and control
• reduced total cost to serve
• more predictable service performance
• stronger supplier accountability
• improved decision-making discipline
• internal capability uplift

Importantly, success is measured not just by savings identified — but by savings realised and sustained.

When should organisations seek external support?

Organisations typically benefit most from external support when:

• cost growth has outpaced activity or revenue
• prior cost-out initiatives have stalled or reversed
• decisions are required quickly but data is unclear
• the organisation lacks specialist supply chain or procurement capability
• structural change is required across multiple functions

Engaging support early often reduces disruption and increases the quality of decisions.

Final thoughts

Reducing supply chain and procurement costs is one of the most powerful levers available to Australian organisations — but only when approached thoughtfully.

Short-term cuts and transactional fixes rarely deliver lasting value. Sustainable cost reduction requires:

• understanding how costs are created
• redesigning processes and operating models
• aligning stakeholders around clear trade-offs
• embedding governance and capability

For organisations seeking pragmatic, specialist support to reduce supply chain and procurement costs in Australia, Trace Consultants brings deep expertise, local understanding, and a focus on outcomes that endure.

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Procurement is often misunderstood.

In many organisations, procurement is still seen as a transactional function — raising purchase orders, managing contracts, or running tenders when required. Yet as cost pressure, risk, compliance obligations, and supply disruption increase, procurement has become a strategic lever that directly influences financial performance, service reliability, and organisational resilience.

This shift has driven growing demand for procurement consultants. But a common question remains: what does a procurement consultant actually do?

This article explains the role of a procurement consultant in practical terms, outlines when organisations typically engage procurement support, clarifies common misconceptions, and describes how Trace Consultants helps Australian organisations improve procurement outcomes in a sustainable way.

Why procurement has become more complex in Australia

Procurement in Australia now operates in a far more demanding environment than it did even five years ago. Organisations are facing:

• Sustained cost pressure across goods and services
• Tight labour markets affecting supplier capacity and pricing
• Heightened regulatory and compliance requirements
• Increased focus on ESG, modern slavery, and ethical sourcing
• More complex service-based procurement categories
• Fragmented spend across decentralised operating models
• Greater scrutiny from boards, executives, and government

As a result, many organisations find that their existing procurement capability — often designed for a simpler environment — is no longer sufficient.

This is where procurement consultants are typically engaged.

At a high level: the role of a procurement consultant

At its core, a procurement consultant helps organisations improve how they source, contract, manage, and govern spend.

However, good procurement consulting goes well beyond running tenders or negotiating rates. It typically spans five broad areas:

1. Understanding how money is actually being spent
2. Identifying opportunities to improve value, not just price
3. Designing better procurement strategies and operating models
4. Supporting go-to-market and supplier engagement processes
5. Embedding sustainable governance and capability

The emphasis should always be on outcomes — not activity.

What procurement consultants actually do (in practice)

1. Spend analysis and opportunity identification

One of the first things a procurement consultant will do is help organisations understand their spend.

In many Australian organisations, spend data is:

• fragmented across systems
• poorly categorised
• inconsistent between finance and procurement
• difficult to analyse at a category or supplier level

Procurement consultants bring structure and discipline to this process by:

• cleansing and consolidating spend data
• classifying spend into meaningful categories
• identifying concentration, fragmentation, and leakage
• highlighting categories with the greatest improvement potential

This forms the foundation for informed decision-making.

2. Category strategy development

Once opportunities are understood, procurement consultants help develop category strategies.

A category strategy defines:

• what is being bought
• why it is being bought
• how it should be sourced
• how suppliers should be managed
• how success will be measured

Rather than treating procurement as a series of disconnected tenders, category strategies allow organisations to:

• align sourcing decisions with business objectives
• balance cost, risk, service, and sustainability
• sequence initiatives based on impact and feasibility

This is particularly important in complex indirect categories such as facilities management, labour hire, professional services, logistics, and IT services.

3. Go-to-market and sourcing execution

Procurement consultants are often engaged to support or lead sourcing events — but effective consultants approach this strategically, not mechanically.

This includes:

• defining the right sourcing approach (tender, negotiation, panel, direct award)
• developing fit-for-purpose scopes of work
• ensuring evaluation criteria align with outcomes
• managing supplier engagement professionally and transparently
• supporting commercial negotiations

In the Australian context, this often requires careful consideration of probity, market capacity, and long-term supplier relationships — not just short-term price reductions.

4. Contracting and commercial structures

Another key role of procurement consultants is improving contracting outcomes.

This may involve:

• simplifying overly complex contracts
• clarifying service levels and responsibilities
• improving pricing mechanisms and indexation
• strengthening performance management provisions
• reducing risk exposure

Poorly structured contracts are a common source of cost creep, disputes, and service failure. Procurement consultants help ensure contracts support the operating model — rather than undermine it.

5. Supplier performance and relationship management

Procurement does not end when a contract is signed.

Procurement consultants often help organisations:

• design supplier performance frameworks
• define meaningful KPIs and reporting
• establish governance forums
• manage underperformance constructively
• identify opportunities for continuous improvement

This is especially important in long-term service categories, where value is realised over time rather than at contract award.

6. Procurement operating model and governance design

In many organisations, procurement challenges are not about capability — they are about structure.

Procurement consultants support operating model design by addressing questions such as:

• What decisions should be centralised versus decentralised?
• How should procurement partner with the business?
• What level of category management capability is required?
• How should risk, compliance, and probity be managed?
• What roles and skills are needed?

Getting this right is critical for sustainability. Without appropriate governance, early savings often erode over time.

7. Capability uplift and change support

The most effective procurement consultants focus on leaving organisations stronger than they found them.

This includes:

• coaching internal teams
• developing practical tools and templates
• clarifying roles and decision rights
• supporting change management and stakeholder engagement

Procurement transformation is as much about people and behaviours as it is about process.

What procurement consultants do not do (or shouldn’t)

Understanding what good procurement consultants don’t do is just as important.

They should not:

• act solely as tender administrators
• push pre-determined solutions or vendors
• focus only on price at the expense of risk and service
• produce strategies without a path to implementation
• leave organisations dependent on external support

If procurement advice does not translate into better day-to-day decision-making, it has limited value.

When should an organisation engage a procurement consultant?

Australian organisations typically engage procurement consultants when:

• Cost pressure requires structured, defensible cost reduction
• Spend has grown faster than revenue or activity
• Procurement capability has not kept pace with complexity
• Major sourcing events are approaching
• Supplier performance issues are emerging
• Governance or compliance risk has increased
• A transformation or restructure is underway

The best time to engage is before problems become critical — not after value has already leaked.

Common misconceptions about procurement consultants

“They’re just here to cut costs”

Cost reduction is often an outcome — but good procurement consultants focus on value, not just price.

“Procurement consultants slow things down”

When done well, structured procurement actually accelerates decisions by providing clarity and confidence.

“We already have procurement — we don’t need help”

Internal teams are often too close to the organisation to challenge entrenched behaviours or legacy arrangements. External perspective adds objectivity.

“Technology will fix procurement”

Systems help, but without good processes, governance, and capability, technology rarely delivers its promised benefits.

Industry context matters in procurement

Procurement is not one-size-fits-all.

For example:

• Healthcare and aged care procurement must balance cost, safety, compliance, and continuity of care.
• Government procurement operates under strict probity, transparency, and value-for-money requirements.
• Retail and FMCG procurement must respond to margin pressure, demand volatility, and supplier concentration.
• Infrastructure and asset-intensive sectors require long-term, risk-balanced contracting models.
• Hospitality, venues, and precincts face highly variable demand and service-critical categories.

A procurement consultant who understands your industry will design better strategies and avoid unintended consequences.

How Trace Consultants can help

Trace Consultants is an Australian supply chain and procurement consulting firm that works with government and commercial organisations to improve procurement outcomes in a practical, sustainable way.

Trace’s procurement work is grounded in the belief that procurement should enable better business decisions, not just enforce process.

Where Trace typically supports organisations

Trace Consultants supports procurement initiatives across:

• Spend analysis and opportunity identification
• Category strategy development
• Indirect and direct procurement reviews
• Go-to-market strategy and sourcing execution
• Contracting and commercial optimisation
• Supplier performance management
• Procurement operating model and governance design
• Capability uplift and change support

This work is often integrated with broader supply chain, logistics, and workforce initiatives to ensure alignment across the end-to-end operating model.

What differentiates Trace’s approach

Specialist focus
Trace focuses exclusively on supply chain, procurement, logistics, and workforce-enabled operating models — not general management consulting.

Senior-led delivery
Clients work with experienced practitioners who understand both strategy and execution.

Australian context
Advice is grounded in local market conditions, regulatory environments, and operational realities.

Independence
Trace is technology-agnostic and vendor-neutral, ensuring advice is objective and outcome-focused.

Implementation-oriented
Recommendations are designed to be practical, achievable, and sustainable — not theoretical.

What good procurement consulting outcomes look like

A successful procurement consulting engagement should result in:

• clearer visibility of spend and risk
• better-aligned sourcing and category strategies
• improved supplier performance and accountability
• stronger governance and decision-making
• internal capability uplift
• sustainable cost and value improvements

If these outcomes are not clearly articulated at the outset, expectations are unlikely to be met.

Final thoughts

Procurement consultants play a critical role in helping organisations navigate complexity, pressure-test assumptions, and improve how money is spent.

However, the real value of procurement consulting lies not in tenders or tools, but in better decisions, stronger governance, and sustainable outcomes.

For Australian organisations seeking pragmatic, specialist procurement support — grounded in real-world operating conditions — Trace Consultants brings deep expertise, independence, and a focus on turning insight into action.

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Supply chain performance has become a board-level issue across Australia. Cost pressure, disruption, workforce constraints, and customer expectations are forcing organisations to rethink how they plan, buy, store, move, and deliver goods and services.

When supply chain issues start to limit growth or erode margins, organisations often look for external support. A good supply chain consultant can accelerate decision-making, bring structured analysis, and help design practical improvements. A poor fit can burn time, produce generic outputs, and leave teams with a slide deck that never becomes reality.

This guide explains how to choose a supply chain consultant in Australia, what “good” looks like, common pitfalls to avoid, and how Trace Consultants can help.

Why organisations engage supply chain consultants

Not every supply chain challenge needs a consultant. But when the stakes are high, the complexity is cross-functional, or decisions need to be made quickly, specialist advice can create real value.

Australian organisations typically engage supply chain consultants when they need to:

• Reduce supply chain, warehousing, transport, or procurement costs without damaging service
• Improve resilience after disruption, growth, or structural change
• Redesign their warehouse and transport network to support new demand patterns
• Improve inventory availability while reducing working capital tied up in stock
• Lift maturity in planning, forecasting, and S&OP / IBP
• Resolve operational issues in warehousing, logistics, or back-of-house supply
• Improve procurement governance, category performance, and supplier outcomes
• Build a business case for investment in technology, assets, or capability
• Support major programs (e.g., new facilities, infrastructure, or operating model redesign)

The key is to be clear on the type of help you need: strategy, design, operations improvement, procurement performance, technology enablement, or end-to-end transformation.

Start with clarity: what problem are you solving?

One of the most common reasons consulting engagements underdeliver is that the problem is not clearly defined upfront.

Supply chain is broad. “We need help with supply chain” can mean anything from transport tendering through to workforce planning, forecasting, warehouse design, procurement transformation, inventory optimisation, or a whole-of-network strategy reset.

Before you shortlist consultants, get aligned internally on:

1) The outcomes you care about

• Lower cost base?
• Improved service performance and reliability?
• Reduced inventory and working capital?
• Faster decision-making and better visibility?
• Greater resilience to disruptions?

2) The scope and boundaries

• Which parts of the supply chain are in scope (planning, procurement, warehousing, transport, last mile, suppliers, stores, sites)?
• What is out of scope?
• What decisions need to be made in the next 30–90 days?

3) The constraints you must work within

• Workforce availability and award structures
• Service requirements and customer commitments
• Facility limitations and lease constraints
• Technology architecture and data quality
• Regulatory or probity requirements (especially in government and health)

The clearer you are, the easier it is to evaluate whether a consultant actually understands your situation.

Boutique vs global: which model suits you?

Australia has a healthy mix of global consulting brands and boutique supply chain specialists. The right choice depends on your needs, budget, and appetite for hands-on support.

Global firms can be useful when:

• You need broad enterprise transformation across multiple functions
• The work is heavily tied to large technology programs
• You value global benchmarks and large-scale program governance

Potential trade-offs can include:

• Higher fees and leverage-heavy teams
• More generic outputs unless senior experts stay closely involved
• A tendency to favour a set methodology or operating model

Boutique specialists can be useful when:

• You need deep supply chain and procurement expertise
• You want senior-led work and practical implementation support
• You need solutions grounded in Australian operating realities
• You want independence from technology and vendor bias

The key is not the label — it is the delivery model and fit for purpose.

What “good supply chain consulting” looks like

Strong supply chain consulting has four hallmarks. You can use these as selection criteria.

1) Evidence-based diagnosis (not assumptions)

Good consultants:

• ask sharp questions
• validate issues using data
• build an understanding of how work is actually done
• identify root causes before proposing solutions

If a consultant tells you what to do in the first meeting, without understanding your constraints, it’s worth being cautious.

2) Practical design that teams can execute

The best solutions are not the most complex — they are the most usable.

In the Australian context, good consultants will:

• account for labour markets and workforce constraints
• recognise freight economics across long distances
• design processes that align with award structures and compliance needs
• build operating models that can be sustained by your teams

3) Independence from vendors and pre-set answers

Technology is often part of the answer — but it shouldn’t be the starting point.

Look for consultants who:

• are tool-agnostic
• can evaluate multiple options objectively
• focus on outcomes rather than products

4) Clear path to implementation and change

Even the best strategy is pointless if it never becomes reality.

Good consultants should:

• translate recommendations into an implementable roadmap
• identify dependencies, risks, and sequencing
• support change management and stakeholder alignment
• help build capability, not dependency

The questions you should ask before you hire a consultant

When you’re comparing firms, don’t just ask what they do. Ask how they work.

Ask about experience and delivery

• Who will actually do the work day-to-day?
• How much time will senior consultants spend on the engagement?
• What experience do you have in our industry and operating environment?
• What does your typical delivery approach look like?

Ask about decision-making and outcomes

• What decisions will we be able to make at the end of this engagement?
• How do you quantify benefits and test feasibility?
• How do you ensure recommendations are implementable?

Ask about independence

• Are you aligned to any technology providers or vendors?
• How do you compare options without bias?

Ask about capability uplift

• How do you bring our team along and transfer knowledge?
• What will be different in how we run supply chain at the end?

These questions will quickly separate firms that sell supply chain from firms that actually deliver supply chain outcomes.

Beware of common pitfalls

Australian organisations often fall into predictable traps when selecting consultants.

Choosing brand over fit

A strong brand doesn’t always mean the best fit for your specific supply chain problem.

Buying frameworks, not outcomes

Frameworks are useful — but only if they lead to execution. A deck without implementation detail is rarely valuable.

Underestimating the operating model

Many “improvements” fail because they ignore the realities of how work is done, who does it, and what systems and governance support it.

Letting technology drive the solution

Technology can enable better planning, visibility, and execution — but it cannot replace sound processes and clear accountabilities.

Poor stakeholder alignment

Supply chain spans finance, procurement, operations, customer service, IT, and commercial teams. Without alignment, progress stalls.

Industry matters: your consultant should understand your world

Supply chains vary significantly by sector. A consultant who understands your industry will ask better questions and design solutions that actually work.

For example:

• Healthcare and aged care supply chains are service critical, compliance-heavy, and complex across sites and stakeholders.
• Retail and FMCG require speed, availability, demand responsiveness, and tight cost management.
• Manufacturing requires synchronisation of materials, production planning, inventory, and service levels.
• Government and defence supply chains often operate under probity, risk, and resilience requirements, with different procurement constraints.
• Stadiums, venues, and integrated resorts have intense demand peaks, labour constraints, and back-of-house complexity.

Selecting a consultant with relevant industry experience reduces risk and accelerates progress.

How Trace Consultants can help

Trace Consultants is an Australian supply chain and procurement consulting firm that supports government and commercial organisations to improve supply chain performance, reduce cost, strengthen resilience, and build practical operating models.

Trace’s approach is grounded in specialist capability, senior-led delivery, and pragmatic implementation support.

Where Trace typically supports organisations

Trace Consultants works across:

• Supply chain strategy and performance improvement
• Warehouse network strategy, warehouse design, and capacity planning
• Transport optimisation and freight performance improvement
• Demand planning, forecasting, inventory optimisation, and S&OP / IBP
• Procurement reviews, category improvement, cost reduction, and governance
• Workforce planning, rostering, scheduling, and operating model design
• Business case development, program support, and change management

What to expect from Trace

When working with Trace, organisations can expect:

• a clear, structured diagnostic grounded in evidence
• practical recommendations that reflect Australian operating realities
• independence from technology and vendor bias
• implementation planning that translates insight into action
• a focus on capability uplift, governance, and sustainable results

Trace’s goal is not simply to advise — it is to help organisations make better decisions, faster, and convert those decisions into lasting improvements.

A simple checklist: choosing the right supply chain consultant in Australia

Use this checklist to stress-test your selection:

Fit and expertise

• Demonstrated experience with your industry and problem type
• Deep understanding of Australian supply chain realities

Delivery model

• Senior consultants genuinely involved, not just “on the pitch”
• A clear engagement plan with defined milestones and outputs

Approach

• Evidence-based diagnosis and root cause focus
• Practical recommendations with feasibility tested

Independence

• Tool-agnostic and vendor-neutral advice
• Willingness to challenge assumptions (including yours)

Implementation

• A clear roadmap to execution
• Stakeholder alignment and change support built in

If a firm can’t demonstrate these elements clearly, keep looking.

Final thoughts

Choosing a supply chain consultant is a decision that can shape cost base, service performance, and resilience for years. The right partner will help your organisation cut through complexity, make confident decisions, and implement improvements that stick.

The best approach is to:

• define the problem clearly
• choose a consultant with relevant expertise and a practical delivery model
• prioritise independence and implementability
• set clear outcomes and governance from day one

For Australian organisations seeking specialist, pragmatic support across supply chain and procurement, Trace Consultants can help design and deliver improvements that translate into real operational outcomes.

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Sustainability, risk and governance in supply chains: the procurement-led playbook Australia needs now

It usually starts with a short email that doesn’t feel short.

“Can you send me our Scope 3 position by category?”
Or: “Are we confident we can stand behind our modern slavery statement?”
Or the real classic: “Our disclosures need to stand up to assurance — are we ready?”

Procurement leaders are increasingly the ones on the hook, because the hard part isn’t writing a report. It’s proving what sits underneath it: supplier data, freight activity, contract terms, governance, controls, and the ability to demonstrate that the organisation actually identifies and manages risk across its value chain (not just talks about it).

Australia’s sustainability reporting regime is now real and it’s phased — which is both a blessing and a trap. It gives organisations time, but it also creates false comfort. If you wait until the year you must disclose, you’ll spend more, annoy suppliers, and still end up with a fragile dataset that won’t survive assurance.

This article is written for Australian procurement and supply chain leaders who want a practical approach: what’s changing, what “good” looks like, where teams get stuck, and how to get moving in a way that improves risk management and makes commercial sense.

What’s changing in Australia (and why procurement is in the middle of it)

Mandatory climate-related disclosures are being phased in

Australia is moving to mandatory climate-related financial disclosures for many large organisations. The reporting approach aligns to Australian Sustainability Reporting Standards, including a climate disclosure standard (often referred to as AASB S2). The intent is clear: climate reporting is becoming part of mainstream corporate reporting, not an optional ESG add-on.

Assurance expectations are rising

Even if early reporting relies on estimation, the direction of travel is toward more rigorous review and assurance over time. That means organisations need methodologies, controls and evidence trails that can be tested.

Modern slavery reporting remains in force — and expectations are lifting

The Modern Slavery Act reporting requirement applies to entities that meet the annual consolidated revenue threshold (commonly $100 million). There’s also ongoing discussion about strengthening the regime. Regardless of timing, customers, investors and boards are already expecting a more robust due diligence posture than “we published a statement”.

The takeaway: Even if the law doesn’t force every organisation to do everything immediately, the market is pushing in the same direction — and procurement is where the evidence lives.

Why procurement becomes the “data spine” for sustainability and governance

If you strip away the jargon, most of the hard sustainability questions come back to three procurement realities:

1. Most value-chain impacts sit outside your four walls. Suppliers, outsourced services, freight, packaging, waste, capital goods.
2. Most risk sits in the messy middle. Subcontractors, labour hire, opaque geographies, and multi-tier supply chains.
3. Most controls are commercial controls. Contract clauses, onboarding rules, category strategies, supplier performance management, and governance.

That’s why an effective approach can’t be “ESG will handle it”. Sustainability reporting and modern slavery readiness are only as defensible as your procurement process design and supplier governance.

The three workstreams you need to run in parallel

To keep this practical, treat supply chain sustainability and governance as three connected workstreams (not one giant program that never ends):

1) Scope 3 visibility and defensible calculation

Scope 3 is where you’ll spend most of your time because it involves supplier and logistics data, estimation methods, and iteration.

2) Supplier risk and human rights due diligence (modern slavery and broader ESG)

Modern slavery reporting is a baseline. The real expectation is a due diligence system you can demonstrate: consistent screening, review, remediation and re-assessment.

3) Governance, controls, and assurance readiness

Assurance doesn’t only test numbers. It tests process: evidence trails, approvals, version control, methodologies, and whether governance is genuinely operating.

Run these three together and you avoid the common failure mode: a rushed Scope 3 estimate built in a spreadsheet, a modern slavery statement built from stale templates, and governance that only exists in PowerPoint.

A procurement-led roadmap that works in the real world

This five-phase structure is a strong minimum viable program that procurement teams can actually execute.

Phase 1: Confirm obligations, reporting boundaries, and what “material” means

Before you send supplier questionnaires, align internally on:

• Which entities and operations are included
• Which Scope 3 categories are likely to be material (start with spend and activity screening)
• What you will exclude (and why) — because you’ll be asked later

Procurement deliverables in this phase

• Category-by-category Scope 3 exposure map (high/medium/low)
• A shortlist of priority suppliers and key data gaps
• Documented estimation approach per major category (activity-based where possible, spend-based where necessary)

Phase 2: Set governance that matches the risk

Scope 3 and supplier due diligence touch procurement, finance, operations, sustainability, legal and risk. Without ownership, it fragments fast.

What good looks like

• An executive sponsor and clear audit committee oversight where relevant
• Named data owners for major emissions sources (purchased goods, freight, travel, waste, etc.)
• Review and approval controls that mirror financial reporting discipline

Phase 3: Build a defensible data foundation

In early years, estimation is normal. What matters is whether it’s:

• Traceable back to source systems (spend, freight invoices, supplier lists)
• Consistent year-on-year
• Documented (methodologies, emission factors, versions, assumptions)
• Rated for confidence so it can improve over time

Practical tip: Avoid “perfect data” projects. Start with the biggest categories and build an auditable backbone.

Phase 4: Map the value chain and engage priority suppliers

Supplier engagement is where timelines blow out — and where capability gets built.

This is also where procurement can create genuine commercial value:

• Supplier segmentation (spend × emissions intensity × risk)
• Structured data requests with simple templates and guidance
• Updated contract terms that set expectations (data provision, improvement plans, audit rights where appropriate)

Phase 5: Prepare for assurance and integrate it into decisions

As assurance expectations increase, Scope 3 and supplier due diligence need to be embedded into:

• Enterprise risk management
• Category strategy and sourcing decisions
• Capital planning and operational trade-offs

This is where you move from “we can report it” to “we can manage it”.

Modern slavery due diligence: move beyond the statement

A strong modern slavery posture looks like a supplier governance system, not a once-a-year document.

A solid due diligence process typically includes:

• Supplier identification and segmentation
• A structured questionnaire (risk-based, category-specific)
• Consistent review rules (not ad hoc judgement by different teams)
• A remediation plan pathway
• Ongoing re-assessment (not “set and forget”)

Focus on where risk is actually inherent

Don’t spread your effort evenly. You’ll get better outcomes by prioritising categories and supply chains that are more exposed — labour-intensive production, subcontracting-heavy models, imported goods with known labour risk exposure, and complex multi-tier supply chains.

Make remediation real

A remediation plan doesn’t need to be dramatic to be effective. It needs to be:

• Specific (actions, timing, responsible owner)
• Measurable (evidence of completion)
• Commercially enforceable (contractual levers where appropriate)

The “don’t do this” list: common traps that waste months

1. Leaving it to one team. Split ownership is fine, unclear ownership is fatal.
2. Asking suppliers for perfection on day one. Start with material categories, provide templates, improve iteratively.
3. Building an un-auditable spreadsheet monster. If factors, assumptions and approvals aren’t controlled, assurance will be painful.
4. Treating Scope 3 like a separate universe. The fastest path is linking emissions to spend, contracts and category management.
5. Confusing “policy” with “control.” A clause isn’t a control unless it’s embedded into processes people follow.

What “good” looks like in procurement: embed sustainability into BAU

If you want sustainability, risk and governance to stick, it needs to show up in day-to-day procurement mechanics.

In sourcing and tendering

• Data requirements in RFX packs (proportionate to supplier maturity)
• Evaluation criteria that reflect your strategy (not generic tick-boxes)
• Clear reporting and evidence expectations

In contracting

• Supplier obligations for data provision (and what happens if they can’t provide it yet)
• Improvement pathways (targets, milestones, governance)
• Audit/verification rights for high-risk categories where appropriate

In supplier management

• KPIs and reporting framework for supplier sustainability performance
• Trigger points for re-assessment (new geographies, subcontracting changes, incidents, major scope changes)

In governance

• Clear RACI for sustainability reporting and supplier due diligence
• A cadence that avoids the annual scramble

How Trace Consultants can help

Trace helps Australian organisations build practical sustainability and risk capability in their supply chains — without turning it into a never-ending compliance program.

1) Scope 3 readiness and supplier engagement

• Rapid current-state assessment of Scope 3 exposure by category and supplier tier
• Supplier segmentation and engagement approach (templates, guidance, escalation paths)
• Integration into procurement policy and contract clauses, so expectations are repeatable

2) Modern slavery and supplier due diligence uplift

• Redesign of supplier due diligence workflows (questionnaires, review rules, governance)
• Risk heatmapping by category and supply chain segment
• Remediation pathways and BAU re-assessment rhythms

3) Governance and assurance readiness

• RACI and control design aligned to climate disclosure expectations
• Evidence trail design (what you keep, where it lives, how it’s approved)
• Pre-assurance readiness reviews so you’re not learning under pressure

4) Sustainability embedded into procurement performance

• Sustainable procurement assessments (process, risk, opportunity mapping)
• KPI frameworks for real supplier management, not just reporting

A sensible starting point is often a short readiness sprint that confirms boundaries, identifies material categories, sets governance, and launches a priority supplier engagement plan. That creates momentum and sets you up for iterative improvement over the following reporting cycles.

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If you’re trying to get ahead: the next 30 days (a realistic checklist)

If you’re a procurement leader and you want traction fast, focus on:

• Confirming reporting boundaries and material Scope 3 categories
• Building a supplier segmentation view (spend + risk + emissions exposure)
• Drafting a practical supplier data request template (two pages, not twenty)
• Updating RFX and contract boilerplates for ESG/data expectations
• Establishing governance: owners, review rules, evidence trail

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Disclaimer

This article is general information, not legal, accounting, or assurance advice. Reporting obligations can vary based on your structure and thresholds, so get the right specialist advice for your circumstances.

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Workforce planning, rostering and scheduling optimisation: bringing down cost base while improving service and care outcomes.

In health, aged care, disability and community services, workforce challenges don’t show up politely.

They show up on a Friday night when the roster breaks. They show up as unplanned overtime, urgent agency calls, and managers juggling shifts instead of leading teams. They show up as service cancellations, missed visits, delayed discharges, and frustrated clinicians and carers doing their best inside a system that’s constantly reacting.

Then the question becomes unavoidable: how do we get the right people, in the right place, at the right time—without the cost base running away?

Across Australia and New Zealand, providers are searching for practical answers to:

• workforce planning optimisation
• rostering and scheduling improvement
• reducing overtime and agency spend
• demand-based staffing models
• workforce operating model design
• NDIS scheduling and route optimisation (especially for in-home services)

This article lays out a pragmatic playbook for improving workforce planning, rostering and scheduling—one that respects the reality of clinical care and frontline work, and focuses on outcomes that matter: service reliability, workforce wellbeing, and sustainable cost efficiency.

Why workforce planning is now a board-level issue

For most care providers, labour is the largest cost line. But it’s not just the size of the spend—it’s the volatility.

When workforce planning is weak, costs rise in ways that are hard to control:

• overtime becomes structural
• agency spend fills capability gaps
• backfill and unplanned leave creates instability
• managers spend time firefighting instead of improving care delivery
• service delivery becomes inconsistent, damaging trust and reputation

At the same time, community expectations are rising, and funding models are tightening. Providers are being asked to deliver better outcomes with less slack in the system.

That’s why workforce planning, rostering and scheduling is one of the highest-leverage improvement programs available—when it’s done as a system, not as a quick roster tweak.

The symptoms that tell you it’s time for a workforce planning reset

If any of these feel familiar, you’re likely carrying hidden cost and service risk:

1) Overtime is “just how we operate”

A bit of overtime is normal. But when it’s routine, it’s usually covering for:

• roster misalignment with demand
• inadequate staffing mix
• poor leave planning
• inefficient shift structures

2) Agency spend keeps creeping up

Agency can be necessary, but sustained dependence often means:

• recruitment and onboarding bottlenecks
• poor roster stability
• inability to flex the workforce without premium labour

3) Service delivery feels fragile

• cancellations and missed visits
• late starts and handover issues
• frequent shift swaps and short-notice changes
• staff burnout and turnover

4) Rosters are built around habit, not demand

Rostering often gets inherited: “we’ve always done it this way”. Demand changes, but the roster template stays the same.

5) Managers spend too much time rostering

When managers are stuck in spreadsheets and phone calls, it’s a sign the scheduling system—and governance—needs uplift.

6) There’s no single view of workforce demand vs supply

Different teams hold different numbers:

• service demand
• funded hours
• allocated hours
• delivered hours
• leave and backfill requirements

Without a single view, you can’t manage the gap.

The core idea: workforce should be planned like supply and demand

In supply chain, you don’t plan inventory and capacity by gut feel. You forecast demand, understand constraints, and balance supply to meet service outcomes at the lowest sustainable cost.

Workforce planning is the same problem:

• demand = care needs and service requirements by time and location
• supply = available workforce hours by role, skill, and contract type
• constraints = industrial rules, fatigue, travel time, skill mix, compliance, preferences

When you treat workforce like a supply-and-demand system, the levers become clear:

• improve demand forecasting
• smooth demand where possible
• build the right workforce mix and flexibility
• design rosters that match demand patterns
• reduce waste (travel, handovers, admin overhead)
• improve visibility so decisions get made earlier

Demand planning for care: where most workforce programs start (or stall)

“Demand” in care is not a single number. It varies by:

• time of day and day of week
• location and travel constraints
• patient acuity and support needs
• service model (inpatient, community, home care)
• seasonality (winter demand, public holidays, leave cycles)

A practical demand planning approach includes:

1) Defining the demand unit that matters

Depending on the service:

• inpatient: admissions, bed days, acuity, theatre lists, discharge patterns
• ED: presentations by hour/day, triage categories
• aged care: resident needs and care minutes
• NDIS/community: booked services, plan utilisation, cancellation rates, travel times

2) Translating demand into workforce requirements

Demand alone doesn’t create staffing needs. You need a conversion mechanism:

• care minutes or workload drivers
• skill requirements (registered nurse, enrolled nurse, allied health, support worker)
• supervision requirements
• compliance constraints (medication rounds, observation frequency, incident response)

3) Building visibility of peaks and constraints

The goal is not perfect prediction. It’s early visibility so the roster can be built proactively.

Workforce mix: full-time, part-time, casual, agency (and why it matters)

One of the biggest drivers of cost and stability is workforce composition.

A sustainable model balances:

• stable core coverage (FTE base)
• planned flexibility (part-time and casual pools aligned to peaks)
• contingency mechanisms (internal bank, contingent panels)
• controlled agency use (as a last resort, not default)

Common issues include:

• too much “fixed” coverage at the wrong times
• casual pools that exist but aren’t scheduled early enough
• agency used because the internal process is too slow
• skill mix misalignment (e.g., overusing higher-cost labour for tasks that don’t require it)

Optimising workforce mix is often one of the fastest ways to reduce premium labour spend while improving service reliability.

Rostering and scheduling: where good strategy turns into daily reality

Rostering is where workforce planning either becomes real—or gets ignored.

What makes a roster “good”?

A good roster:

• matches demand patterns (time, location, skill mix)
• minimises premium labour (overtime, penalties, agency)
• supports continuity of care
• respects fatigue and wellbeing
• reduces unproductive time (travel, idle time, duplicated handovers)
• is explainable and defensible

Why rosters fail in practice

They fail when:

• templates don’t reflect real demand variability
• shift lengths don’t match workload patterns
• staff preferences aren’t considered at all (leading to churn)
• leave planning is reactive
• scheduling is done too late, forcing premium labour decisions

Shift design is an underused lever

Many organisations only adjust “who” is on the roster, not “what the shifts should look like”.

Redesigning shift patterns can unlock:

• better peak coverage
• reduced handover overhead
• improved continuity
• reduced overtime spillover

It needs careful consultation, but it’s often a high-impact lever.

Scheduling in community and home services: the travel problem

For NDIS providers, aged care in-home services, and community health, the roster isn’t just a staffing problem—it’s a routing problem.

Common cost and service drivers include:

• inefficient run sheets and excessive travel time
• late cancellations and no-shows
• mismatched skills to client needs
• inconsistent client-carer matching (continuity impacts)
• fragmented scheduling across teams or regions

Optimisation here often involves:

• demand visibility and booking discipline
• route optimisation principles (even before advanced tools)
• zoning and clustering of clients
• setting realistic travel assumptions
• building buffer capacity in a controlled way
• using internal casual pools proactively for variability

Even small improvements in travel efficiency can materially reduce paid time that doesn’t translate into care minutes.

The operating model: centralised vs decentralised workforce planning

Another big determinant of success is where accountability sits.

Decentralised models

Pros:

• local knowledge and responsiveness
  Cons:
• inconsistency, duplication, limited leverage of data, heavier admin burden on managers

Centralised or hybrid models

Pros:

• standardised processes, better analytics, stronger governance
  Cons:
• risk of “distance” from frontline realities if designed poorly

The best answer is often a hybrid:

• local clinical leadership retained
• centralised planning support, analytics, scheduling tools, and governance
• clear decision rights and escalation paths

The metrics that actually improve behaviour

Be careful: workforce metrics can drive unintended behaviour. The goal is better service and sustainable cost, not gaming.

A practical dashboard includes:

Service and care outcomes

• missed visits / cancellations
• response times (where relevant)
• continuity of care measures
• patient/client satisfaction indicators (where captured)

Workforce efficiency

• roster fill rate
• overtime hours and drivers
• agency usage and triggers
• utilisation (paid hours vs direct care hours)
• travel time proportion (community services)

Workforce wellbeing and stability

• leave trends (planned vs unplanned)
• turnover and vacancy rates
• fatigue indicators (excess consecutive shifts, long shifts)

Financial

• labour cost per unit of service (care minute, visit, bed day, etc.)
• premium labour cost as % of total
• cost-to-serve by region/service line (where possible)

A practical 8–12 week workforce planning and rostering improvement program

If you want a time-boxed approach that doesn’t become a never-ending “review”, this structure works well.

Phase 1: Diagnose and baseline (2–3 weeks)

• map current planning and rostering processes
• baseline demand patterns by time/location
• quantify overtime, agency, cancellations, and drivers
• review workforce mix and leave practices
• identify quick wins and systemic constraints

Output: a clear fact base and priority list.

Phase 2: Redesign the planning framework (3–4 weeks)

• define demand-to-labour conversion approach
• build workforce mix strategy and flex mechanisms
• redesign roster templates and shift patterns (where needed)
• define governance cadence, decision rights, and escalation paths
• design reporting and KPI dashboards

Output: a fit-for-purpose workforce planning and rostering model.

Phase 3: Pilot and embed (3–5 weeks)

• pilot in a region/service line
• train managers and schedulers
• refine the approach based on frontline feedback
• implement governance and performance rhythm
• prepare for wider rollout

Output: a working model that staff actually adopt.

Quick wins in 30 days (without waiting for a full transformation)

If you need immediate impact, these actions are often safe and effective:

• Create a single weekly view of demand vs rostered supply (even if manual at first)
• Identify top overtime drivers by team and time period
• Implement an “agency gate” (approval + root-cause tracking)
• Build a proactive casual pool schedule for known peaks
• Tighten leave planning discipline for critical periods
• Review travel time assumptions and zoning in community services
• Standardise shift swap and backfill processes
• Reduce rework by clarifying handover expectations and roles

Quick wins aren’t the end goal, but they stabilise the system and reduce premium labour leakage quickly.

How Trace Consultants can help: workforce planning, rostering and scheduling optimisation

Workforce improvement programs only work when they respect clinical reality and frontline pressures—while still bringing discipline to planning, governance and data.

Trace Consultants supports Australian and New Zealand health, aged care and NDIS organisations to improve service reliability and reduce cost base through:

1) Workforce planning diagnostic and value-at-stake assessment

• baseline demand vs supply and cost drivers
• overtime and agency root-cause analysis
• workforce mix assessment
• prioritised roadmap with quick wins and longer-term improvements

2) Demand-based workforce planning framework design

• demand units and workload drivers
• demand-to-labour conversion logic
• scenario planning for peaks and disruption
• governance model and decision rights

3) Rostering and scheduling uplift (process + operating model)

• roster template redesign and shift pattern optimisation
• scheduling workflows and escalation paths
• centralised/hybrid operating model design
• manager enablement and training

4) Community and in-home scheduling optimisation

• routing and zoning improvements
• booking discipline and cancellation management
• continuity-of-care balancing with efficiency
• practical optimisation approaches even before tool changes

5) Technology enablement (where appropriate)

• requirements for rostering and scheduling tools
• reporting and data model design
• workflow automation opportunities to reduce admin burden
• implementation support to embed sustainable ways of working

Trace’s focus is on practical adoption: building a workforce planning and rostering system that is used, trusted, and maintained—not a one-off spreadsheet exercise.

Frequently asked questions

Can we reduce labour costs without hurting care outcomes?

Yes—when you reduce waste and premium labour, not core care capacity. Common levers include:

• demand alignment
• shift design
• workforce mix optimisation
• travel efficiency improvements
• improved scheduling discipline

Where do savings usually come from?

Typically from reducing:

• overtime driven by roster misalignment
• agency dependency
• unproductive travel and idle time
• rework and scheduling inefficiency
• avoidable backfill and last-minute changes

Do we need a new rostering system?

Sometimes—but many organisations get meaningful improvements from process and governance changes first. Technology works best when it supports a redesigned operating rhythm.

How do we avoid burning out managers during the change?

By:

• simplifying scheduling workflows
• centralising admin-heavy tasks where possible
• improving visibility and decision-making earlier
• using pilots and staged rollout rather than “big bang”

The bottom line: better rosters are better outcomes

In care services, workforce is not just a cost—it’s the engine of service quality, continuity, and trust. But without strong workforce planning and scheduling, even the best teams end up stuck in reactive mode.

A practical reset can reduce premium labour spend, improve roster stability, and lift service reliability—while giving managers and frontline teams a system that supports them, rather than drains them.

If you want to explore what a workforce planning and rostering optimisation program could look like for your organisation, Trace Consultants can help—from diagnostics and quick wins through to redesigning operating models and embedding sustainable scheduling rhythms.

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Planning, forecasting and inventory optimisation: how to reset S&OP (and finally trust the numbers)

Most organisations don’t wake up one day and decide to “transform S&OP”.

They get there the hard way.

It starts with a few late deliveries. A couple of stockouts. Then a run of expedited freight that was meant to be a one-off, but somehow becomes standard operating procedure. Warehouse space fills up with the wrong things, while sales teams can’t get the products they actually need. Finance asks why working capital is climbing. Operations asks why the plan changes every week. And everyone quietly stops believing the forecast.

That’s the moment leaders start searching for answers:

• How do we improve forecast accuracy?
• How do we reduce inventory without blowing up service levels?
• How do we run an S&OP process that drives decisions, not just meetings?
• Do we need Integrated Business Planning (IBP), or do we just need to get the basics right?

For Australian and New Zealand organisations, these problems are amplified by geography, lead times, supplier variability, and the reality that “one network” often spans multiple states, islands, and customer expectations that keep rising.

This article is a practical playbook for resetting demand planning and forecasting, building an inventory optimisation approach that sticks, and implementing an S&OP / IBP cadence that improves service, cost, and working capital—without creating a bureaucracy.

Why planning is the highest-leverage problem you can fix

There’s a reason planners are often the most exhausted people in the business.

They sit at the intersection of sales, operations, supply, finance, and customer expectations. When planning is weak, everyone feels it:

• Customer service is stuck explaining late orders
• Warehouses get slammed with peaks they can’t resource
• Production runs the wrong sequence
• Procurement places last-minute orders at the worst possible prices
• Finance carries more inventory than it wants, and still can’t rely on availability

When planning is strong, the opposite happens:

• Inventory reduces and availability improves (because the right stock is in the right place)
• Expediting drops
• Service levels stabilise
• Decisions get faster
• People stop “working around the system”

That’s why S&OP (and its more mature cousin, IBP) consistently ranks as one of the most effective cross-functional management processes when it’s done properly.

The symptoms that tell you it’s time for a reset

If you’re seeing any of these, you’re not alone—and you’re probably overdue for a planning reset.

1) The forecast exists, but no one trusts it

• forecast accuracy is poor, or doesn’t improve over time
• planning teams spend more time explaining errors than improving the process
• the business runs on “the spreadsheet” or “the sales manager’s number” instead

2) Inventory is high, but availability is still patchy

The classic pain: “We have too much stock… just not the stock we need.”

3) Expediting is normalised

Premium freight, last-minute supplier orders, urgent production changes—it all becomes the hidden tax of poor planning.

4) You’re constantly reacting to promotions and events

Promotions, weather, channel shifts, competitor actions—if these are handled ad hoc, the plan whipsaws.

5) There’s no single view of demand

Different teams use different numbers:

• Sales has a view
• Finance has a view
• Operations has a view
• E-commerce has a view
  …and reconciliation becomes the work.

6) Meetings happen, but decisions don’t

Plenty of calendar time, limited outcomes. S&OP becomes a reporting ritual rather than a decision process.

The planning myth that causes most damage: “If we buy an APS tool, it’ll fix it”

Technology can help—sometimes dramatically.

But forecasting tools, APS platforms, and planning modules don’t fix:

• unclear decision rights
• inconsistent data
• lack of accountability
• demand signals that never make it into the process
• poor inventory policy discipline
• cross-functional misalignment

The best results come when organisations treat planning as a system:

• process + people + data + governance + technology

Get the system right, and the tooling becomes an accelerator—not a crutch.

Demand planning and forecasting: what actually improves accuracy

Forecast accuracy isn’t about picking the perfect algorithm. It’s about building an environment where the forecast can improve over time.

Start with the basics: define what “accuracy” means

Many organisations measure accuracy in ways that don’t help decision-making. A practical approach includes:

• Bias (are we consistently over or under forecasting?)
• Error (how far off are we, on average?)
• Stability (how much does the forecast change each cycle?)
• Service impact (what does the error cost us in stockouts or excess?)

A small improvement in bias can have a bigger commercial impact than a flashy improvement in a single accuracy metric.

Fix the demand signals before arguing about models

In many ANZ organisations, planning is undermined by:

• promotions not shared early enough
• pricing changes not reflected in the plan
• new product introductions without realistic ramp assumptions
• channel shifts (store to online, wholesale to DTC) not separated cleanly
• one-off customer orders treated as “base demand”

A good demand planning process separates:

• baseline demand (what happens without intervention)
• uplift events (promotions, campaigns, tenders, seasonality spikes)
• one-offs (large deals, project orders, exceptional events)

Build a “forecast that’s usable”, not “forecast that’s perfect”

Operational planning needs a forecast that is:

• timely
• stable enough to plan labour and production
• granular enough to position inventory
• explainable (so stakeholders can improve it)

In practice, it’s better to have a forecast that’s 80% accurate, consistent, and acted on, than a forecast that is theoretically brilliant but ignored.

Inventory optimisation: the goal isn’t “less stock”—it’s “less waste”

Inventory optimisation isn’t a single calculation. It’s a set of policies and behaviours that balance three competing forces:

1. service level expectations
2. supply variability and lead times
3. working capital constraints

Why “inventory down” targets backfire

If inventory reduction becomes a blunt KPI, teams respond predictably:

• they cut orders and hope
• service drops
• expedites rise
• customer dissatisfaction grows
• and inventory creeps back anyway

A more durable approach is to optimise the right stock:

• correct safety stock settings
• clear replenishment rules
• segmentation of SKUs by demand profile and criticality
• realistic lead times and variability assumptions

The inventory policies that matter most

For most organisations, the biggest gains come from tightening:

• Service level policy (what service levels do we target by product/customer segment?)
• Safety stock logic (based on variability, lead times, and service targets—not gut feel)
• Reorder points / reorder cycles (aligned to supply cadence and demand volatility)
• Min/max and order multiples (supplier constraints, pallets, MOQs)
• Lead time governance (actual vs assumed, and how often it’s updated)
• Obsolescence discipline (slow movers, end-of-life stock, returns and damaged goods)

SKU segmentation: the simplest tool that changes everything

Most businesses treat all SKUs the same, which is how you end up with:

• too much attention on low-value items
• not enough attention on high-risk availability items

Segmentation (ABC/XYZ, criticality, intermittency) helps you decide:

• which SKUs get tight service targets
• which SKUs can tolerate longer replenishment cycles
• which SKUs should be made-to-order or stocked differently
• where you need dual sourcing or risk buffers

S&OP vs IBP: what’s the difference, really?

S&OP (Sales & Operations Planning)

At its core, S&OP is a monthly (or 4-week) cadence that aligns:

• demand plan
• supply plan
• inventory plan
• capacity and constraints
• a set of decisions the business commits to

IBP (Integrated Business Planning)

IBP expands S&OP by formally integrating:

• financial planning (margin, revenue, cost, working capital)
• scenario planning and strategic trade-offs
• a stronger governance model, often with clearer executive ownership

Here’s the key point: many organisations don’t need “IBP branding” to get IBP outcomes.
They need a disciplined S&OP foundation that:

• produces one set of numbers
• makes decisions
• drives accountability

If your current process can’t consistently deliver those basics, start there.

What a “fit-for-purpose” S&OP cadence looks like

A good S&OP cadence is not about more meetings. It’s about the right meetings with the right inputs and clear decision rights.

A pragmatic structure looks like:

1) Demand Review

• baseline + uplift events
• key changes since last cycle
• risks and opportunities
• assumptions clearly documented

2) Supply Review

• capacity constraints
• supplier issues and lead time risks
• inventory outlook and exceptions
• feasible supply plan alignment to demand

3) Pre-S&OP (alignment)

• resolve cross-functional gaps
• confirm scenario options
• identify decisions required at executive level

4) Executive S&OP (decision meeting)

• agree the plan
• approve trade-offs (service vs cost vs cash)
• lock priorities and escalation paths
• confirm KPIs and accountability

The difference between a weak and strong process is simple:

• weak S&OP reports information
• strong S&OP commits to decisions

The metrics that drive better planning behaviour

Be careful: what you measure is what you get.

A balanced S&OP dashboard typically includes:

Demand

• forecast bias and error (by family/channel)
• forecast stability (change over change)
• promotion forecast accuracy (separate to baseline)

Supply

• schedule adherence (if manufacturing)
• supplier OTIF / lead time variability
• capacity utilisation and constraint weeks

Inventory and service

• fill rate / DIFOT / OTIF
• backorders and aged backorders
• days of cover / turns (by segment)
• obsolescence and slow movers

Financial

• working capital impact
• expediting cost
• gross margin impact of stockouts and substitutions

The best dashboards are exception-based. They highlight what needs a decision, not everything that happened.

A practical 8–12 week reset program that works in the real world

If you want a clear, time-boxed approach, this is a common structure.

Phase 1: Diagnose the current state (2–3 weeks)

• map planning processes and handoffs
• assess data quality and master data governance
• quantify value-at-stake: service loss, excess inventory, expediting
• identify the biggest drivers of variability (demand, supply, lead times)

Output: clear problem statements, a baseline, and priorities.

Phase 2: Redesign the planning framework (3–4 weeks)

• define demand planning method (baseline + event management)
• create inventory policy framework and segmentation approach
• design S&OP cadence, agenda, decision rights, and templates
• define core KPIs and reporting

Output: a fit-for-purpose operating rhythm, not an abstract model.

Phase 3: Pilot and embed (3–5 weeks)

• test the process on a pilot business unit/category
• refine templates and data feeds
• train teams and align stakeholders
• implement governance and continuous improvement rhythm

Output: a working process that the business adopts—not a document.

Quick wins you can deliver in 30 days (before a full reset)

If you need immediate traction, these moves are often safe and high impact:

• Align on one demand number for the next cycle (stop parallel forecasts)
• Separate baseline demand from promotions/events and document assumptions
• Create a top 20 exception list: SKUs driving most stockouts or excess
• Refresh lead time assumptions using actuals (even a simple override helps)
• Establish a weekly constraint call for the next 8 weeks (short-term execution alignment)
• Implement basic SKU segmentation to prioritise effort and service targets
• Review safety stock settings for the most critical and most variable SKUs
• Stop uncontrolled expediting by creating an approval gate and root-cause tracking

Quick wins don’t replace the reset, but they reduce leakage and rebuild confidence.

Planning in Australia & New Zealand: the local realities to design for

Planning frameworks need to reflect geography and operating conditions.

Common ANZ factors include:

• long domestic transport distances and variable regional access
• inter-island movements in NZ and weather-related variability
• port congestion or shipping schedule volatility for imported goods
• labour constraints affecting warehouse and production capacity
• high customer expectations on delivery windows (especially e-commerce)
• promotion-driven demand spikes in retail and FMCG
• regional and remote service commitments in government and essential services

A “global template” S&OP process often fails because it ignores these constraints. A fit-for-purpose approach builds them in from day one.

How Trace Consultants can help: forecasting, inventory optimisation and S&OP/IBP reset

Planning improvements only stick when they’re practical, adopted by the business, and supported by a governance rhythm.

Trace Consultants helps Australian and New Zealand organisations reset planning capability across demand planning and forecasting, inventory optimisation, and S&OP/IBP.

Support typically includes:

1) Planning diagnostic and value-at-stake assessment

• baseline performance across forecast, service, inventory and expediting
• root-cause diagnosis (data, process, operating model, governance)
• prioritised roadmap with quick wins and longer-term improvements

2) Demand planning and forecasting uplift

• baseline vs uplift event framework
• forecasting governance and accuracy/bias improvement
• demand signal integration (promotions, pricing, channel shifts)
• practical templates and routines for planners and stakeholders

3) Inventory optimisation and policy reset

• SKU segmentation and service level policy design
• safety stock and replenishment rule calibration
• lead time governance and variability handling
• slow mover and obsolescence management discipline

4) S&OP / IBP cadence design and facilitation

• fit-for-purpose meeting cadence and decision rights
• templates, dashboards, and exception reporting
• executive-level facilitation to drive decisions and alignment
• embedding accountability and continuous improvement

5) Technology and data enablement (where appropriate)

• planning data model and master data governance
• requirements for forecasting / APS tools (tool-agnostic)
• pragmatic automation opportunities that reduce manual effort

Most importantly, Trace’s approach focuses on adoption. The aim is not to produce a “perfect” model. It’s to build a planning system the business actually uses—and trusts.

Frequently asked questions

How long does it take to see results?

You can often see early improvements within one or two cycles if:

• you align to one demand number
• you reduce forecast bias
• you improve event planning discipline
• you reset key inventory policies on critical SKUs

More structural improvements (operating model, tech enablement) typically take longer, but they compound over time.

Do we need IBP?

If your organisation needs tighter linkage between financial outcomes and operational plans, IBP can be valuable. But many organisations get most of the benefit by getting S&OP fundamentals right first.

Can we reduce inventory without hurting service?

Yes—when you target the right inventory, not just “less inventory”. This usually requires:

• clearer service policies
• calibrated safety stock and lead time assumptions
• better segmentation
• improved demand signal capture

What’s the biggest cause of forecast inaccuracy?

It’s rarely the algorithm. It’s usually:

• missing or late demand signals
• unstructured event uplift management
• inconsistent master data
• lack of accountability for assumptions
• planning overridden without learning loops

The bottom line: better planning is a commercial advantage

When planning is weak, every part of the organisation pays a tax—expediting, inefficiency, customer dissatisfaction, and bloated working capital.

When planning is strong, the business becomes calmer:

• fewer surprises
• fewer firefights
• better service
• smarter inventory
• faster decisions

If your teams are spending more time reacting than planning, or your S&OP meetings feel like reporting rather than decision-making, it’s a strong signal that a reset will pay back quickly.

If you want to explore what a practical S&OP and inventory optimisation reset could look like for your organisation, Trace Consultants can help—from diagnostics and quick wins through to embedding a cadence that the business adopts.

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Warehouse & transport network optimisation: DC strategy, 3PL reviews and transport tendering that deliver real results

A lot of network projects start the same way.

Someone walks you through a warehouse that feels like it’s bursting at the seams. Pallets are parked wherever there’s daylight. Pick paths have turned into obstacle courses. Dock congestion is “just how it is now”. Meanwhile, freight invoices keep climbing, and the customer team is fielding more “where’s my order?” calls than anyone wants to admit.

Then the question lands: Do we need another DC… or do we need a better network?

For Australian and New Zealand organisations—where distances are vast, labour markets are tight, and service expectations are rising—warehouse and transport network optimisation is one of the most reliable ways to unlock cost savings and improve service. Done well, it creates a network that fits today’s volumes and tomorrow’s growth. Done poorly, it becomes a spreadsheet exercise that never survives contact with operations.

This article is a practical playbook for leaders who are searching for:

• DC strategy (where should we hold stock and why?)
• warehouse network optimisation (how many sites, where, and what should each do?)
• 3PL reviews and 3PL tendering (is our provider right, and are we paying the right price?)
• transport tendering and freight optimisation (how do we reset rates and performance without blowing up service?)

And most importantly: how to run the program in a way that protects service levels, avoids disruption, and delivers savings that stick.

Why network optimisation is a high-impact lever right now

Network costs usually creep, then spike.

Warehousing gets more expensive through labour, space, congestion and inefficiency. Transport gets more expensive through fuel, carrier constraints, accessorials, and last-minute expedites. Inventory gets more expensive through buffer stock, split shipments, and “just in case” buying.

When you step back, most symptoms trace back to one underlying issue:

The network no longer matches the business.

That mismatch typically shows up as:

• too many nodes (complexity) or too few nodes (service pain)
• inventory in the wrong places
• transport lanes that don’t reflect where demand actually is
• contracts that were built for yesterday’s profile (store-based, not e-commerce; metro-heavy, not regional; stable volumes, not volatile)
• 3PL arrangements that reward activity rather than outcomes

Network optimisation is where you can align service, cost, and working capital—not by squeezing one lever, but by redesigning how the system works.

The common triggers that tell you it’s time to review your DC and transport network

If you’re seeing any of these, you’re not alone:

1) Warehouses are “full”, but you’re not sure why

• storage is maxed out, but pick faces are inefficient
• slow movers are consuming prime space
• inbound is lumpy, outbound is peaky, and the site can’t cope

2) Freight costs are escalating faster than revenue

• rate increases plus higher accessorials (wait time, redeliveries, tailgate, rural fees)
• lane mismatch (inventory location doesn’t match demand)
• increased expedites due to stockouts or late cut-offs

3) Service levels are slipping

• DIFOT/OTIF issues
• more partial shipments and split orders
• greater customer complaints and retailer chargebacks

4) Growth, channel shift, or range complexity has changed the game

• e-commerce and direct-to-consumer growth
• range expansion and SKU proliferation
• different order profiles (smaller, more frequent, more urgent)

5) A contract decision is looming

• 3PL contract expiry, extension, or underperformance
• warehouse lease expiry or rent escalation
• transport contracts being rolled without a true market test

6) You’re considering automation

Automation can be a great enabler—but it must be designed into the right network. Automating the wrong site, in the wrong place, for the wrong flows is an expensive lesson.

What “good” looks like: outcomes of an effective network optimisation program

A successful network optimisation doesn’t just produce a map. It produces a network that’s operationally viable and commercially defensible:

• Clear DC roles (e.g., national DC, regional forward stock, returns, bulky, temperature-controlled, spare parts)
• Defined service promise and order cut-offs aligned to customer expectations
• Reduced cost-to-serve (warehousing + transport) without degrading delivery performance
• Reduced inventory duplication and better stock availability
• Better carrier performance and visibility through realistic lanes and governance
• 3PL and transport contracts with clear KPIs, pricing mechanics, and escalation paths
• A staged transition plan that keeps the business running

The three truths that make or break DC and transport strategy in ANZ

Truth #1: The cheapest network on paper is rarely the cheapest network in real life

Models love simplification. Operations live in constraints: labour availability, site access, peak demand, industrial relations, safety, and IT limitations. Your “optimal” network must survive those realities.

Truth #2: Transport and warehousing decisions are inseparable

A DC in the “wrong” location can wipe out any labour savings through transport. Similarly, a cheap transport contract can fail if your warehouse dispatch discipline and cut-offs are unrealistic.

Truth #3: Implementation is where savings become real (or disappear)

Tendering is not the finish line. Transition planning, governance, and benefits tracking are where value sticks.

The network optimisation playbook: a step-by-step approach that works

Phase 1: Baseline the current network (2–4 weeks)

Start with a clean view of “what is”:

• sites, roles, capacities, constraints
• volumes by lane (inbound, inter-DC, outbound)
• order profile (lines/order, units/line, cube, peak factors)
• service levels and failure points
• warehousing cost structure (labour, occupancy, MHE, systems, overhead)
• transport cost structure (linehaul, last-mile, accessorials, fuel, minimums)
• inventory positioning and working capital impacts

Key outputs:

• a network map with flows and volumes
• a baseline cost-to-serve view
• service performance baseline (what “good” looks like today, and where it breaks)

Phase 2: Clarify the service promise and constraints (1–2 weeks)

This sounds obvious, but it’s where many projects drift.

You need alignment on:

• delivery lead times (metro vs regional, AU vs NZ, island vs island)
• cut-off times and dispatch discipline
• service tiers by customer segment (not every customer needs the same speed)
• compliance and safety constraints (Chain of Responsibility, site access, fatigue, temperature, dangerous goods, biosecurity where relevant)
• growth scenarios and strategic priorities (cost vs speed vs resilience)

Key output: a set of non-negotiables for modelling and tendering.

Phase 3: Design scenarios (2–3 weeks)

Network optimisation is scenario thinking, not a single answer.

Common scenarios include:

• centralised (fewer DCs, strong linehaul, high efficiency, potentially longer last-mile)
• hybrid (national DC + regional forward stock for speed/peaks)
• decentralised (more nodes for service, higher complexity and duplication risk)
• 3PL vs in-house (and hybrids)
• channel-specific fulfilment (stores/DC/DTC split)
• cross-dock vs stock-holding approaches

Each scenario should quantify:

• warehousing costs (including capacity and peak handling)
• transport costs by lane and service tier
• inventory impacts (duplication, safety stock, working capital)
• service implications (lead times, DIFOT risk)
• operational feasibility (labour, property, systems readiness)
• transition complexity and risk

Key output: 2–4 viable scenarios to take to decision.

Phase 4: Validate with operational reality (1–2 weeks)

This is where you pressure-test assumptions with the people who run the network.

Practical checks include:

• capacity modelling vs actual congestion points (docks, despatch, pick faces)
• labour availability and shift design
• inbound scheduling capability
• returns processing and reverse logistics implications
• cartonisation, pallet standards, and dispatch discipline
• what your WMS/TMS can actually support (and what needs uplift)

Key output: a preferred scenario that operations can stand behind.

Phase 5: Convert strategy into a procurement and transition plan (2–4 weeks)

Here’s the pivot many teams miss: once you choose a network direction, you need an executable plan.

This includes:

• which services to tender first (3PL, linehaul, last-mile, warehousing labour, packaging, etc.)
• lotting strategy (state-based vs national; metro vs regional; temperature vs ambient; bulky vs parcel)
• KPI and reporting design
• transition plan (site cutovers, inventory moves, IT changes, customer comms)
• governance and benefits tracking approach

Key output: a tender-ready procurement roadmap, not just a network diagram.

3PL reviews: how to assess performance before you retender

If you’re searching for “3PL review” or “warehouse outsourcing review”, it usually means one of two things:

1. You suspect you’re overpaying, under-served, or both
2. You need confidence before committing to an extension, rebid, or transition

A practical 3PL review should cover:

1) Commercial health

• rate card structure and where costs actually accrue
• accessorials and “variation” behaviours
• indexation mechanics and wage pass-through rules
• volume bands and what happens when volumes change
• how claims, damages, and rework are handled commercially

2) Operational performance

• DIFOT/OTIF and order cycle time
• pick accuracy, inbound compliance, stock integrity
• labour productivity and peak management
• dock utilisation and dispatch discipline
• incident and safety performance

3) Capability and fit

• technology (WMS maturity, reporting, integrations)
• process maturity (CI, standard work, escalation cadence)
• culture and leadership stability
• ability to support channel changes (e-com growth, store replenishment changes, new product types)

4) Governance and “ways of working”

Often the contract isn’t the problem; the governance is.

• weekly performance cadence
• who owns root cause fixes
• data and reporting definitions
• issue escalation paths that actually work

The point of a 3PL review isn’t to build a case against the provider.
It’s to establish a fact base so you can decide whether to fix, renegotiate, retender, or redesign.

Transport tendering: how to reset freight cost without torching service

Transport tendering in ANZ can be deceptively tricky. The lane mix is diverse: metro, regional, remote; courier, parcel, pallet; linehaul, last-mile, inter-island; time-definite vs economy. If your data and scope aren’t tight, you’ll get bids you can’t compare—or rates that look good until accessorials show up.

Step 1: Build a clean lane and volume picture

At minimum:

• origin and destination postcodes
• shipment type (parcel, pallet, bulky, temperature-controlled, dangerous goods if relevant)
• weight and cubic volume distributions
• frequency and peak factors
• delivery service tier requirements

Step 2: Fix the service promise before you price it

You need clarity on:

• delivery timeframes by zone
• cut-offs and dispatch windows
• POD requirements
• returns and failed delivery rules
• customer experience expectations

Step 3: Design a pricing schedule that forces comparability

Good tenders separate:

• linehaul vs local delivery
• base rate vs fuel vs accessorials
• waiting time rules
• redelivery rules
• minimums and surcharges
• peak capacity pricing mechanics

Step 4: Evaluate on more than price

For freight, “cheapest” can become “most expensive” quickly if performance drops.

Consider:

• on-time performance history and capacity commitments
• claims process maturity
• visibility and tracking capability
• network coverage and subcontractor control
• safety and compliance posture

Step 5: Negotiate the terms that actually matter

In transport, value often sits in:

• fuel index mechanics
• accessorial definitions
• volume commitments and rate review triggers
• performance regimes (credits, incentives, escalation)
• dispute resolution and claim timelines

Step 6: Plan transition like a project, not a handover

Transport changes fail when:

• customer service isn’t briefed
• dispatch processes don’t change
• labels and manifests aren’t tested
• carriers don’t have onboarding time
• sites keep using old booking methods

A proper transition plan includes:

• cutover approach (phased vs big bang)
• system and label testing
• site training
• operational playbooks
• performance tracking from week one

The biggest mistakes in network optimisation (and how to avoid them)

Mistake 1: Modelling without understanding the warehouse operation

A model might say “one DC is optimal” while the real world says “that DC can’t physically process the peak”.

Fix: build capacity assumptions with operational validation—docks, labour, shift design, congestion, inbound scheduling.

Mistake 2: Treating inventory as an afterthought

Network changes alter safety stock, lead times, and availability. Ignoring inventory can turn savings into service failures.

Fix: include inventory impacts in every scenario—duplication, replenishment cadence, and working capital.

Mistake 3: Choosing sites based on rent alone

Property cost matters, but labour availability, transport lanes, and site access often matter more.

Fix: use a balanced decision framework: labour, accessibility, growth, compliance, and total cost-to-serve.

Mistake 4: Retendering without fixing scope and data

Bad data produces bad bids. Vague scope produces expensive risk pricing.

Fix: invest time in lane cleansing, scope clarity, and comparability schedules.

Mistake 5: Finishing the tender, then “hoping” implementation works

Hope is not a transition plan.

Fix: design mobilisation, cutover, and governance upfront—include transition capability in the evaluation.

Quick wins: what you can do in 30–60 days before a full strategy study

If you need momentum fast, these actions are typically worthwhile:

• Build a baseline cost-to-serve view (warehousing + transport)
• Identify top lanes and top accessorials driving freight cost
• Review carrier performance and claims process
• Assess DC capacity constraints and peak bottlenecks
• Tighten dispatch discipline: cut-offs, wave planning, dock scheduling
• Review packaging and cube utilisation (often a freight multiplier)
• Map contracts and expiry dates (3PL, transport, leases)
• Establish a weekly performance cadence with your 3PL/carriers if one doesn’t exist

Quick wins won’t replace strategy—but they reduce leakage and create immediate control.

How Trace Consultants can help with DC strategy, 3PL reviews and transport tendering

Network optimisation sits at the intersection of operations, finance, customer experience, technology, and procurement. It needs both modelling capability and operational realism.

Trace Consultants supports Australian and New Zealand organisations with practical, end-to-end programs across warehouse and transport network optimisation, including:

1) Warehouse & transport network strategy

• baseline and cost-to-serve analysis
• scenario design and evaluation (centralised/hybrid/decentralised)
• inventory and service trade-off modelling
• feasibility assessment and implementation roadmap

2) Distribution centre (DC) strategy and operating model design

• defining DC roles, service promise, and cut-offs
• capacity planning and peak management
• warehouse process design and productivity uplift
• technology considerations (WMS/TMS requirements and integration needs)

3) 3PL review and sourcing support

• performance and commercial health checks
• contract and rate card structure review
• governance and KPI design
• 3PL tender support: RFP documentation, evaluation, negotiation, mobilisation planning

4) Transport optimisation and tendering

• lane and shipment profile cleansing
• transport strategy (linehaul vs last-mile, metro vs regional segmentation)
• tender design, evaluation and negotiation support
• carrier onboarding and transition program management

5) Implementation and benefits realisation

• transition planning and cutovers
• operational playbooks and training
• KPI dashboards and governance cadence
• benefits tracking aligned with Finance

Most importantly: Trace’s approach is designed to reduce operational risk. Network change is disruptive if it’s done in isolation. Done properly, it becomes an orderly program with clear decision gates, measurable outcomes, and a transition plan that your sites can execute.

What to prepare if you’re considering a network review or tender

If you’re ready to move quickly, assemble:

Data

• shipment history (origin/destination, weight, cube, mode, service level)
• warehouse volumes (inbound/outbound, order profiles, peak factors)
• current warehousing and transport costs (including accessorials)
• inventory positioning and turns
• performance data (DIFOT/OTIF, claims, stock accuracy, lead times)
• contract details and expiry dates (3PL, transport, leases)

Stakeholders

• operations leaders (DC and transport)
• customer service/fulfilment owners
• procurement (tender governance)
• finance (benefits validation)
• IT (WMS/TMS/integrations)
• risk and safety (compliance, Chain of Responsibility)

The bottom line: optimise the network, then tender with purpose

If your warehouses are constrained, freight is blowing out, or service is slipping, a network optimisation program is often the fastest way to reset cost and performance at the same time. But the real value comes when strategy turns into procurement action—3PL reviews, transport tendering, and transition planning that actually deliver.

If you’re considering a DC strategy refresh, a 3PL review, or a transport tender, Trace Consultants can help you move from “we think we have a network problem” to a defensible plan and a controlled implementation—without gambling with service.

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Procurement cost-out programs for indirects and services (and how to run tenders that actually deliver)

A CFO’s question lands like a paperweight: “What can you pull out of the cost base in the next two quarters—without making life harder for frontline teams?”

If you’ve sat in that meeting, you already know the trap. You can chase quick savings, slash scope, squeeze suppliers, and declare victory… right up until service levels fall over, risks spike, and your inbox fills with escalations. Or you can take a disciplined approach—one that targets the real drivers of cost, keeps the business running, and creates savings that still exist next year.

That’s what a procurement cost-out program is meant to do.

And in Australia and New Zealand, where labour markets are tight, compliance expectations are rising, and many service categories are delivered across multi-site networks, it’s rarely as simple as “get three quotes”.

This guide is a practical playbook for running a procurement cost reduction program focused on indirect spend and outsourced services, plus the tender support moves that make (or break) results.

Why indirects and services are the fastest path to meaningful savings

When organisations talk about procurement, attention naturally goes to direct materials and core supply chain inputs. But for many sectors—health, aged care, government, education, retail, manufacturing, utilities, property-intensive businesses—the biggest immediate opportunity sits in indirect categories and services:

• Cleaning, security, waste and recycling
• Mechanical, electrical, plumbing (MEP) and planned maintenance
• Facilities management and grounds
• Labour hire, contingent workforce, recruitment
• IT managed services, telecoms, software, cloud
• Professional services (advisory, legal, marketing, engineering)
• Fleet, travel, uniforms, PPE
• Packaging, consumables, office and operational supplies
• Freight, courier, last-mile and specialist transport (often sits in indirects in many charts of accounts)

These categories are often:

• fragmented across sites and business units
• governed by legacy contracts and “set-and-forget” renewals
• full of scope creep and inconsistent service definitions
• impacted by price leakage (rates drift, variations, informal work orders)
• hard to compare because “apples vs oranges” service levels hide in the fine print

A well-run cost-out program doesn’t just “negotiate harder”. It fixes the fundamentals: what you buy, how you buy, how you manage it, and how you prevent savings from leaking away.

What “good” looks like in a procurement cost-out program

A cost-out program should achieve three things at once:

1. Real cashable savings (not just theoretical rate cards)
2. Operational stability (service doesn’t collapse)
3. Governance that holds (savings don’t evaporate after 90 days)

The best programs are structured, time-boxed, and brutally clear on decision rights. They’re built around:

• a single source of truth on spend and contracts
• a repeatable category approach (not a one-off scramble)
• strong stakeholder engagement (especially operations)
• a clean tender process that protects probity and reputation
• implementation planning that starts before the contract is signed

The 7 cost-out levers that work for indirects and services

If you want a simple mental model for indirect procurement savings, these levers cover most of the value:

1) Demand reduction (stop buying what you don’t need)

Not “cut everything”, but eliminate low-value activity:

• reduce reactive call-outs through planned maintenance
• remove duplicate services across sites
• standardise consumables and rationalise SKUs
• tighten approvals for discretionary professional services

2) Specification and scope optimisation (define service properly)

This is the biggest lever in services. Examples:

• rewrite cleaning scope based on actual foot traffic and risk zones
• set security coverage based on threat profile and site operating hours
• clarify inclusions/exclusions to stop variations becoming the norm
• define response times, reporting and escalation paths so “premium service” isn’t accidentally paid for everywhere

3) Consolidation and aggregation (use scale without creating fragility)

Combine sites, regions, or categories where it makes sense:

• fewer suppliers, clearer accountability, better pricing
• but avoid single points of failure—design contingencies into contracts

4) Competitive tension (go to market the right way)

Market testing still matters—but only when the scope is clear.

• strong RFP/RFQ design
• transparent evaluation criteria
• structured negotiation and BAFO (best and final offer) where appropriate

5) Rate and commercial optimisation (the “terms” matter)

For services, savings hide in:

• indexation clauses
• minimum charges and call-out rules
• variation rates
• mobilisation and transition costs
• payment terms and performance regimes
• gainshare models (when measured properly)

6) Compliance and buying-channel control (stop leakage)

If people can buy outside the contract, they will.

• catalogue and panel controls
• preferred supplier lists with real enforcement
• purchase order discipline
• contract registers and renewal gates

7) Performance management (keep savings alive)

Savings stick when:

• KPIs are measurable and meaningful
• reporting is consistent
• governance meetings drive action
• poor performance has consequences (and good performance is rewarded)

A step-by-step cost-out program structure that works (without torching relationships)

Below is a practical program structure used across many ANZ organisations. You can run it in phases, or as parallel workstreams depending on urgency and resourcing.

Phase 1: Baseline the truth (2–4 weeks)

You can’t save what you can’t see. Start by building a clear baseline:

• total spend by category, supplier, site, cost centre
• contract status (expiry, extensions, renewals, variations)
• rate cards and schedules (where they exist)
• service volumes (hours, call-outs, jobs, asset counts, occupancy)
• key stakeholders and decision makers

Watch-outs that derail baselines

• spend sitting in miscellaneous GL codes
• multiple supplier names for the same vendor
• services paid via credit card or “non-PO” channels
• contracts stored in inboxes or SharePoint folders with no owner
• “free” inclusions that appear later as chargeable variations

Output: A clean spend cube, a contract register, and a shortlist of categories with the biggest value-at-stake.

Phase 2: Rapid opportunity assessment (2–3 weeks)

For each priority category, you want a fast, defensible view of:

• what drives cost (scope, frequency, labour mix, asset condition, geography)
• where you’re paying for variability or ambiguity
• what the market looks like (supplier options, constraints, typical commercial models)
• what can be saved safely (without operational risk)

This is where strong stakeholder input matters. Your frontline teams often know exactly where waste sits—but they’ve never been asked in a structured way.

Output: A prioritised pipeline with an agreed approach per category:

• “Scope reset + tender”
• “Contract optimisation + renegotiate”
• “Demand levers + process change”
• “Hold – too risky / needs operational readiness first”

Phase 3: Design the category strategy (2–4 weeks per category)

This is the part that separates real savings from wishful thinking.

A category strategy for services should cover:

• service model options (in-house vs outsource vs hybrid)
• scope definition and service levels (what “good” is)
• lotting strategy (by region, site type, service bundle)
• supplier strategy (incumbents, challengers, specialists)
• commercial structure (fixed vs variable, indexation, performance incentives)
• transition plan and risk controls

Pro tip: If you want competitive bids, you must make it easy to price. Suppliers will price uncertainty as risk—and you’ll pay for it.

Output: A tender-ready Statement of Requirements / Scope of Services, a pricing schedule that forces comparability, and a clear evaluation method.

Phase 4: Tender support and go-to-market (4–10 weeks)

This phase is where procurement teams often do a lot of work—and still don’t get the outcome—because the process is either too light to create confidence or too heavy to move quickly.

Strong tender support includes:

• drafting RFP/RFQ documents that are unambiguous
• running bidder briefings and structured Q&A
• ensuring probity and transparency (especially in government and regulated environments)
• managing site walks and data rooms
• evaluating bids using agreed criteria (and documenting decisions)
• facilitating negotiations and BAFO
• aligning commercial terms, KPIs and transition obligations

Common tender mistakes

• vague scope → wildly different bids you can’t compare
• evaluation criteria written after bids arrive → governance pain
• “lowest price wins” → false economy and future variations
• leaving transition planning until contract award → chaos on day one

Output: A defensible selection, a signed contract with measurable performance terms, and a transition plan the business actually supports.

Phase 5: Implement and lock in benefits (ongoing)

If savings are not implemented, they’re not savings.

Implementation is where cost-out programs either become a success story—or a spreadsheet that no one believes.

What matters:

• mobilisation plan (people, reporting, site readiness)
• clear contract management roles (who holds the supplier to account)
• onboarding and comms to sites (how to request service, escalation paths)
• KPI dashboards and meeting cadence
• benefits tracking that Finance agrees with
• continuous improvement pipeline (so value continues beyond the tender)

Output: Controlled transition, visible performance, and savings that stick.

Tender support for indirects and services: what buyers actually search for (and what they need)

If someone is Googling terms like “procurement tender support”, “RFP services procurement”, “scope of services template”, or “strategic sourcing consulting”, they’re usually in one of these situations:

• An existing contract is expiring and they don’t trust the current pricing
• Service performance is inconsistent across sites
• Audit or probity pressure has increased (documentation matters)
• Budget pressure is immediate and they need savings in-year
• They’re about to consolidate suppliers and can’t afford disruption
• They’ve tried to tender before and the project stalled

So what do they actually need?

They need clarity

A tender succeeds when the service is well-defined:

• What is included? What isn’t?
• What are the service levels? How will they be measured?
• What volumes are real (and what is variable)?
• What assumptions are suppliers allowed to make?

They need comparability

Your pricing schedule must force bids into the same structure:

• fixed vs variable components
• hourly vs task-based rates
• call-out rules
• consumables and pass-through costs
• indexation and wage-related changes
• variations and non-routine work

They need governance and speed

The tender must be disciplined, not bureaucratic:

• set decision gates upfront
• keep evaluation criteria simple and relevant
• document key decisions
• avoid endless clarifications by fixing scope early

They need implementation realism

No one wants a “paper win”.
The best tender support builds implementation into the selection:

• transition method and resourcing
• reporting capabilities
• industrial relations considerations
• subcontractor management
• safety and compliance requirements
• site onboarding plan

The categories where cost-out programs commonly unlock value (without compromising service)

Every organisation is different, but these are frequent “sweet spot” categories in Australia and New Zealand:

Property and facilities services

Cleaning, security, maintenance, waste, grounds—high labour content, high variation risk.
Savings often come from scope definition, site segmentation, and commercial structure.

IT and telecoms

Managed services, licensing, cloud, mobile/fixed networks.
Savings often come from demand controls, contract terms, benchmarking and rationalisation.

Labour hire and contingent workforce

A big lever when service demand is volatile.
Savings often come from panel design, rate cards, role standardisation and governance.

Professional services

Advisory, engineering, legal, marketing.
Savings come from rate structures, clear brief templates, scope control and preferred supplier discipline.

MRO and operational consumables

Often fragmented across sites.
Savings come from SKU rationalisation, catalogue discipline, and supplier consolidation.

“Why didn’t we get the savings?” The painful reasons cost-out programs fail

If you’ve seen a cost-out initiative stall, it’s rarely because procurement didn’t work hard enough. It’s usually one of these:

1. No operational buy-in
   Stakeholders weren’t involved early, so the business resists change later.
2. Scope ambiguity
   Suppliers price risk. Then variations appear. Then costs creep back.
3. Savings counted twice
   Finance and business units both claim the same benefit—or savings are “rate-based” with no volume reduction.
4. Implementation not planned
   Tender finishes; transition begins; everything gets messy.
5. Governance too weak
   Sites keep buying off-contract, or contract management is under-resourced.
6. Supplier relationship mishandled
   Incumbents feel blindsided, performance slips, or knowledge walks out the door.
7. The program is too broad
   Ten categories start at once and nothing gets finished.

A strong program keeps the scope manageable, stages the work, and makes decision gates explicit.

A practical “30-day quick wins” checklist for indirect procurement

If you need momentum fast, these moves are often safe and effective:

• Build a simple contract register and renewal calendar
• Freeze informal extensions unless reviewed
• Standardise purchase order usage for top spend categories
• Identify top 20 suppliers in indirect spend and confirm:
  • contract status
  • current rates
  • known pain points
  • key contacts and governance cadence
• Review top recurring variations in services contracts (what’s driving them?)
• Implement an interim “preferred supplier” rule for discretionary professional services
• Create a one-page scope brief template for any new services engagement
• Start benefits tracking early, with Finance aligned on definitions

Quick wins aren’t the full program—but they reduce leakage and create immediate control.

How Trace Consultants can help: procurement cost-out, category strategy and tender support

Running a cost-out program while keeping the business running takes more than good intent. It takes capability across analytics, category strategy, stakeholder alignment, tender execution, and implementation discipline.

Trace Consultants supports Australian and New Zealand organisations with end-to-end procurement cost-out programs—particularly in indirects and services, where scope definition and commercial structure drive outcomes.

Here’s what that support typically looks like.

1) Rapid procurement diagnostic and value-at-stake assessment

• spend and contract baseline
• opportunity identification by category
• prioritised savings pipeline
• risk and implementation readiness assessment

Best for: organisations that know savings are needed but want a defensible plan before going to market.

2) Category strategy and scope of services redesign

• stakeholder workshops to define service requirements
• scope optimisation and standardised service levels
• lotting strategy across sites/regions
• commercial model design (fixed/variable/indexation/performance)

Best for: cleaning, security, maintenance, waste, labour hire, professional services—any category where ambiguity causes cost creep.

3) Tender support (RFP/RFQ) and supplier selection

• tender documentation and data room setup
• bidder management and structured Q&A
• evaluation scorecards and governance packs
• negotiation support and contract finalisation

Best for: teams that need pace, probity, and a process that stands up to scrutiny—without dragging on for months.

4) Implementation and benefits realisation

• transition planning and mobilisation support
• KPI dashboards and governance cadence
• contract management uplift
• benefits tracking aligned with Finance

Best for: organisations that have had “paper savings” before and want results that survive day-to-day operations.

5) Building internal capability so the savings stick

Cost-out shouldn’t be a once-every-three-years emergency. Trace can help uplift:

• category management rhythms
• procurement governance and policies
• sourcing playbooks and templates
• contract management and supplier performance routines

Best for: organisations that want repeatable savings, not one-off wins.

What to prepare before you start (a simple data and stakeholder list)

If you’re planning a procurement review or tender, you’ll move faster if you assemble:

Data

• 12–24 months of spend by supplier and cost centre
• contract list with expiry dates and extension clauses
• current rate cards and schedules
• service volumes: headcount, occupancy, asset registers, job logs, site hours
• performance data (if available): incidents, response times, SLA breaches
• any known constraints: union/IR considerations, security requirements, accreditation

Stakeholders

• procurement lead (process and governance)
• operational owner(s) for each category
• Finance partner (benefits validation)
• Legal/probity (contract and compliance)
• Risk/HSE (safety and regulatory)
• IT (where systems or access controls are involved)

Frequently asked questions (procurement cost-out + tender support)

How long does a cost-out program take?

A focused program can deliver outcomes in months, but the timeline depends on:

• number of categories in scope
• contract expiry dates
• data quality and stakeholder availability
• complexity of transition (especially for labour-heavy services)

A pragmatic approach is to run a pipeline: some categories renegotiate quickly, others tender, and a few require operational readiness first.

Is tendering always the answer?

No. Some categories are better served through:

• scope reset + renegotiation
• demand levers and policy control
• panel refresh (especially for professional services)
• contract consolidation after internal alignment

Tendering works best when scope is clear and the market has genuine options.

How do we avoid savings leaking away?

Savings stick when you control:

• buying channels (catalogues, PO discipline, approvals)
• contract management and KPI governance
• service request workflows (how sites engage suppliers)
• variation approvals and reporting
• benefits tracking agreed with Finance

How do we keep suppliers engaged and service stable during a cost-out?

Transparency and structure matter:

• communicate timelines clearly
• keep incumbent performance expectations steady
• avoid “surprise tenders” where possible—signal intent early
• run a fair process
• plan transition properly so frontline teams aren’t disrupted

The bottom line: cost-out that doesn’t create operational debt

Procurement cost-out programs can be one of the fastest, most controllable ways to reduce cost—especially in indirects and services. But the organisations that win are the ones that treat it as a disciplined business program, not a frantic price squeeze.

If your organisation is facing cost pressure, contract renewals, inconsistent service performance, or simply a sense that indirect spend has grown without enough control, a structured cost-out program can reset the baseline—and create savings that last.

If you want to explore what a pragmatic, low-disruption procurement cost-out program could look like for your organisation, Trace Consultants can help—from rapid diagnostics and category strategy through to tender support, implementation, and benefits realisation.

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Co-authored by Tim Fagan (Senior Manager) and Shanaka Jayasinghe (Partner), Trace Consultants

There’s a familiar moment in too many organisations: the strategy deck gets approved, the steering committee congratulates itself, and then… everyone goes back to their day jobs.

Not because people don’t care. Not because the strategy is bad. But because the organisation hasn’t built the machinery to follow through—to turn intent into operating rhythms, behaviours, decisions, capability, and measurable outcomes.

In our work across Australia and New Zealand, we see it in every corner of the service and supply chain landscape: procurement transformation plans that never shift buying behaviour, workforce strategies that don’t change rostering on the floor, technology roadmaps that create more tools than adoption, and operating model designs that look tidy on a slide but collapse under Monday-morning reality.

The key takeaway is blunt by design:

Strategy fails without follow-through. The differentiator isn’t who can write the smartest recommendations—it’s who can help the organisation do the work. That bias to “doing” rather than “advising” is exactly where boutique specialised firms like Trace can add outsized value.

This article is a practical guide to closing the strategy-to-implementation gap. No hype. No magic frameworks. Just the disciplines that consistently separate strategies that sit on shelves from strategies that change performance.

The uncomfortable truth: execution is where strategies go to die

Harvard Business Review has long pointed out that two-thirds to three-quarters of large organisations struggle with execution—even when their strategy is sound.  That’s not a niche problem. It’s the default risk profile of change.

McKinsey’s work on transformations echoes the same theme: success remains elusive, and leaders often “lose from day one” when they don’t lock in the conditions that realise benefits.

Put simply: strategy is necessary, but it’s not sufficient.

In fact, a great strategy can make execution harder if it:

• creates too many initiatives at once
• spreads accountability thin
• assumes behaviour will change because a document says so
• depends on capabilities the organisation doesn’t yet have
• underestimates the operational drag of “business as usual”

The gap isn’t between thinking and doing. It’s between deciding and delivering.

Why strategy execution fails in the real world

Most post-mortems blame vague things: “lack of alignment”, “change resistance”, “competing priorities”.

Those are symptoms. The underlying failure modes are usually more specific and fixable.

1) No single owner is accountable for outcomes

A strategy may have “sponsors”, “stakeholders”, and “workstreams”—but if nobody owns a measurable outcome end-to-end, delivery becomes everyone’s problem and nobody’s job.

2) The organisation confuses activity with progress

Milestones get ticked off (workshops held, papers written, systems configured), while service levels, cost-to-serve, lead times, compliance metrics, or workforce stability barely move.

3) Coordination breaks down across functions

HBR’s work highlights a common myth: execution isn’t simply about vertical alignment; it’s about coordination across units that rely on each other.  That’s where strategies quietly unravel—handoffs, dependencies, and “someone else needs to do that part first”.

4) The plan ignores operational reality

Strategies often assume:

• perfect data
• stable demand
• ample change capacity
• cooperative stakeholders
• uninterrupted funding
• available talent
• time for training

Then reality shows up.

5) Change is treated as communications

A few emails and a town hall do not change behaviour. Kotter’s classic work on why transformation efforts fail lays out predictable pitfalls—like not creating urgency, not building a guiding coalition, and not anchoring changes into culture.

6) Benefits are not owned, measured, or protected

Even when early wins appear, they leak away because:

• definitions aren’t agreed
• baselines aren’t credible
• operational leaders aren’t accountable
• tracking becomes optional
• improvements aren’t embedded into standard work

McKinsey notes that certain actions are especially predictive of realising financial benefits—meaning benefits don’t happen by accident.

If any of this feels familiar, it’s because most organisations have built strong muscles for analysis and planning—and weaker muscles for disciplined delivery.

Implementation is not “the next phase”. It’s the strategy.

Here’s the mindset shift we want leaders to make:

Strategy is not a document. It’s a set of choices plus a delivery system.

If the delivery system is weak—governance, ownership, capability, cadence, measurement—then even brilliant choices fade into the background noise of BAU.

Implementation requires deliberate design:

• what will change (process, tech, roles, behaviours)
• who will own it (clear accountability, not committees)
• how work will be delivered (delivery engine and cadence)
• how change will stick (capability, incentives, standards)
• how value will be proven (benefits tracking and course-correction)

This is where boutique specialised firms can differentiate. It’s not that “big firms can’t implement”. It’s that many large programs become optimised for producing recommendations, artefacts, and governance rituals—rather than accelerating decisions and embedding change into operations.

The most valuable partners are the ones who roll up sleeves and help teams do the work: design, build, test, train, deploy, stabilise, improve.

The follow-through playbook: how to make strategy real

Below is a practical, repeatable approach we use in implementation-heavy work (supply chain, procurement, workforce, service operations, enabling technology). It’s not glamorous. It’s effective.

1) Translate strategy into a small number of “moves”

The fastest way to kill execution is to pursue everything.

A strategy should become a handful of moves that can be explained without slides. For example:

• redesign demand planning and inventory policies
• standardise procurement categories and contract governance
• optimise warehouse operating model and workforce standards
• uplift rostering capability to stabilise service and labour cost
• modernise reporting and operational control towers
• digitise specific workflows that reduce admin load and rework

Each move needs:

• a measurable outcome
• a target date (and interim measures)
• a clear owner
• the minimum scope required to move the metric

If you can’t articulate the moves, you don’t have an executable strategy—you have a wish list.

2) Build a delivery backbone (the “engine room”)

Strategies commonly rely on hope: “people will just do it.”

Instead, create a delivery backbone that answers:

• what are we delivering, this week?
• who is accountable?
• what decisions are needed, by when?
• what blockers exist, and who removes them?
• how are we tracking outcomes, not just tasks?

This can be a lightweight PMO or a transformation office, but the key is discipline, not bureaucracy.

A good delivery backbone:

• protects focus (fewer priorities, clearer sequencing)
• accelerates decisions (short cycles, documented trade-offs)
• makes progress visible (simple dashboards, honest status)
• keeps the organisation aligned (one narrative, one plan)
• prevents “quiet failure” (where programs drift without anyone saying it)

3) Design the operating model before you configure systems

A common trap: buy or configure technology, then try to force the operating model to fit the tool.

Implementation works better when you lock in:

• roles and accountabilities
• decision rights
• standard work (what good looks like)
• escalation paths
• performance metrics

Then configure technology to support that model—rather than hoping technology will create it.

This applies whether you’re implementing an ERP module, a planning system, a rostering platform, a procurement suite, or a low-code workflow.

4) Treat change as capability building, not messaging

If you want different results, people need:

• new skills
• new routines
• new tools they trust
• support while learning
• reinforcement (standards, coaching, consequences)

Kotter’s eight-step logic still lands because it focuses on building momentum through urgency, coalition, wins, and culture—rather than assuming change happens because leaders announced it.

Pragmatically, this means:

• train people in the work they actually do (not generic system training)
• embed “super users” and frontline champions
• run simulations and dry runs before go-live
• remove admin steps that compete with adoption
• set up a hypercare period with real support
• make new ways of working the default, not optional

5) Make benefits real, measurable, and owned

If benefits aren’t owned, they’re imaginary.

Effective benefits realisation includes:

• a baseline agreed with Finance and operations
• a clear definition (what counts, what doesn’t)
• leading indicators (early signs of movement)
• owners who can actually influence outcomes
• regular review where leaders act on what they see

McKinsey’s research reinforces that benefits realisation is tied to specific actions and conditions—meaning it needs active management, not passive reporting.

6) Run implementation in thin slices—prove value, then scale

Long, monolithic programs tend to:

• delay value
• increase risk
• exhaust stakeholders
• amplify scope creep

A better approach is to deliver in thin slices:

• pick one site, one workflow, one category, one roster cohort
• implement, stabilise, measure
• refine the model
• scale what works

This is how you build confidence and momentum without betting the farm.

“Doing” is the differentiator: why boutique specialised firms win in implementation

There’s a reason boutique firms can punch above their weight in delivery-heavy work:

We stay close to the operational detail

Implementation succeeds in the gritty details: how a planner actually forecasts, how a warehouse shift hands over, how a nurse in charge redeploys staff during a surge, how a buyer uses contracts, how exceptions are managed.

We bridge strategy, operations, and enabling tech

Most programs fail at the seams—between the “strategy people”, the “process people”, and the “systems people”. Boutique specialists can integrate these perspectives without turning every handoff into a new meeting series.

We build capability, not dependency

The goal isn’t to run your business forever. It’s to transfer a workable model, the tools to manage it, and the routines to sustain it.

We bias toward practical outcomes

Less theatre. More traction. The bar is simple: does this change improve service, cost, compliance, or workforce sustainability in a measurable way?

That last point matters in Australia and New Zealand right now. Organisations are operating in a tighter environment—labour cost pressure, service expectations rising, and constrained change capacity. The partners who can help you do the work (not just describe it) are the ones who create value.

What implementation looks like across common transformation areas

To make this tangible, here are examples of how “follow-through” plays out in areas Trace is often engaged in. (No made-up case study figures—just the types of work that move outcomes.)

Supply chain and logistics strategies

A strategy might call for “improved service, lower cost-to-serve, and reduced inventory”.

Follow-through looks like:

• defining service policies and inventory settings that match customer promise
• standardising planning cadences (S&OP/IBP routines)
• redesigning warehouse operating models (waves, pick paths, replenishment disciplines)
• clarifying roles (who owns forecast, who owns bias, who owns exceptions)
• implementing reporting that operational leaders actually use
• training teams in new ways of working and stabilising the change

Procurement transformation

A strategy might call for “category management uplift and savings”.

Follow-through looks like:

• building category pipelines with accountable owners
• improving data and spend visibility (definitions matter)
• standardising sourcing and contract governance
• embedding compliance into daily buying workflows
• establishing supplier performance routines (not occasional reviews)
• creating tools/templates that reduce cycle time and lift consistency

Workforce planning and rostering

A strategy might call for “meeting service targets while controlling labour costs”.

Follow-through looks like:

• demand and workload modelling (not just averages)
• defining staffing standards and skill mix requirements
• clarifying decision rights (who approves overtime, agency, surge changes)
• implementing scheduling tools aligned to operating model
• building fairness and transparency into rostering rules
• improving real-time visibility so leaders can act early

Enabling technology and workflow automation

A strategy might call for “digitisation and efficiency”.

Follow-through looks like:

• selecting high-value workflows (not platform sprawl)
• designing minimum lovable workflows (adoption-first)
• integrating lightly but intentionally
• building support models so tools don’t become shelfware
• measuring the reduction in admin time, rework, delays, and errors

This is the point: implementation is not a generic phase. It’s the craft of converting intent into a working system.

The implementation checklist leaders can use tomorrow

If you’re leading a strategy right now, ask these questions:

1. What are the 3–5 moves we’re actually making?
   If it’s 12 moves, it’s probably 3 moves pretending to be 12.
2. Who owns each outcome end-to-end?
   Not “supports”. Owns.
3. What will be different on the frontline in 30, 60, 90 days?
   If you can’t answer, you may be building artefacts, not change.
4. What’s our delivery cadence?
   Weekly rhythm, decision points, escalation mechanism.
5. What capabilities must change for this to work?
   Skills, routines, standards, tools.
6. How will we measure progress in outcomes (not activity)?
   Baselines, leading indicators, benefits owners.
7. What will we stop doing to make room for this?
   Implementation fails when it’s added on top of BAU with no trade-offs.

These questions sound simple. They’re hard because they force clarity.

How Trace Consultants can help

Trace is a boutique, specialised advisory firm—but our edge is not the advice. It’s the follow-through.

We help organisations across Australia and New Zealand bridge the gap between strategy and delivery by focusing on what actually drives outcomes: operating models, process discipline, enabling tech that gets adopted, and governance that accelerates rather than slows.

Here are common ways we support clients:

1) Strategy-to-implementation mobilisation

• translate strategy into a small set of executable moves
• define scope, sequencing, and resourcing
• establish governance that supports decisions and delivery
• set up benefits frameworks with Finance and operations

2) Program delivery and PMO support

• build a practical delivery backbone (cadence, reporting, escalation)
• manage dependencies across functions and vendors
• maintain focus on outcomes and risk reduction
• provide hands-on project and change resources where capacity is tight

3) Operating model and process implementation

• design standard work and role clarity
• embed routines (planning cycles, performance cadence, decision rights)
• support frontline adoption through training, coaching, and hypercare

4) Technology enablement with adoption at the centre

• requirements grounded in real workflows
• vendor and solution evaluation support
• implementation planning that protects time-to-value
• post go-live stabilisation and continuous improvement

5) Benefits realisation and performance uplift

• define measurable outcomes and baselines
• track leading indicators and embed accountability
• course-correct early (before “quiet failure” sets in)

We’re at our best when the job is not just to recommend—but to deliver, embed, and transfer capability. That’s the “doing” that makes boutique specialised firms valuable.

Closing thought: follow-through is the real strategy

Most strategies don’t fail because the analysis was wrong. They fail because the organisation didn’t build the conditions to execute—ownership, delivery rhythm, capability, adoption, measurement.

That’s why implementation is everything.

If you’re about to launch (or rescue) a transformation—supply chain, procurement, workforce, service operations, enabling tech—Trace can help you turn the plan into a working system and measurable outcomes.

Because at the end of the day, nobody rewards a beautiful strategy deck.

They reward results.

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The Rostering Puzzle: Strategic Workforce Planning for Variable Demand

By Tim Fagan, Senior Manager, Trace Consultants

If you’ve ever walked into a morning handover and felt the tension before anyone’s said a word, you’ll know exactly what I mean by the rostering puzzle.

The phones are already ringing. A few people have called in sick. Demand has spiked in a way last week’s roster didn’t predict. Someone’s asked for compassionate leave. A new compliance rule has landed. And the service target everyone is measured on—response time, waitlists, patient ratios, visit windows, incident coverage—doesn’t care that humans are not Lego blocks.

In Australia and New Zealand, this problem has become harder, not easier. Labour markets have been volatile. Costs have moved. Industrial relations and leave compliance are evolving. Australia’s Annual Wage Review increased the National Minimum Wage and modern award minimum wages by 3.5% from 1 July 2025, adding real pressure to already tight service budgets.  And in sectors like aged care, award changes flowing from the Aged Care Work Value Case have introduced staged changes and pay rate increases (with key changes taking effect from January 2025 and additional increases from October 2025).  Meanwhile, broader workplace reforms under the “Closing Loopholes” laws have rolled out in phases between late 2023 and August 2025, changing the IR landscape that rostering teams operate within.

New Zealand organisations have their own complexity curve. Leave compliance has been a long-running headache for employers, and Cabinet decisions in August 2025 signalled a move toward new employment leave legislation intended to replace the Holidays Act 2003 with a simpler model.  (If you’ve lived through Holidays Act remediation projects, you don’t need me to explain why “simpler and more workable” gets attention.)

So here’s the key takeaway I want to land:

Strategic workforce planning and rostering is about meeting service targets while managing the specific complexities of shifts and labour costs in a volatile Australian market—across aged care, hospitals, and other labour-intensive organisations.

This isn’t a “get better at scheduling” pep talk. It’s a practical guide to lifting rostering out of reactive firefighting and into a controlled, measurable capability—without losing the human element that service organisations run on.

Why rostering feels harder than it “should” be

Most organisations treat rostering as an operational function: build the roster, fill gaps, approve swaps, manage overtime, repeat.

But in reality, rostering is the point where three forces collide:

1. Demand volatility (what the service needs)
2. Workforce supply constraints (who is available, skilled, and safe to deploy)
3. Cost and compliance (awards, fatigue, leave rules, budgets, industrial arrangements)

When those three are stable, rostering is straightforward.

When they’re not—and in many sectors they aren’t—rostering becomes a daily puzzle with moving pieces. The “best” roster on paper can fail in the first two hours of the shift if it doesn’t reflect how demand actually behaves.

Demand isn’t just volume. It’s shape.

Aged care demand isn’t evenly spread across a day. Hospitals don’t experience “average” ED arrivals. Facilities teams don’t get breakdowns according to neat weekly patterns. Call centres don’t receive a perfectly smooth call rate. Hospitality doesn’t staff to the average Friday; it staffs to the Friday where a major event is on, plus a bus tour turns up early.

The shape of demand—peaks, troughs, seasonality, event-driven surges—matters as much as the total volume.

Supply is more than headcount.

In labour-intensive services, capacity isn’t “number of people on payroll”. It’s:

• skills and scope (who can do what safely)
• fatigue limits (who shouldn’t do more)
• location and travel (who can get where, and when)
• shift preferences and retention risks (who will quit if this becomes unsustainable)
• compliance (minimum breaks, maximum hours, award rules)
• reliability (availability, sickness trends, unplanned leave)

If you’ve got the headcount but the wrong skill mix, you still don’t have capacity.

Cost is no longer just “overtime vs base”

Cost is now a broader system problem. Wage increases and award changes flow through base rates, allowances, penalties, classifications, and career structures.  In some sectors, cost pressures are compounded by agency reliance, backfill practices, and the hidden cost of turnover. And reforms that alter the employment landscape can shift how organisations think about casualisation, labour hire, and workforce models.

The difference between rostering and workforce planning

A useful distinction:

• Rostering is the weekly (or fortnightly) act of allocating people to shifts.
• Strategic workforce planning is the ongoing discipline of ensuring you have the right workforce capacity, composition, and deployment model to meet demand—now and into the future.

If you only roster, you’re forever reacting.

If you plan strategically, rostering becomes the execution arm of a deliberate design.

In practical terms, strategic workforce planning answers questions like:

• What demand do we need to meet, and how variable is it?
• What service targets are non-negotiable (and which are negotiable)?
• What workforce mix do we need (full-time, part-time, casual, agency, contractors)?
• Where are the structural bottlenecks (skills, locations, time windows)?
• What should “good” look like in terms of overtime, leave cover, and utilisation?
• Which constraints are real, and which are self-imposed by legacy policies?

Then rostering becomes less about guesswork and more about optimising within known rules.

A practical framework for variable demand rostering

When demand is volatile, you don’t win by chasing perfection. You win by building a system that is resilient, measurable, and fair.

Here’s a framework we use across labour-intensive environments.

1) Start with the service promise (and be brutally clear)

Service organisations often carry a quiet contradiction:

• “We will meet our service targets.”
• “We must reduce labour costs.”
• “We must protect wellbeing and retention.”

You can pursue all three, but only if you define what “service targets” actually mean.

Examples of service promises:

• Aged care: visit windows, continuity of care, safe ratios, response times for incidents
• Hospitals: safe staffing, surge capability, theatre utilisation, ward coverage, ED flow
• Local government: response times for critical maintenance and emergencies
• Facilities: compliance coverage, after-hours readiness, fault response
• Contact centres: answer times, abandonment rates, quality scores

Once you define the promise, you can translate it into demand drivers and coverage requirements.

If you can’t articulate the service promise in plain language, your roster will always be a compromise that nobody owns.

2) Understand demand properly (not just averages)

Most rosters are built off historical averages or manager intuition.

That’s not enough when demand is variable.

Better demand understanding includes:

• peak day vs average day analysis
• intra-day patterns (hourly shape, not daily totals)
• event impacts (public holidays, school holidays, major events, planned outages)
• seasonal shifts
• lead indicators (referrals, bookings, call volumes, admissions forecasts)
• “failure demand” (rework and repeat tasks caused by poor first-time resolution)

A useful question to ask: What proportion of today’s work was predictable a week ago?
If the answer is “most of it”, your issue might be process, not forecasting. If the answer is “hardly any”, your workforce model likely needs more flexibility and faster redeployment mechanisms.

3) Translate demand into workload, and workload into staffing

Demand signals only become useful when converted into workload.

Workload is the combination of:

• task volumes
• task durations
• travel time (where relevant)
• variability (standard deviation matters)
• non-productive time (handover, admin, safety checks)
• escalation overheads

From there, staffing needs can be modelled by:

• coverage requirements (minimums, ratios, “always-on” coverage)
• productive hours per shift after breaks
• skill mix rules
• fatigue and safety rules
• allowance for unplanned absence (shrinkage)

This is where a lot of rosters fall over: they roster to headcount, not workload. The result is either chronic understaffing (and overtime) or chronic overstaffing (and frustration about cost).

4) Design a workforce mix that matches volatility

Variable demand is not solved purely by “better rostering software”. It’s solved by aligning the workforce model to demand characteristics.

Common levers include:

• more flexible part-time structures (instead of forcing full-time patterns everywhere)
• planned “float” roles (not as a punishment, but as a designed capability)
• split shifts or staggered starts (where appropriate and agreed)
• internal banks/pools for backfill
• cross-skilling to increase redeployability
• clearer rules for overtime and call-in (to avoid ad hoc inequity)
• agency use as a last resort, with controls and learning loops

In aged care and hospitals, this can also include explicit surge capacity models—because pretending surges won’t happen doesn’t make them disappear. It just shifts the impact onto people at the worst possible moment.

5) Build rosters around constraints, but challenge the right ones

Constraints are real in service environments. The trick is distinguishing:

• constraints that protect safety and fairness, and
• constraints that exist because “we’ve always done it that way”.

Common constraints worth testing:

• overly rigid shift start times that don’t match demand peaks
• “everyone rotates equally” rules that ignore skill needs
• blanket rules about weekends/nights that drive perverse outcomes
• cumbersome approval processes for swaps and minor adjustments
• policies that force managers to hoard staff “just in case”
• lack of clarity on what can be flexed during surge conditions

When constraints are unclear, rosters become negotiation documents instead of operational tools.

The rostering realities in aged care

Aged care rostering is particularly complex because demand is both:

• predictable (regular care needs), and
• unpredictable (incidents, acuity changes, staff absences, family needs)

Add to that:

• workforce shortages in many markets
• wage and award changes flowing through classifications and pay structures
• heavy compliance load and documentation requirements
• high emotional labour and burnout risk
• continuity of care expectations (relationships matter)

In this environment, “just add casuals” isn’t a strategy. It can erode continuity and increase training burden.

What tends to work better:

• designing a stable core roster that covers predictable workload
• building a structured flexibility layer (bank/pool, planned floats)
• using demand signals to plan rather than react (e.g., known high-risk periods)
• simplifying admin so frontline staff spend time on care, not paperwork
• making fairness explicit (so overtime and unpopular shifts don’t become political)

There’s also a wider funding and compliance context. Government guidance has been issued to support providers in implementing wage increases linked to the Aged Care Work Value Case.  This is a reminder that rostering is not just “operations”—it’s tied directly to funding, compliance, and workforce sustainability.

The rostering realities in hospitals

Hospitals are where rostering meets complexity at speed.

Demand is volatile (ED arrivals, bed flow, theatre overruns), and staffing is constrained by:

• strict skill requirements
• patient safety and minimum coverage needs
• fatigue and overtime limits
• industrial arrangements and agreements
• the operational reality that handovers, breaks, and supervision take time

The common trap is to treat rosters as fixed artefacts. But in hospitals, the real game is dynamic capacity management—knowing what levers exist when the day deviates from plan.

Effective approaches often include:

• rosters built with explicit surge rules (what triggers escalation, who is contacted, what gets deferred)
• better use of predictive indicators (bed management, elective schedules, known demand drivers)
• clear governance around overtime and additional shifts (safe, fair, and consistent)
• skill-based allocation rather than purely “equal rotation”
• realistic staffing models that include non-patient-facing workload

And importantly: a shared view of demand, workforce, and constraints—not separate spreadsheets living in silos.

“Other labour intensive organisations”: where the same puzzle shows up

The rostering puzzle isn’t limited to healthcare.

You see the same structural dynamics in:

• disability and community services (variable demand, travel, skills)
• hospitality and venues (event-driven peaks, late changes, casual workforce)
• manufacturing and processing (shift coverage, overtime, fatigue, absenteeism)
• warehousing and logistics (seasonality, cut-off times, volume spikes)
• facilities and maintenance (reactive work + compliance coverage)
• contact centres (volume variability + quality requirements)
• emergency services support functions (readiness + cost control)

The specifics differ, but the underlying challenge is the same:

How do we meet service targets when demand moves—and do it without blowing out labour cost or burning out the workforce?

The cost side: labour costs aren’t just “too much overtime”

Overtime is the visible symptom, but the underlying cost drivers are usually structural:

• mismatch between roster shape and demand shape
• poor shrinkage planning (sick leave, training, admin time)
• excessive reliance on agency due to lack of internal flexibility
• rework and inefficiency that inflate workload
• turnover that creates permanent training overhead
• fragmented scheduling practices across sites/teams
• lack of real-time visibility, leading to “just in case” staffing

Wage increases and award changes amplify these issues. A 3.5% wage increase flows through every hour you roster.  If your roster design is inefficient, that inefficiency just got more expensive.

This is why strategic workforce planning matters: it targets the system, not just the symptom.

Technology: helpful when it supports decisions, harmful when it replaces them

Rostering technology can be powerful. It can also become shelfware if it’s not aligned to the operating model.

Good rostering tech supports:

• demand-based staffing models
• skill and credential constraints
• fair allocation rules
• shift bids/swaps with governance
• fatigue management and compliance checks
• real-time coverage visibility
• reporting that managers actually trust

But technology won’t fix:

• unclear service targets
• broken handovers
• inconsistent role expectations
• lack of accountability for staffing decisions
• policies that incentivise gaming
• poor data definitions (e.g., what counts as “productive time”)

In New Zealand, leave complexity has been a recurring pain point for payroll and rostering, and reforms are explicitly trying to reduce uncertainty and compliance burden.  That context matters when selecting systems and designing processes—because “leave” is never just an HR function in a shift-based environment. It’s a rostering constraint that affects coverage and cost every day.

The human side: fairness is a performance lever

Rostering discussions often get stuck on numbers: hours, FTE, overtime cost.

But fairness is a major driver of performance, retention, and discretionary effort.

If staff believe the roster is:

• inconsistent,
• biased,
• opaque, or
• constantly changed without consultation,

you’ll pay for it in absenteeism, turnover, and conflict.

Fairness doesn’t mean “everyone gets the same”. It means:

• the rules are clear,
• the reasoning is understood,
• the trade-offs are transparent,
• and people feel respected.

In practical terms, that can look like:

• published rules for overtime allocation
• transparent shift swap processes
• clear escalation triggers for surge rosters
• genuine consultation on roster changes
• rostering decisions supported by data, not favouritism

A “fair enough” roster is often more sustainable than a theoretically optimal one that nobody trusts.

A simple maturity model: where are you today?

If you want a quick self-check, consider these stages:

Stage 1: Reactive rostering

• built on intuition
• constant last-minute changes
• overtime and agency are default fixes
• limited visibility

Stage 2: Rules-based rostering

• basic compliance is embedded
• shift templates exist
• still relies heavily on manual intervention
• demand is loosely understood

Stage 3: Demand-informed rostering

• demand patterns drive shift design
• workload modelling exists
• shrinkage is planned
• clear governance on changes

Stage 4: Integrated workforce planning

• workforce mix is designed for volatility
• skills and training pipelines align to demand
• scenario planning is routine
• technology supports decisions end-to-end

Most organisations sit somewhere between Stage 1 and Stage 3. The good news is you don’t need to jump straight to Stage 4 to see benefits. Often, the biggest gains come from moving one stage forward with discipline.

What “good” looks like: measurable outcomes that matter

Rather than promising magic, it’s better to focus on outcomes you can track credibly:

Service outcomes

• coverage reliability
• response times / waitlists
• missed visits / delayed jobs
• patient or client experience measures (where applicable)

Workforce outcomes

• unplanned absence rates
• overtime hours (and distribution fairness)
• roster stability (how often it changes last minute)
• retention signals and turnover

Cost outcomes

• total labour cost per unit of service
• agency usage and reasons
• premium hours (penalties, overtime) as a proportion of total
• rework cost (repeat visits, repeat calls)

These measures help you move the conversation from “rostering feels bad” to “here’s what’s driving it, and here’s what we’re changing”.

How Trace Consultants can help

Rostering is one of those capabilities that touches everything—service, finance, people, compliance, technology. That makes it easy for it to fall between organisational cracks.

Trace Consultants helps clients solve the rostering puzzle by bringing structure to that complexity—without losing sight of the realities on the floor, in the ward, on the road, or on the phones.

Here’s how we typically support organisations across Australia and New Zealand:

1) Demand and workload analysis for variable environments

We help you understand demand patterns properly (including peaks and volatility), translate demand into workload, and build staffing models that reflect reality rather than averages.

2) Workforce mix and operating model design

We assess how your workforce is currently structured (full-time/part-time/casual/agency), identify where rigidity is creating cost or service risk, and design a mix that can absorb volatility more sustainably.

3) Rostering governance, rules, and fairness

We help define clear rostering principles—overtime allocation, surge triggers, swap rules, approval pathways—so rostering becomes consistent and defensible, not a weekly negotiation.

4) Technology selection and enablement (without the shelfware)

We support requirements definition, vendor evaluation, and implementation planning in a way that prioritises adoption, usability, compliance, and measurable outcomes—rather than feature lists.

5) Benefits tracking and continuous improvement

We establish performance measures tied to service outcomes, workforce wellbeing, and cost-to-serve, then embed routines so improvements stick beyond the project.

We don’t make up numbers. We don’t sell silver bullets. We help you build a workforce planning and rostering capability that matches the complexity of your service environment—and holds up on Monday morning, not just in a PowerPoint.

Final thought: the puzzle doesn’t disappear, but it can become solvable

If demand were stable, rostering would be admin.

But demand isn’t stable—and in Australia and New Zealand, the cost and compliance environment adds an extra layer of pressure. Wage changes, sector-specific award adjustments, and broader reforms mean labour decisions carry more weight than ever.

The goal isn’t to build the “perfect roster”. The goal is to build a system where:

• service targets are clear,
• demand is understood,
• staffing is modelled realistically,
• workforce flexibility is designed (not improvised),
• fairness is visible,
• and decisions are supported by good data and governance.

That’s when the rostering puzzle stops feeling like chaos—and starts feeling like a capability.

If you’re ready to move from reactive rostering to strategic workforce planning, Trace Consultants can help you define the pathway and deliver it in a way that suits your workforce, your customers, and your budget.

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Don’t Build a Ferrari to Deliver Pizza: Right-Sizing Tech for Your Service Chain

By Tim Fagan, Senior Manager, Trace Consultants

There’s a particular kind of meeting I’ve seen play out across Australia and New Zealand—health, aged care, local government, facilities, retail, hospitality, field service, you name it.

Someone throws a slide on the screen titled “Future State Platform”. It’s glossy. It’s ambitious. It has a lot of arrows. And it usually ends with a single, quiet sentence from someone who actually runs the day-to-day service:

“Will this help the team get through Monday?”

That question is the whole point of this article.

Because many organisations don’t have a technology problem. They have a right-sizing problem.

They’ve been sold a Ferrari when what they needed was a dependable way to deliver pizza—hot, on time, without losing the driver, the map, or the customer’s address along the way.

The key takeaway is simple: avoid over-engineering. Build pragmatic tools that solve actual problems rather than buying bloated enterprise suites. But the execution—choosing what to keep simple, what to standardise, and what to scale—is where things get interesting.

This is a practical guide for leaders in Australia and New Zealand who are responsible for service outcomes: response times, quality, safety, compliance, customer experience, workforce productivity, and cost-to-serve. It’s for the people who don’t get points for “digital transformation” in a slide deck—only for services delivered, customers helped, and teams that aren’t drowning.

What do we mean by “service chain”, and why does tech right-sizing matter?

If supply chains move products, service chains move outcomes.

A service chain includes the end-to-end flow from:

• demand intake (calls, online requests, referrals, work orders)
• triage and prioritisation
• scheduling and dispatch
• service delivery (in-person, remote, clinical, technical, advisory)
• documentation and compliance
• billing, claims, and funding validation (where relevant)
• feedback, rework, and continuous improvement

Right-sizing technology matters because service chains are human-heavy and exception-heavy. Unlike manufacturing lines, services deal with messy reality: no-shows, urgent escalations, incomplete information, changing needs, workforce availability, and customers who don’t describe their problem in neat dropdown menus.

When technology is oversized, it doesn’t just cost more. It often creates friction—slower work, more workarounds, more training, and less confidence in data. Then teams quietly revert to email, spreadsheets, whiteboards, and “just call Jason, he knows how it works”.

And the organisation ends up running two systems:

1. the expensive one, and
2. the one people actually use.

How organisations end up buying Ferraris

Over-engineering rarely comes from stupidity. It comes from understandable pressures:

1) Fear of being “left behind”

The board asks what competitors are doing. Vendors talk about AI, automation, “single pane of glass”, and end-to-end suites. Nobody wants to be the executive who chose the “small” option.

2) Procurement processes reward certainty, not suitability

A traditional RFP tends to favour big suites with long feature lists. “Yes” answers score well, even if those features will never be adopted (or shouldn’t exist in your operating model in the first place).

3) People confuse standardisation with value

Standardisation can be brilliant—when it removes waste and improves outcomes. But standardising the wrong process just makes the wrong thing consistent.

4) IT and risk teams want to reduce tool sprawl

Fair enough. But forcing every service use case into one monolithic platform can be like insisting every vehicle in Australia must be a road train.

5) Vendors sell platforms; teams live workflows

A platform is only as good as the day-to-day behaviours it enables. Most service teams don’t wake up wanting a platform. They want fewer repeat jobs, fewer admin steps, fewer angry calls, and fewer “who owns this?” moments.

The hidden cost of “bigger than we need”

A few data points help anchor why this matters:

• McKinsey’s survey work highlights that organisations often capture far less value than expected from digital transformations, and sustaining benefits is hard—particularly when building new digital businesses.
• Flexera’s State of the Cloud research continues to show cost optimisation is a persistent priority—because cloud and SaaS efficiency doesn’t happen automatically just because the tech is modern.
• Zylo’s SaaS Management Index reporting (via PRNewswire) points to significant wasted spend on unused licences, highlighting how common “shelfware” becomes when tools outpace adoption.
• And there’s a human cost: poorly executed initiatives contribute to “transformation fatigue” and burnout risks, especially when training and communication lag.

None of this is an argument against investment. It’s an argument against confusing investment with impact.

In service environments, the real cost drivers are often:

• time lost to rework and chasing information
• delayed triage and scheduling
• poor handovers
• weak demand visibility
• inconsistent service standards
• admin load on frontline teams
• duplicated data entry across systems
• poor exception management (the “edge cases” that are actually everyday reality)

If new technology doesn’t materially reduce those frictions, it’s not transformation—it’s decoration.

The “pizza test”: a quick way to sanity-check tech decisions

Here’s a simple test I use in workshops:

If you’re trying to deliver pizza, what do you actually need?
A fast vehicle, a reliable route, a clear address, a warm box, and a way to confirm delivery.

You don’t need:

• a carbon-fibre chassis
• a V12 engine
• a telemetry team
• a bespoke racing dashboard
• a pit crew

Translated to service chains:

You need

• clear demand capture
• prioritisation rules that match your service promise
• scheduling that reflects constraints (skills, travel, SLAs, safety)
• visibility for customers and frontline staff
• simple, reliable documentation
• good exception handling
• management reporting that people trust

You don’t need (by default)

• every module in an enterprise suite
• deep customisation that breaks upgrade paths
• a “single platform” mandate that ignores reality
• 18-month implementations before anyone sees value
• workflows built for “perfect data” that doesn’t exist

Seven principles for right-sizing service-chain technology

1) Start with the service promise, not the software

“What do we promise customers—and what do we need to consistently deliver it?”

For example:

• same-day response for safety-critical issues
• two-hour clinical turnaround for certain pathways
• fixed appointment windows for vulnerable customers
• first-time fix for priority assets
• rapid triage and clear next steps even when you can’t fix immediately

Technology should enforce and enable that promise—not replace it with generic workflows.

2) Fix the flow before you automate it

If your intake process is unclear, your triage rules are inconsistent, and your handovers are broken, automation will simply move bad work faster.

Right-sizing often means doing the unglamorous work first:

• process mapping that reflects reality (including exceptions)
• role clarity (who owns what, when?)
• simple standard work
• minimum viable data fields (not “everything we might want someday”)

3) Design for adoption, not for demos

The best service tech is the one people actually use at 7:30am.

Adoption is shaped by:

• clicks and screens (cognitive load)
• mobile usability (especially for field and facility teams)
• speed (latency kills trust)
• training effort (time off the floor is expensive)
• how exceptions are handled (real work)

4) Prefer configuration over customisation

Custom code is a liability. Sometimes it’s necessary—but treat it like debt that must be serviced.

A practical rule:

• Configure if it stays within supported patterns and can be upgraded.
• Customise only when it protects a genuine differentiator or compliance requirement—and you’re willing to own the lifecycle cost.

5) Integrate lightly, but integrate intentionally

Over-integration is a common Ferrari symptom: “We must connect everything to everything on day one.”

Instead:

• identify the few integrations that remove major friction (e.g., identity, asset registers, customer master, billing triggers)
• sequence integration in phases
• keep data ownership clear (one system owns the truth for each domain)

6) Build a minimum lovable workflow (MLW), not a “future-state masterpiece”

MVP is often discussed. In service chains, I prefer minimum lovable workflow: a workflow that is not only functional, but genuinely makes people’s day easier.

If it doesn’t reduce effort or confusion, it won’t stick.

7) Prove value early—then scale what works

A right-sized approach should show tangible improvement in weeks, not years:

• faster triage
• fewer handover failures
• better schedule adherence
• fewer status-chasing calls
• clearer workload visibility
• reduced admin burden

Once the value is real, scaling becomes easier because stakeholders want it.

Common signs you’re building a Ferrari

If you recognise a few of these, you’re not alone.

• The requirements document is 200 pages, but nobody can explain the top 5 workflows.
• Every stakeholder gets their “must-have” field, so the form becomes unusable.
• The program is measured by milestones delivered, not service outcomes improved.
• You’re implementing 12 modules when 2 would address 80% of pain points.
• You’re redesigning the whole operating model inside the tool.
• Training is “we’ll do it later” (it won’t happen properly later).
• Reporting is complex because underlying data definitions aren’t agreed.
• The frontline team quietly maintains a spreadsheet “because it’s faster”.

When an enterprise suite is the right answer

Right-sizing isn’t “small for the sake of small”. There are plenty of cases where a bigger platform is the right call, including:

• high transaction volumes across multiple regions and entities
• complex regulatory environments with strict audit trails
• significant integration requirements that need strong governance
• major service standardisation benefits (e.g., multi-site, multi-brand)
• safety-critical environments where workflow control is non-negotiable
• mature organisations with strong process discipline and product ownership

The difference is intent and sequencing.

A right-sized enterprise approach still:

• rolls out in thin slices (workflow by workflow)
• protects upgrade paths
• keeps customisation tight
• anchors everything to service outcomes

Ferraris are great. Just don’t use them for pizza runs.

A practical right-sizing framework (that works in the real world)

Here’s a simple way to structure decisions without getting trapped in ideology:

Step 1: Map your service chain and pain points

Capture:

• volume and demand patterns (including peaks)
• top failure points (handover, scheduling, rework, compliance gaps)
• where customers complain and where staff waste time
• what “good” looks like (service promise + KPIs)

Step 2: Prioritise use cases by value and complexity

Plot use cases on a grid:

• High value / low complexity: do these first (quick wins, fast adoption)
• High value / high complexity: plan properly (phased delivery, strong ownership)
• Low value / low complexity: only if it’s cheap and removes irritation
• Low value / high complexity: avoid (this is where Ferraris are born)

Step 3: Decide the “right tool shape” for each layer

You generally need a mix of:

• workflow tooling (intake, triage, scheduling, dispatch, case management)
• data and reporting (definitions, dashboards, operational control)
• integration and identity (secure access, minimal duplication)
• automation (rules, alerts, nudges—only once basics work)

Step 4: Build the implementation plan around adoption

Include:

• process changes and role clarity
• training that matches real work (not generic platform training)
• support model (who helps when things go wrong?)
• feedback loop from frontline to product owner

Step 5: Measure benefits in service terms

Not “users onboarded”. Not “modules deployed”.

Measure:

• service responsiveness and backlog
• first-time resolution / rework rates
• schedule adherence
• customer effort (status chasing, repeat calls)
• admin time
• staff satisfaction and turnover risk signals

What right-sized tech looks like in ANZ service organisations

Across Australia and New Zealand, service chains often share a few realities:

• geographically dispersed operations (metro + regional)
• workforce constraints and skill mix challenges
• high compliance expectations (especially in government, health, aged care)
• legacy systems that can’t be replaced overnight
• service expectations rising faster than budgets

Right-sizing tech in this context usually means:

• modular modernisation rather than big-bang replacement
• workflow-first improvements before platform expansion
• low-code and lightweight automation where it accelerates outcomes
• a relentless focus on time-to-value and frontline usability

How Trace Consultants can help

Right-sizing technology isn’t just a “systems” job or a “process” job. It sits in the overlap of:

• service strategy
• operating model design
• process engineering
• technology architecture
• vendor selection and commercial discipline
• change management and adoption
• benefits realisation

That overlap is exactly where programs succeed or fail.

At Trace Consultants, we help organisations avoid the Ferrari trap by staying grounded in service outcomes and practical delivery. Typical ways we support clients include:

1) Service chain diagnostic and opportunity assessment

We map the end-to-end service chain, quantify where time and effort are being lost, and identify the smallest set of changes that will shift performance meaningfully—often before a tool is even selected.

2) Use-case definition and workflow design

We translate business problems into clear use cases and “minimum lovable workflows” that frontline teams can validate quickly.

3) Technology right-sizing and roadmap

We help you decide what needs an enterprise platform, what can be handled with lighter tooling, and what should be fixed in process and governance instead of software.

4) Vendor selection and fit-for-purpose procurement

We support vendor shortlisting, evaluation, proof-of-concept design, scoring models that reward usability and adoption (not just feature lists), and commercial negotiations that protect you from shelfware.

5) Implementation support that protects time-to-value

We help structure delivery into thin slices, build operational readiness (training, support, ownership), and keep customisation disciplined.

6) Benefits tracking and continuous improvement

We set up measurement that matters—service outcomes, cost-to-serve drivers, and staff experience—so investment stays tied to real-world value.

Importantly, we don’t come in assuming the answer is always a big platform—or always a light one. We’re solution-agnostic. The goal is the right tool, for the right job, delivered in a way your teams will actually adopt.

A final thought: practical beats perfect

If you’re leading service operations, you already know this: customers don’t care what platform you bought. They care that you show up, solve the problem, and keep them informed.

So before you sign up for the Ferrari, ask the pizza questions:

• What’s the job we’re actually trying to do?
• What’s the smallest workflow that materially improves service?
• What will frontline teams stop doing because this tool makes it unnecessary?
• How will we measure success in service terms, not IT terms?
• What are we willing to not build?

Right-sized technology isn’t about lowering ambition. It’s about aiming ambition at the things that actually move the needle.

And if you’re staring at a big decision—platform replacement, workflow redesign, automation investment, vendor selection—Trace can help you cut through the noise and build something your service chain will thank you for.

Because the real win isn’t owning a Ferrari.

It’s delivering the pizza—hot, fast, and profitably—every single day.

It’s 7:45am on a Monday. The trading team is already in “hotlist mode”: a seasonal line has sold through faster than expected, a promoted item has landed late, and the DC is sitting on slow-moving stock nobody wants. Store teams are asking why “the system” ordered too much of one product and not enough of another. Meanwhile, Finance is watching inventory creep up and asking the familiar question: How can we hold less stock without making service worse?

For many Australian retailers, this tension has become the new normal. Demand is more volatile, promotions are more complex, lead times are less forgiving, and customers expect high availability across store and online. In that environment, demand and replenishment planning is no longer a back-office process — it’s a competitive capability.

And that’s exactly why “system selection” matters. The right planning platform can help you:

• sense demand shifts earlier and respond faster
• order the right stock, in the right quantities, to the right locations
• reduce working capital tied up in inventory
• protect availability during promotions and peaks
• improve planner productivity through exception-based workflows

The wrong platform (or a platform chosen for the wrong reasons) can lock you into years of workarounds: spreadsheet shadow systems, manual overrides, mistrust in forecasts, and benefits that never quite land.

This article is a practical guide for Australian retailers on selecting demand and replenishment planning systems — including how to think about vendors such as RELEX, GAINS, o9, SAP, Kinaxis, and others shown in the analyst landscape you’ve probably seen floating around the industry.

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What “demand and replenishment planning” really covers

Let’s clear up a common confusion: retailers often use “forecasting”, “planning”, and “replenishment” interchangeably — but the system capabilities you need depend on which decisions you’re trying to improve.

At a minimum, demand and replenishment planning typically includes:

Demand planning (forecasting)

• baseline forecasts by item/location/channel
• seasonality, trend, events, and calendar effects
• promotions and price impacts
• new item introduction and lifecycle modelling
• intermittent/erratic demand handling (common in long-tail ranges)

Inventory and replenishment planning

• store and DC ordering policies (min/max, order cycles, safety stock)
• lead time and supplier constraints (MOQs, pack sizes, delivery days)
• multi-echelon logic (DC + store, sometimes supplier + DC + store)
• allocation and rebalancing (especially around promotions)
• shelf-life / freshness constraints (critical in grocery and QSR-adjacent retail)

Execution workflows

• exception management (what needs attention today)
• collaboration across merchandising, supply chain, and suppliers
• performance reporting and KPI tracking (availability, inventory, waste, forecast bias)

Some platforms focus heavily on retail replenishment execution (auto-ordering, store/DC workflows). Others major on enterprise planning and scenario orchestration (IBP-style planning, concurrent scenario modelling). Many promise to do everything — but in practice, strengths differ.

The trick is to be clear about the problems you’re solving first, then select the system that’s genuinely fit-for-purpose.

Why Australian retailers have some unique planning headaches

If you’ve worked across Australian retail (grocery, specialty, apparel, hardware, pharmacy, convenience, or department), you’ll recognise a few local realities that shape system requirements:

• Long supply lines and import exposure: Higher reliance on overseas manufacturing and shipping means longer, more variable lead times.
• A stretched geography: Serving metro and regional locations creates different replenishment rhythms, transport constraints, and store capacity realities.
• Weather and event sensitivity: Demand can swing sharply with heatwaves, storms, public holidays, sporting events, and localised disruptions.
• Omni-channel complexity: Click & collect, ship-from-store, endless aisle, marketplace ranges — all add noise to “true” demand signals.
• High SKU counts and range churn: Especially in specialty and apparel, where newness and lifecycle planning are central.
• Promotional intensity: Promotions can distort history, and poor promo modelling is one of the fastest ways to lose trust in a planning system.

A selection process that ignores these realities often ends with a platform that looks great in a global demo — but struggles in the day-to-day of Australian trading.

When it’s time to move beyond ERP and spreadsheets

Plenty of retailers run “good enough” planning with ERP replenishment parameters and a lot of human effort. But there are common signs you’ve outgrown it:

• Planners are spending most of their time fighting exceptions, not improving outcomes
• Forecasts are heavily overridden because the team doesn’t trust them
• Promotions create chaos: stock-outs in some locations, excess in others
• Store ordering is inconsistent, and “hero operators” are propping up the system
• Inventory is rising, but availability still isn’t where you want it
• You can’t easily model trade-offs (availability vs inventory vs waste vs capacity)
• New item demand is guesswork and repeated across teams in different spreadsheets

If that sounds familiar, you’re in the zone where a dedicated demand and replenishment platform can create value — but only if you select and implement it properly.

The vendor landscape: what the “Magic Quadrant” view does (and doesn’t) tell you

Industry analysts often group supply chain planning vendors into categories like leaders, challengers, visionaries, and niche players. In a recent snapshot (as at March 2025), vendors such as OMP, Kinaxis, and RELEX were positioned strongly, with players like o9 and Blue Yonder also prominent, and other well-known vendors (including SAP, Oracle, Logility, ToolsGroup, Manhattan Associates, and others) appearing across the broader landscape.

That kind of view is useful — as a starting point. It can help you build a longlist and sanity-check market relevance.

But here’s the catch: a quadrant doesn’t know your supply chain.

It doesn’t know:

• whether your core issue is promo forecasting or store ordering discipline
• whether your range is stable or churn-heavy
• whether you need true multi-echelon optimisation or simpler policies
• whether your master data is strong enough to support automation
• whether you need rapid deployment or can tolerate a longer program

So treat analyst positioning as a map, not a decision.

Your selection should be anchored in use cases, data reality, and operating model fit.

A practical system selection approach that actually works

Below is a selection approach we see succeed repeatedly — because it forces clarity early, tests vendors with your reality (not theirs), and avoids “feature theatre”.

1) Start with outcomes, not modules

Write down, in plain language, what “better” looks like. Examples:

• Improve on-shelf availability in priority categories
• Reduce DC overstocks and aged inventory
• Stabilise promotional execution and reduce post-promo residuals
• Increase planner coverage (more SKUs per planner with the same team)
• Reduce manual store ordering variability

Then translate those into measurable KPIs (availability, inventory turns, waste, forecast accuracy/bias, service level, order stability). You don’t need perfect baseline maths on day one — but you do need alignment on direction.

2) Get specific about planning decisions

A demand and replenishment platform supports decisions like:

• How much should we buy? (buy quantities, order cycles, supplier constraints)
• Where should we hold it? (store vs DC, allocation logic)
• When should we move it? (lead times, transport cadence, capacity windows)
• What should we do when reality changes? (exceptions, alerts, collaboration)

Document the key decisions, who owns them, and what data is used today. This becomes your requirements backbone.

3) Be honest about data readiness (and fix it early)

System selection often fails because the glossy demo hides a hard truth: planning tools are only as good as the data feeding them.

In retail planning, the usual pain points are:

• item/location history gaps or inconsistent hierarchies
• promotion flags that don’t match what happened in stores
• lead times stored as “best guess” rather than reality
• pack sizes, MOQs, and supplier calendars not maintained
• substitution effects not captured (especially in grocery/pharmacy)
• store capacity / shelf constraints not represented

A smart selection process includes a data diagnostic early — not as a separate “later” project. If you don’t know the state of your data, you’ll misjudge both vendor fit and implementation effort.

4) Define “must-have” capabilities by use case

Avoid 400-line requirements spreadsheets that nobody reads. Instead, define a set of use-case test scripts.

For example:

• A promoted line with cannibalisation and multiple price points
• A new item launch replacing an older item
• Seasonal demand with short selling windows
• A supplier disruption requiring reallocation and revised ordering
• A long-tail SKU with intermittent demand (stop/start pattern)

Then ask vendors to walk through these scenarios using realistic assumptions — ideally with a small proof-of-concept using your own data.

This is where differences between platforms become obvious.

5) Assess fit across five dimensions (not just “features”)

When comparing platforms such as RELEX, GAINS, o9, SAP, Kinaxis (and others), we recommend scoring across five practical dimensions:

Capability fit
Can it do what you need for demand forecasting, promo modelling, multi-echelon replenishment, and execution workflows?

Retail operating model fit
Does it support how your teams work — category, store ops, supply chain, suppliers — with the right exception and collaboration tools?

Integration and architecture fit
Will it integrate cleanly with ERP, POS, WMS, OMS, supplier systems, data platforms? Does it support APIs, event-based signals, or only batch?

Usability and adoption fit
Can planners and trading teams use it without a PhD? Are workflows intuitive? Is it configurable without endless customisation?

Commercial and delivery fit
Does the vendor have a delivery model that matches your timeline and internal capacity? Is the total cost of ownership realistic?

6) Don’t skip the “people and process” question

A planning platform is not a magic wand. If your replenishment process is unclear, store ordering discipline is inconsistent, or exception governance doesn’t exist, the system will amplify noise — not fix it.

A robust selection includes:

• role clarity (who overrides what, when)
• exception thresholds and decision rights
• how merchandising and supply chain collaborate
• how suppliers are engaged (and what data is shared)

This is also where benefits are won or lost.

Vendor considerations (a simple overview)

Every retailer asks: “So which system is best?” The more useful question is: “Which system is best for our context, constraints, and ambition?”

Here are some grounded, non-hype ways to think about a few common platforms:

RELEX

Often shortlisted by retailers looking for strong retail-specific forecasting and replenishment, particularly where store and DC execution and exception workflows matter. It’s commonly considered when the goal is to lift availability while improving inventory efficiency with practical retail logic (including promotion and assortment complexity).

GAINS

Frequently associated with replenishment optimisation and inventory planning, particularly in environments that want to get more disciplined about ordering policies, service levels, and multi-echelon behaviour. It can be a strong option when the key pain is replenishment outcomes and inventory settings rather than broader enterprise planning.

o9 Solutions

Often considered for organisations wanting an integrated planning environment with strong scenario and cross-functional planning capability. If you’re aiming to connect demand planning to broader commercial and supply decisions, it can be relevant — particularly where the ambition is bigger than “just replenishment”.

SAP (e.g., integrated planning options)

Common in retailers already running SAP as their backbone and looking for tighter integration. The trade-off is often between integration simplicity and best-of-breed retail planning depth — which is why it’s important to test SAP’s planning capabilities against your specific retail scenarios, not generic manufacturing-style planning demonstrations.

Kinaxis

Known for concurrent planning and scenario responsiveness in complex environments. It can make sense where retailers want stronger end-to-end planning orchestration across supply constraints, responsiveness, and scenario trade-offs — particularly when speed of replan matters.

Others you may see in the landscape

Depending on your needs, you may also assess platforms such as Blue Yonder, OMP, Oracle, Logility, ToolsGroup, Manhattan Associates, and specialist players. Some are stronger in broader supply chain suites, some in retail allocation or execution, and some in specific planning niches.

The selection takeaway: don’t choose a system because it’s famous — choose it because it wins your use-case tests with your data and your workflows.

The shortlist mistake almost everyone makes

Most shortlists are built on reputation, analyst positioning, and what peers are doing. That’s understandable — but it’s risky.

A better way to shortlist is to segment vendors by what you actually need most:

• If the priority is retail replenishment execution and store/DC workflows, weight vendors with deep retail replenishment DNA.
• If the priority is enterprise scenario planning and cross-functional orchestration, weight vendors known for planning concurrency and scenario modelling.
• If the priority is integration with an existing ERP stack, test “native” options — but still validate capability depth and usability.

This is also where you decide whether you’re looking for:

• a best-of-breed planning tool connected into your ecosystem, or
• a broader planning suite that attempts to cover multiple planning horizons and functions.

There isn’t a universal right answer — but there is a right answer for your operating model.

Proof-of-concept: where good selections are won

If you do one thing differently in your next system selection, do this: run a proof-of-concept that reflects real retail complexity.

A practical PoC doesn’t have to be months long. But it should include:

• a handful of categories with different demand patterns
• a mix of metro and regional stores
• promotion history and price changes
• DC-to-store lead times and supplier constraints
• clear evaluation criteria agreed upfront

Then assess:

• forecast performance (including bias, not just accuracy)
• replenishment recommendations and stability
• ability to handle constraints (MOQs, pack sizes, delivery days)
• usability: how quickly planners can act on exceptions
• integration approach: what’s required to industrialise it

This avoids the classic trap: buying a platform based on “demo confidence” and discovering reality only after contracts are signed.

Implementation realities: don’t underestimate the last mile

Even the best system selection can fall over reminding stores to:

• receive stock correctly
• keep inventory records accurate
• follow replenishment discipline
• trust automated recommendations

The best implementations treat demand and replenishment as a capability rollout, not just a technology project.

What tends to work well:

• start with a controlled scope (a few categories/regions)
• stabilise master data and supply parameters early
• build planner confidence through transparent logic and sensible overrides
• define governance: when to override, and how to learn from overrides
• invest in training that’s role-based and practical, not generic

What tends to go wrong:

• trying to “big bang” every category and store at once
• customising the platform heavily to replicate old habits
• relying on one or two power users to keep it running
• under-resourcing change management and store engagement

How Trace Consultants can help (without vendor bias)

System selection is one of those rare moments where you can set your retail supply chain up for years — or lock in complexity for years. It’s also an area where independent support pays for itself because the costs of a wrong decision are so high (time, distraction, implementation spend, and opportunity cost).

Trace Consultants supports Australian retailers through the full demand and replenishment planning journey, including:

1) Strategy and operating model clarity

• define the target planning outcomes and KPIs
• map planning processes and decision rights
• design exception workflows that match how retail teams operate

2) Requirements and use-case design (fit-for-purpose, not bloated)

• convert business pain points into testable system requirements
• build realistic retail scenarios for vendor demonstrations and PoCs
• establish scorecards that balance capability, usability, and integration

3) Data readiness and integration planning

• assess forecast/replenishment data quality and gaps
• define integration architecture with ERP, POS, WMS, OMS, data platforms
• prioritise the “data fixes” that actually move the needle

4) Vendor evaluation and selection support

• longlist/shortlist guidance based on your needs (not ours, not theirs)
• structured RFP management and commercial evaluation
• support contract negotiation with a focus on delivery outcomes

5) Implementation governance and benefits realisation

• program governance, risk management, and rollout planning
• change management support to drive adoption (especially with stores)
• KPI tracking to make sure the system delivers the promised outcomes

Importantly, we can do this vendor-agnostically — helping you choose the platform that best fits your retail context, then supporting delivery in a way that sticks.

A simple way to start (even if you’re not ready for an RFP)

If you’re early in the journey and not ready to talk to vendors yet, start with three practical steps:

1. List your top 10 planning “failure modes” (stock-outs, excess, promo misses, slow response, etc.)
2. Pick 3–5 categories that represent different demand patterns and agree your success metrics
3. Run a data diagnostic on those categories: demand history quality, promo flags, lead times, pack sizes, hierarchy consistency

That alone will sharpen your system requirements dramatically — and it will prevent you from buying a tool that your data and operating model can’t support.

Closing thought: choose the platform your teams will trust

Retail planning systems don’t fail because the maths is wrong. They fail because the business doesn’t trust them, or because the workflows don’t match how people actually work under pressure.

The best demand and replenishment planning platform is the one that:

• makes sensible recommendations in your real-world scenarios
• integrates cleanly into your ecosystem
• supports exception-based retail workflows
• is transparent enough to earn trust
• can be implemented without turning into a multi-year distraction

If you’d like a second set of eyes on your requirements, shortlist, or proof-of-concept approach — Trace Consultants can help you move faster, reduce risk, and land benefits you can actually see in store and in the DC.

Warehouses carry the physical weight of the supply chain. When they work well, flow is smooth, labour is productive, and inventory supports service rather than constraining it. When they don’t, inefficiencies compound quickly. Warehouse performance is rarely accidental it is designed, or not designed, into the operation.

Why warehouse design and operations matter more than ever

Across industries, warehouses are being asked to do more with less. Higher volumes, tighter service expectations, labour constraints, and rising costs are placing pressure on facilities that were never designed for today’s operating reality.

When processes aren’t optimised, the impacts are immediate and visible:

• Congestion slows throughput
• Excess handling drives labour costs
• Inventory errors cause stockouts or overstocking

Many organisations compensate by adding temporary space, external storage, or manual workarounds. That increases cost and complexity, rather than fixing the root cause.

Warehouse logistics and operations sit at the intersection of people, process, systems, and data. When those elements are misaligned, performance suffers. When they are designed together, warehouses become a source of efficiency and resilience rather than risk.

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Performance starts with understanding how the warehouse actually runs

Effective warehouse improvement doesn’t start with racking layouts or automation concepts, it starts with understanding how the operation performs today.

That means looking beyond floor plans and into the reality of daily work:

• How goods move through the facility
• Where time is lost
• How space is used, and misused
• Where labour effort is concentrated, and where it adds little value

Time and motion studies, cost-to-serve analysis, and current-state assessments provide a factual baseline. They surface bottlenecks that aren’t always obvious and quantify the trade-offs between space, labour, and service. Without this foundation, design decisions are based on assumptions rather than evidence.

Designing warehouses for flow, not just storage

Many warehouses are designed primarily around storage capacity. Performance however is driven by flow. 

Efficient warehouses align layout, processes, and labour around how goods are received, stored, picked, staged, and dispatched. Poorly aligned layouts create unnecessary travel, double handling, and disconnected workflows that erode productivity and increase risk.

Designing for flow means modelling capacity across storage areas, operational zones, staging space, and docks. It means testing how different layouts perform under real demand scenarios, not just average volumes. It also means ensuring that space design supports safe operations and future growth, rather than locking in constraints.

Warehouse design decisions made today have long-term implications. Getting them right upfront avoids costly retrofits and operational compromises later.

Aligning people, processes, and space

Warehouses tell a story about how a business runs. They reflect decision-making, priorities, and trade-offs, whether intentional or not.

Sustainable performance comes from aligning people, processes, and space design. Labour models need to match operational reality. Processes must be clear, repeatable, and supported by layout. Technology and automation should reinforce good design, not compensate for poor flow.

When these elements are aligned, warehouses become easier to run, easier to scale, and more resilient to disruption. When they aren’t, even well-intentioned investments struggle to deliver value.

From operational insight to measurable improvement

Strong warehouse logistics and operations work turns insight into action. Current-state analysis informs design. Design informs investment decisions. Investment delivers measurable performance gains.

The outcome is not just a better layout, but:

• Reduced congestion
• Lower handling costs
• Improved accuracy
• Facilities that support growth without constant firefighting

Performance improves because the operation is designed to work, not because people are working harder to overcome structural issues.

Make every square metre count

Warehouse performance is not about squeezing more into the same space at any cost. It’s about making space work smarter, safer, and more efficiently. When warehouse design and operations work in harmony, efficiency follows naturally. Bottlenecks are removed. Flow improves. Labour effort is better utilised. The warehouse supports the business, rather than constraining it.

Design it with intent, and every square metre starts pulling its weight.

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A practical Australia–New Zealand guide to lowering logistics cost, lifting service, and future‑proofing your supply chain

If your supply chain feels like it’s working harder than it should, you’re probably right. In Australia and New Zealand, distance is unforgiving, freight markets can turn quickly, and warehouse labour and industrial property constraints don’t politely wait for your next budgeting cycle. Add customer expectations for faster delivery, channel complexity, and constant disruption—from weather events to port variability—and suddenly “the network” isn’t just a diagram on a slide deck. It’s your margin.

That’s where network optimisation and strategic warehouse reviews come in.

Done well, they’re not academic exercises or software-only projects. They’re practical, decision-ready programs that answer questions like:

• Are we holding inventory in the right places for the way customers buy today (and will buy tomorrow)?
• Do we have the right number of warehouses—and are they in the right locations?
• Are we using our existing sites as effectively as we could, or are we paying for inefficiency twice (labour and space)?
• What service levels can we realistically promise by region—and what do they cost?
• How do we plan for growth, volatility, sustainability targets, and risk without overbuilding?

This article breaks down what network optimisation and strategic warehouse reviews actually involve, common traps organisations fall into, and a clear pathway to decisions you can implement. It’s written for leaders who need outcomes, not buzzwords—whether you’re a COO, supply chain director, logistics manager, CFO, or property and procurement lead.

Why this topic matters right now in Australia and New Zealand

There’s a reason “we should review the network” keeps resurfacing in leadership meetings: small inefficiencies compound fast in ANZ.

A few realities tend to hit at once:

1) Geography makes mistakes expensive
In Australia, sending freight the wrong way—especially across long east–west corridors—turns into real dollars quickly. In New Zealand, inter-island movements, terrain, and the concentration of population in a handful of centres create their own set of trade-offs.

2) Customer expectations have shifted (and don’t shift back)
Even in B2B, lead times are compressing. In B2C, next-day delivery expectations vary by region, but the direction of travel is clear: customers want speed, accuracy, and visibility.

3) Warehousing constraints are structural, not temporary
Labour availability, automation lead times, and industrial property realities mean you can’t “just add a shift” or “just lease another building” without consequences. Capacity planning has to be deliberate.

4) Inventory is a service lever—and a cost sink
Network decisions directly drive inventory positioning and safety stock. A network that looks cheap on transport can quietly blow out working capital and obsolescence.

5) Resilience and sustainability have moved from nice-to-have to board-level
The network you design needs to cope with disruption and support emissions reduction efforts—without sacrificing service.

In short: network and warehouse decisions are no longer periodic tidy-ups. They’re strategic.

What network optimisation actually means (beyond the buzzword)

Network optimisation is the disciplined process of designing (or redesigning) how product flows from suppliers to customers across your distribution footprint—balancing service, cost, inventory, risk, and constraints.

It typically covers:

• Warehouse locations and roles (national DC, regional DCs, cross-docks, forward stocking locations, micro-fulfilment, etc.)
• Customer allocation rules (which customers ship from which sites, and when that changes)
• Transport mode and lane strategy (linehaul, metro, regional carriers, intermodal/rail where applicable, coastal shipping, direct-to-store, etc.)
• Inventory positioning and policy (cycle stock vs safety stock; postponement; decoupling points)
• Capacity planning (space, docks, automation throughput, labour, peak handling)
• Service design (lead times by region, cut-off times, delivery frequency, DIFOT targets)
• Constraints and realities (property, labour, technology readiness, transition risk, supplier lead times)

A key point: optimisation doesn’t mean chasing the mathematically cheapest network. It means selecting the best network for your strategy—and being explicit about trade-offs.

For example, an “optimal” model might suggest consolidating warehouses to reduce fixed cost. But if that adds two days to regional delivery and triggers lost sales, the cheapest network on paper becomes the most expensive decision you can make.

The best network work brings the full picture together: cost, service, inventory, and risk—then turns it into a decision leaders can back.

What a strategic warehouse review is (and why it’s not just a site walk-through)

A strategic warehouse review looks at each facility (and your portfolio overall) and asks: Is this warehouse fit for purpose today, and will it still be fit for purpose in three to five years?

It’s broader than operational auditing. It typically considers:

1) Role clarity: what is this site meant to do?

• Is it a national reserve and replenishment hub, or a fast-response regional node?
• Is it bulk storage, pick/pack, kitting, returns processing, or value-added services?
• Is the operating model aligned to demand and order profiles?

2) Capacity and constraints

• Storage capacity (pallet positions, racking, floor utilisation, height use)
• Throughput constraints (receiving, replenishment, picking, packing, dispatch)
• Dock and yard capacity
• Peak management readiness (seasonal volumes, promotions, project work)

3) Layout and flow

• Do travel paths make sense, or has the site evolved into a patchwork?
• Are fast movers genuinely “fast” in layout placement, or just fast in the ERP?
• Are you balancing efficiency with safety and congestion risk?

4) Labour model and productivity

• Shift design and coverage
• Indirect vs direct labour mix
• Training and cross-skilling
• Labour availability risk by region

5) Technology, data, and control

• WMS capability and configuration
• Slotting logic and replenishment rules
• RF discipline and inventory accuracy
• Visibility and reporting that supports daily management

6) Automation and mechanisation options (where appropriate)

A review should be practical: what is feasible in your building, with your workforce, and with your volume profile—not “automation because it’s trendy”.

7) Property and compliance

• Lease terms, expansion options, and landlord constraints
• Building suitability (clear height, column spacing, sprinkler, floor load)
• Safety, chain of responsibility, and site compliance requirements
• Sustainability opportunities (energy efficiency, solar readiness, waste management)

The output of a strong warehouse review is not a generic scorecard. It’s a set of prioritised initiatives, a capability roadmap, and clear recommendations on whether to fix, reconfigure, expand, relocate, or exit.

Network optimisation vs warehouse reviews: which comes first?

This is where many organisations get stuck.

Here’s a practical way to think about it:

• If you suspect the number and location of warehouses is wrong, start with network optimisation. Otherwise you risk spending money improving a site you shouldn’t keep long-term.
• If you’re confident the footprint is broadly right but performance and capacity are off, start with a strategic warehouse review to unlock improvements quickly.
• If you have significant change ahead (new channels, acquisitions, major growth, new service promise), do them as a combined program: network scenarios inform the role of each site, and warehouse reviews confirm feasibility and investment needs.

In many ANZ organisations, the best approach is iterative: model network options, pressure-test them with site reality, then refine.

Common triggers that signal it’s time for a review

If any of these feel familiar, you’re in the zone where network optimisation and warehouse review work pays off:

• Freight cost has crept up faster than sales growth—and no one can point to one clear cause.
• Service is inconsistent by region (metro is fine; regional is a constant firefight).
• You’re expediting more often “to protect the customer experience”.
• Inventory is rising, but availability still isn’t where it needs to be.
• Warehouses feel full all the time (or swing between empty and congested).
• You’ve added channels (e-commerce, marketplaces, wholesale, projects) and the operating model hasn’t caught up.
• Your 3PL arrangement is up for renewal, or performance has plateaued.
• You’re facing a lease expiry or a property constraint and need a decision, not a debate.
• Leadership wants resilience—yet the network depends heavily on one site or one corridor.

These triggers are rarely solved with a single initiative. They’re symptoms of a network that has drifted away from the current business reality.

A practical framework: how to run network optimisation and warehouse reviews that lead to decisions

Below is a proven, decision-focused pathway. It works whether you’re running the work internally, partnering with a specialist, or blending both.

Step 1: Define the outcomes (and the non-negotiables)

Start by making trade-offs explicit.

• What service levels matter—and where?
• What cost categories are in scope (transport, warehousing, inventory, capex)?
• What constraints are fixed (must keep a site, must maintain 2-day service, union requirements, automation already ordered)?
• What’s the planning horizon—3 years, 5 years, 10 years?
• What risks are unacceptable (single points of failure, change complexity, transition downtime)?

This is where alignment happens. Without it, teams build models to answer different questions and argue about “the numbers” instead of making decisions.

Step 2: Build a baseline you can trust

A baseline is the “current state” that the model and recommendations anchor to.

You’ll usually need:

• Customer order history (by region, channel, order lines, cube/weight)
• SKU velocity profiles and storage requirements
• Inventory policies and stockholding by site
• Transport spend by lane and mode (including accessorials)
• Warehouse costs (labour, occupancy, fixed vs variable, 3PL charges where relevant)
• Service performance data (OTIF/DIFOT, lead times, fill rates)

A common pitfall: organisations start scenario modelling before baseline validation. If the baseline is wrong, every scenario becomes a debate.

Step 3: Identify scenarios that reflect real strategic choices

Good scenarios are not “move DC from Sydney to Melbourne because the map looks neat.”

They reflect genuine options, such as:

• Consolidation vs regionalisation
• One national DC + cross-docks vs two national DCs
• Dedicated e-commerce fulfilment vs shared facilities
• Direct-to-store vs hub-and-spoke replenishment
• Increased use of intermodal for long-haul lanes (where feasible)
• Changes to delivery frequency and cut-off times
• Forward stocking for critical SKUs in remote regions
• Alternative property choices if a lease is expiring

Scenarios should be limited enough to be decision-ready—typically a handful of credible options plus a stretch scenario for learning.

Step 4: Evaluate scenarios on total value, not a single metric

A strong decision framework looks across:

• Transport cost (linehaul + last mile)
• Warehousing cost (fixed + variable)
• Inventory impact (safety stock changes, working capital)
• Service impact (lead times by region, ability to meet cut-offs)
• Resilience (single points of failure, disruption exposure)
• Practicality (property availability, transition risk, implementation time)

The key is to present outcomes in a way leaders can weigh, not just a “winner” declared by a model.

Step 5: Conduct strategic warehouse reviews to validate feasibility

This is the bridge between modelling and reality.

For shortlisted networks, warehouse reviews confirm:

• Can the site physically handle the new role and throughput?
• What capex or reconfiguration is required?
• What changes to process, labour model, or automation are needed?
• What’s the transition pathway without breaking service?

This is also where hidden constraints surface—dock congestion, yard limitations, unsafe flows, or WMS limitations that a spreadsheet won’t tell you.

Step 6: Build a business case that survives scrutiny

A decision-ready business case should include:

• Clear assumptions and sensitivity testing (fuel, labour, demand growth)
• One-off transition costs (dual-running, relocation, fit-out, redundancy, onboarding)
• Capex and payback where relevant
• Risks, mitigations, and a realistic timeline
• A phased roadmap if full change is too risky to execute at once

Leaders don’t just approve a network design. They approve change. So the path matters.

Step 7: Implementation planning (the part most programs underestimate)

Even the best design fails if implementation is vague.

Implementation planning should cover:

• Property strategy (search criteria, lease negotiation support, fit-out requirements)
• 3PL strategy (tendering, contracting, governance)
• Systems and data readiness (WMS/TMS impacts, master data, slotting)
• People and change management (roles, training, safety, consultation requirements)
• Cutover planning (inventory migration, parallel runs, contingency plans)
• KPI framework (what success looks like in the first 90 days and the first year)

ANZ-specific considerations that materially change network decisions

Network models can look clean until the local realities show up. In Australia and New Zealand, several factors commonly influence the “right” answer:

Australia: distance, state-based realities, and east–west trade-offs

• East coast density vs national reach: Many networks are naturally biased toward the east coast. But national customers (or mining, projects, and remote accounts) force a different calculus.
• Perth and WA: Servicing WA from the east can be viable for some SKUs and service promises, but it can also create persistent cost and service pain if expectations aren’t aligned.
• Regional and remote delivery: Lead times, carrier availability, and delivery frequency constraints can change what “good service” means outside metro corridors.
• Intermodal and linehaul strategy: There are cases where shifting mode or redesigning linehaul schedules is more valuable than moving warehouses.

New Zealand: concentration, inter-island complexity, and resilience

• Population concentration: Demand clustering can support fewer sites, but service expectations and geography still require careful planning.
• North vs South Island strategy: Inventory positioning and inter-island movements need to be deliberate—especially if you serve time-sensitive customers.
• Resilience considerations: Business continuity planning can have a stronger influence when geographic separation and disruption risk are factored in.

Trans-Tasman supply chains

If your supply chain crosses the Tasman, the network conversation becomes not just “where are the warehouses?” but:

• where do you decouple inventory,
• how do you manage lead times and variability,
• and what service promises are achievable without carrying excessive buffer stock.

These are design questions, not firefighting questions—so they’re best addressed through structured network work.

What “good” looks like: signs you’ve got the right network and warehouse strategy

When network optimisation and warehouse reviews have been done properly, you typically see:

• A clear definition of warehouse roles (and fewer “hybrid” sites doing everything poorly).
• Fewer urgent expedites and less reactive freight spend.
• Improved service consistency by region, even if absolute lead times vary.
• Inventory positioned intentionally, with clearer policies and fewer “just-in-case” decisions.
• A realistic capex roadmap—targeted investment rather than scattered fixes.
• Better cross-functional alignment: supply chain, sales, finance, and property all working from the same design logic.
• KPIs that connect network decisions to customer outcomes, not just internal efficiency.

Common mistakes (and how to avoid them)

Mistake 1: Optimising transport in isolation

Transport-only optimisation can accidentally increase warehouse handling, inventory, or service failures. The network must be evaluated end-to-end.

Mistake 2: Treating warehouse constraints as “operational issues”

If a site cannot physically meet future throughput, no amount of process discipline will fix it. That’s a strategic constraint, not a coaching opportunity.

Mistake 3: Overbuilding complexity

More nodes can improve service—but they can also increase inventory, management overhead, and execution risk. A simpler network that’s well-run often beats a complex network that’s fragile.

Mistake 4: Underestimating transition risk

Moving inventory, onboarding a new 3PL, or changing site roles can temporarily degrade service. Transition planning and dual-running costs must be included.

Mistake 5: Letting property drive the strategy

Cheap rent isn’t cheap if it adds linehaul cost, increases labour turnover, or forces poor warehouse flow. Property is part of the solution—not the strategy.

How Trace Consultants can help

Network optimisation and warehouse reviews sit at the intersection of strategy and execution. The value comes from making the right calls—and then making them real without breaking service.

Trace Consultants supports organisations across Australia and New Zealand to design, validate, and implement distribution and warehousing strategies that balance cost, service, inventory, and risk.

Here are the practical ways Trace can help:

1) Network strategy and scenario optimisation

• Clarifying your service promise by channel and region
• Building a baseline you can trust (cost-to-serve, freight, warehousing, inventory)
• Designing and testing credible network scenarios
• Translating outputs into leadership-ready trade-offs and decisions
• Sensitivity testing so you’re not hostage to a single assumption set

Outcome: a network direction you can confidently take to the executive team—supported by logic, not just instinct.

2) Strategic warehouse reviews that link operations to strategy

• Assessing whether existing sites are fit-for-purpose for current and future roles
• Identifying throughput constraints and practical improvement options
• Developing a targeted capex and operational improvement roadmap
• Validating feasibility of proposed network scenarios in the real world

Outcome: clear recommendations on where to invest, where to reconfigure, and where a site is simply the wrong tool for the job.

3) Business case development and investment planning

• Building a robust financial model including transition costs and benefits
• Creating staged roadmaps (e.g., quick wins now, footprint changes later)
• Supporting board-ready documentation and investment logic

Outcome: decisions that survive finance scrutiny and translate into action.

4) 3PL and operating model support (where relevant)

If your network direction involves outsourcing changes or new capabilities, Trace can support:

• Defining requirements and service levels
• Running tender and evaluation processes
• Designing governance and performance frameworks that stick

Outcome: a partner model that supports performance, not just contract compliance.

5) Implementation support—turning the design into reality

• Transition planning (inventory migration, cutover design, contingency planning)
• Process and layout redesign
• KPI frameworks and operational cadence design
• Change management support, ensuring teams can adopt new ways of working

Outcome: benefits realised in operations, not parked in a PowerPoint file.

The best time to involve support is often earlier than you think—before teams become committed to a preferred answer based on partial data, or before property deadlines force rushed decisions.

Practical questions to ask before you start

If you’re scoping network optimisation or a warehouse review, these questions will save time (and rework):

1. What decision do we need to make in the next 3–6 months?
   Be specific: renew a 3PL, choose a new DC, redesign service promise, plan capex, etc.
2. Which KPI are we trying to change—and what’s the current baseline?
   Cost-to-serve, OTIF/DIFOT, lead time, inventory days, pick rates, damage, claims.
3. Where do we believe the biggest lever is—transport, warehousing, inventory, or service design?
   Often it’s a mix, but one area usually drives the need.
4. What constraints are real and fixed vs assumed?
   A “must keep this site” assumption often turns out to be negotiable—or time-bound.
5. What does success look like operationally after the change?
   New network design without an operating model is just a map.

FAQ: Network optimisation and warehouse reviews

How often should we review our distribution network?

Many organisations benefit from a light-touch network refresh annually (to keep assumptions current) and a deeper review every 2–3 years, or whenever major triggers occur (growth, channel change, lease events, acquisition, sustained service issues).

What data do we need to start network optimisation?

At minimum: shipment history by customer and location, order profiles, SKU velocity, freight spend and lane data, warehouse cost and capacity data, inventory positioning, and service performance expectations. The best programs focus first on baseline accuracy, then scenarios.

Can we optimise the network without changing warehouses?

Yes—sometimes the biggest wins come from changing allocation rules, linehaul schedules, delivery frequency, inventory policies, or warehouse roles. But if a site is fundamentally constrained emphasising throughput or property suitability, footprint change may be unavoidable.

How do sustainability goals fit into network decisions?

Sustainability can be addressed by modelling emissions alongside cost and service, selecting lower-emission transport options where feasible, reducing unnecessary kilometres, and right-sizing inventory and warehousing energy profiles. The key is to include it as a decision criterion early—not as an afterthought.

What’s the difference between a warehouse audit and a strategic warehouse review?

An audit often checks compliance and operational performance against standards. A strategic review connects site reality to future business needs: role clarity, capacity, expansion feasibility, technology and automation readiness, and whether the site belongs in the future footprint at all.

Closing thought: the best networks are designed, not inherited

Most distribution networks aren’t intentionally designed end-to-end. They evolve—one new customer, one warehouse extension, one “temporary” overflow site that becomes permanent.

Network optimisation and strategic warehouse reviews give you a chance to step back and ask: What network do we actually need now—and what will we need next? Then they give you a way to make those decisions with confidence.

If your organisation is facing property deadlines, rising logistics costs, inconsistent service, or growth that your current footprint can’t comfortably absorb, it’s worth taking a structured look. And if you want that work to lead to practical, implementable decisions—Trace Consultants can help you move from analysis to action, with an approach grounded in the realities of Australian and New Zealand supply chains.

‍

Local Government and Council Service Reviews

A practical, on-the-ground conversation with Srinath Susarla and Shanaka Jayasinghe

If you work in local government, you’ll recognise the moment: a budget workshop where everyone is trying to be reasonable, but the numbers just don’t add up. Costs are climbing. The asset base is ageing. Community expectations keep moving in one direction (up). And the organisation’s capacity to absorb risk, disruptions, and “surprises” keeps moving in the other direction (down).

In that environment, service reviews stop being a nice-to-have. They become one of the few structured ways councils can make confident decisions—decisions that are defensible to councillors, executive teams, auditors and, most importantly, the community.

To unpack what a good local government service review looks like in practice—and where councils tend to get real traction—we’ve written this as a conversation between two people who spend a lot of time in the detail:

• Srinath Susarla, an independent consultant with extensive experience across Australian local government service delivery and operational reform.
• Shanaka Jayasinghe, Partner at Trace Consultants, working with councils on asset management, preventative maintenance, procurement support, workforce optimisation and fleet performance.

This isn’t a glossy brochure. It’s a deep dive into what councils are actually wrestling with, where service reviews most often pay off, and how to make improvement stick.

Why council service reviews are becoming unavoidable

Shanaka: The past few years have changed the baseline. Councils aren’t just dealing with “inflation this year” or “a difficult recruitment market right now.” A lot of the pressures feel structural—construction markets, contractor availability, compliance expectations, insurance, fuel, technology costs, climate-related events. Even when one pressure eases, another takes its place.

Srinath: I’d add that the “cost of doing business” has risen in ways that aren’t always visible in a single line item. A small change in regulatory compliance can mean new inspection regimes, more documentation, more contractor requirements. A small change in risk appetite can mean more planned work, more audits, more controls. Multiply that across multiple services and the operating model gets heavier.

Shanaka: And community expectations haven’t softened. If anything, visibility through social media means service issues escalate faster. Waste missed? Photos online the same day. Playground defect? People expect immediate action. Potholes? Community expects prioritisation and transparency.

Service reviews create a practical response to that reality. Not as a “cut costs” exercise, but as a way to clarify:

• What services are we delivering today?
• What level of service are we committed to?
• What does it cost (end-to-end) to deliver it?
• Where are the operational risks and failure points?
• What changes would genuinely improve outcomes and sustainability?

What is a service review in local government?

A council service review is a structured examination of how a service is designed and delivered, with the aim of improving performance, cost effectiveness, risk management and community outcomes.

A good service review typically looks across four lenses:

1. Service and demand
   • What is the service scope?
   • What service levels are expected (and by whom)?
   • What drives demand (seasonality, growth, regulatory change, community behaviour)?
2. Operating model and workforce
   • Who delivers the work (internal, contractor, hybrid)?
   • How is work scheduled, dispatched, supervised and assured?
   • Where are bottlenecks, duplication, or skill gaps?
3. Assets, maintenance and enabling systems
   • What assets underpin delivery (fleet, plant, facilities, equipment, infrastructure)?
   • How do we manage condition, risk and renewals?
   • Are systems (CMMS, GIS, finance) helping or hindering?
4. Procurement, contracts and supplier performance
   • What are we buying and from whom?
   • Are scopes clear, measurable and aligned to outcomes?
   • Do contracts incentivise the right behaviour, and do we manage them properly?

Srinath: The key word is “structured”. Councils often feel where the problems are. Service reviews turn that intuition into evidence and options.

Shanaka: And ideally, they give councils a path forward that isn’t purely cost-based. Sometimes the right move is standardisation. Sometimes it’s better maintenance planning. Sometimes it’s a new contract model. Sometimes it’s workforce redesign. Often it’s a combination.

The service review trap: treating it as a report, not a decision tool

Service reviews fail when they become a document rather than a decision tool.

Srinath: I’ve seen reviews that produce beautiful diagrams but never change the day-to-day reality. That usually happens when the review is divorced from implementation—no owners, no sequencing, no governance, and no attention to the practical constraints councils operate under.

Shanaka: Another trap is starting with solutions. “We need to outsource this” or “we need to bring this in-house” before the service is properly understood. The review should build a baseline first, then explore options.

A practical service review should end with:

• A clear baseline (cost, service levels, demand, performance, risks)
• A small set of implementable options (not a menu of 40 ideas)
• Impacts: cost, service, risk, workforce, procurement and governance
• A staged roadmap (quick wins + structural changes)
• Clear owners, timeframes and measures

A practical playbook: how councils can run service reviews that actually stick

There’s no single template that fits every council, but there is a sequence that tends to work.

1) Define the service properly (scope and service levels)

Before analysing cost, define what “the service” actually includes.

For example, “cleaning” might include:

• routine cleaning,
• periodic deep cleans,
• consumables,
• ad-hoc event cleaning,
• after-hours call outs,
• waste removal,
• and complaints management.

If you don’t define scope, you can’t control it.

2) Build an end-to-end cost picture (not just the contract value)

Total cost of service isn’t only supplier invoices. It also includes:

• internal supervision and contract management,
• customer requests and complaints handling,
• work order administration,
• safety and compliance activity,
• fleet and plant costs,
• and overheads embedded in delivery.

3) Map demand and workload drivers

Demand is not static. Councils need to understand:

• seasonal spikes (events, storms, summer parks usage),
• growth areas,
• changes in community behaviour,
• and legislative/regulatory obligations.

4) Understand performance and constraints

What is “good” for this service?

• response times,
• defect reduction,
• customer satisfaction,
• compliance outcomes,
• safety performance,
• cost predictability.

And what are the constraints?

• workforce availability,
• contract lock-in,
• technology limitations,
• physical geography,
• political sensitivity.

5) Identify options and trade-offs

Options should be realistic and comparable, for example:

• standardise and re-tender,
• rationalise suppliers,
• redesign rostering and deployment,
• increase planned maintenance,
• change contract mechanisms (rates, indexation, scope),
• implement new performance monitoring.

6) Implement with governance (and don’t underestimate change management)

Service reviews touch people’s work. Implementation needs:

• clear executive sponsorship,
• transparent engagement with stakeholders,
• practical sequencing,
• and simple reporting that keeps momentum.

Srinath: A good service review isn’t judged by how clever the analysis is. It’s judged by whether the council can act on it.

Deep dive 1: Asset management as the backbone of council service reviews

Asset management is where many councils feel the tension most sharply: large portfolios, rising maintenance needs, and limited resources. Roads, footpaths, buildings, playgrounds, drainage, lighting, sporting infrastructure—each comes with different risk profiles, condition patterns and service expectations.

Shanaka: We often see councils running multiple “asset conversations” at once. The capital works team talks renewals. Operations talks defects. Finance talks depreciation and long-term sustainability. A service review brings those conversations together and asks: what are we trying to achieve, and what’s the most cost-effective way to achieve it?

What a service review should examine in council asset management

Asset register quality and asset hierarchy

If the asset register is incomplete or inconsistent, decisions become guesswork. A review should test:

• Is the asset register complete for key asset classes?
• Is the hierarchy usable (asset class → component → subcomponent)?
• Do we know location, age, material, and criticality?
• Are we capturing failure history in a meaningful way?

Levels of service and community expectations

Councils often carry “implicit” service levels—standards that everyone assumes but nobody has formally defined.

Examples:

• How quickly must a pothole be made safe?
• What condition should playgrounds be kept at?
• What is an acceptable level of amenity for public toilets?
• How often should stormwater assets be inspected or cleaned?

Srinath: Many councils default to historical practice. The review question is: do those practices still make sense? Are we over-servicing some assets and under-servicing others?

Asset criticality and risk-based prioritisation

Not all assets matter equally. A risk-based approach considers:

• safety impact,
• service disruption impact,
• regulatory exposure,
• community visibility,
• and replacement lead times.

Service reviews that introduce a practical criticality model often unlock fast improvements, because the organisation stops treating every defect as equal.

Linking asset planning to maintenance delivery reality

Asset management plans can be solid on paper, but service reviews test whether:

• maintenance crews can actually deliver the plan,
• work is scheduled and tracked properly,
• and renewals programs address the true drivers of failures.

The most common asset management pain points service reviews uncover

Shanaka: There are patterns we see repeatedly.

1. Reactive maintenance dominating the work programme
   Planned work gets bumped by urgent defects, which drives overtime, contractor call-outs, and budget volatility.
2. The “tyranny of the visible”
   Highly visible assets (town centres, main roads) attract attention, while less visible assets (stormwater, back-of-house facilities) quietly deteriorate.
3. Inconsistent standards across depots, regions or legacy councils
   Different teams do things differently. It feels flexible, but it usually means cost variability and quality inconsistency.
4. Asset data not used in decision-making
   The council might have a CMMS, but if work orders aren’t coded correctly, or if condition data isn’t updated, the system doesn’t support planning.

What “good” looks like after an asset-focused service review

A practical outcome is not “perfect asset management”. It’s a set of improvements councils can actually maintain:

• clear service levels by asset class,
• a simple criticality model to prioritise work,
• a realistic planned maintenance schedule,
• standard job plans for recurring tasks,
• and a pipeline that connects maintenance, renewals and budget planning.

Srinath: The best reviews reduce surprises. Councils can’t eliminate all failures, but they can eliminate the feeling that failures come out of nowhere.

Deep dive 2: Preventative maintenance and the shift from reactive to predictable

If asset management is the “what”, preventative maintenance is the “how”. It’s also one of the most misunderstood areas—because it’s easy to say “we should do more planned maintenance” and much harder to make it happen.

Shanaka: Preventative maintenance isn’t a slogan. It’s a disciplined operating model: planning, scheduling, work execution, quality assurance, and feedback loops.

What a preventative maintenance service review should cover

Maintenance mix and work order quality

A review needs to quantify:

• planned vs reactive work,
• emergency call-outs,
• repeat failures,
• and the “unplanned but not emergency” work that quietly consumes capacity.

But it also needs to test whether work order data is reliable. If everything is coded as “urgent”, the system can’t support prioritisation.

Standard job plans and time allowances

For recurring tasks (inspections, servicing, cleaning of assets, routine checks), standard job plans:

• reduce variability,
• make scheduling realistic,
• and improve quality.

Councils often have pockets of this in certain teams; service reviews spread it across the operating model.

Scheduling discipline and weekly work programming

Preventative maintenance relies on scheduling discipline:

• weekly work programmes,
• route planning,
• coordination of crews,
• and early identification of constraints (access, traffic control, permits, parts).

Srinath: This is where the “real world” hits. A good review doesn’t assume perfect conditions. It designs for storms, sick leave, urgent defects, and community priorities.

Contractor integration without losing control

Where contractors deliver maintenance, councils need to ensure:

• scopes are clear and measurable,
• rates don’t incentivise inefficiency,
• and council retains the ability to prioritise and redirect.

A common failure mode is letting contractors dictate what “needs doing” without a council-led asset risk framework.

KPIs that drive the right behaviour

Preventative maintenance KPIs should support reliability, safety and cost predictability—without creating perverse incentives.

Useful measures might include:

• PM schedule compliance (by asset class),
• reduction in repeat defects,
• response time to safety-critical issues,
• percentage of work delivered as planned,
• and audit results for workmanship and compliance.

Examples of preventative maintenance levers in council environments

To make this concrete, service reviews often explore levers like:

• Buildings and facilities: HVAC servicing regimes, essential safety measures, lighting inspections, fire systems, roof and gutter programmes.
• Parks and open space: playground inspection routines, irrigation maintenance schedules, sports field maintenance cycles aligned to usage.
• Roads: reseal and patching programmes, line marking schedules, sign and barrier inspections.
• Stormwater: pit cleaning schedules tied to risk and known hotspots, inspection regimes after major rain events, proactive asset clearing.
• Fleet and plant: servicing schedules, defect management, pre-start checks, and workshop scheduling.

Shanaka: The point isn’t to do everything more often. It’s to do the right things at the right frequency for the risk and usage profile.

Deep dive 3: Procurement support that improves service delivery (not just pricing)

Procurement is frequently treated as a process: tender, evaluate, award, repeat. But in councils, procurement is also a service design tool. The way a contract is structured determines how the service behaves.

Srinath: It’s not unusual to see councils with contract structures that reflect the market of 10 or 15 years ago. The contract still “works” but it doesn’t produce the outcomes councils now need—resilience, performance visibility, and flexible service changes.

Shanaka: And procurement is where councils can remove a lot of hidden waste—unclear scopes, duplicated suppliers, inconsistent standards, poor indexation mechanisms, weak performance regimes.

What procurement-focused service reviews examine

Scope clarity and “what we actually buy”

In operational services, cost blowouts often come from scope creep and ambiguity:

• what’s included vs excluded,
• what “good” looks like,
• what happens when conditions change.

A procurement support review often starts by rewriting scopes so they are:

• measurable,
• auditable,
• and aligned to service levels.

Contract mechanisms and commercial alignment

Service reviews test whether the contract mechanism matches the service:

• schedule of rates vs lump sum,
• output-based vs input-based,
• incentives/abatements,
• indexation and change control,
• and mobilisation/transition requirements.

Supplier performance management (and council capability to manage it)

A contract is only as good as the council’s ability to manage it. Reviews look at:

• who owns supplier relationships,
• how performance is measured and reported,
• how issues are escalated,
• and whether councils have the right forums, templates and cadence.

Procurement deep dive: Waste services (collection, transfer stations, processing)

Waste is one of the highest spend and highest visibility services for many councils, and it’s also one of the most politically sensitive.

Srinath: Waste services often carry legacy decisions—collection frequency, bin sizes, kerbside configuration—that were made years ago. A service review is a chance to test whether the current configuration still fits community needs, cost pressures and environmental objectives.

What a waste service review typically covers

Service configuration and demand

• collection frequency (and whether it’s consistent across the LGA),
• bin configuration (general waste, recycling, organics),
• contamination drivers and education needs,
• growth areas and route expansion requirements,
• and service exceptions (multi-unit developments, CBD areas, events).

Route design and operational efficiency

Even without going into complex modelling, a service review can examine:

• route logic and depot location impacts,
• missed bin trends (and their root causes),
• timing constraints (school zones, traffic, noise restrictions),
• and how changes are requested and approved.

Contract structure and risk allocation

Key issues councils should test:

• how fuel and CPI indexation is applied,
• what happens when landfill levies change,
• how service changes are priced,
• and whether the contract encourages proactive performance or simply “minimum compliance”.

Transfer stations and waste facilities

Service reviews look at:

• operating hours vs community demand,
• staffing models and safety controls,
• third-party contractor roles,
• weighbridge and reporting systems,
• and the cost-to-serve of different waste streams.

Shanaka: A lot of improvement in waste comes from tightening the basics—clearer service standards, stronger performance reporting, better change control—rather than chasing headline changes.

Procurement deep dive: Cleaning services across council facilities

Cleaning tends to be underestimated. It looks simple, but it spreads across multiple facility types with different usage patterns.

Srinath: Councils often inherit cleaning contracts as “set and forget”. Over time, facilities change: libraries expand, community centres get busier, staff work patterns shift, and service expectations move.

What a cleaning service review should examine

Fit-for-purpose service levels

A practical review will segment facilities:

• customer-facing vs back-of-house,
• high-traffic vs low-traffic,
• sensitive environments (maternal health, childcare, aquatic centres),
• event-driven sites.

Then it tests whether cleaning frequencies reflect actual usage, not legacy assumptions.

Day cleaning vs after-hours models

Day cleaning can improve responsiveness and reduce security access issues, but it must be structured properly to avoid “busy but not effective” outcomes.

Quality assurance and auditing

Cleaning performance should be measurable:

• audit checklists aligned to facility type,
• clear rectification timelines,
• and transparent reporting that doesn’t become a paperwork exercise.

Consumables and extras

Many councils see leakage in:

• consumables supply arrangements,
• periodic deep cleans,
• ad-hoc event cleaning,
• and reactive call-outs.

A service review tightens scope and commercial mechanisms around these.

Procurement deep dive: Security services (guards, patrols, technology)

Security is a service where risk appetite and historical practice often diverge.

Shanaka: Some sites genuinely need physical presence. Others may be better served by technology, access control, lighting improvements, or changes to operating hours.

What a security service review should examine

Risk-based coverage by site and time

• Which sites have real incident history?
• When do incidents occur?
• What risks are we controlling (theft, vandalism, staff safety, public safety)?

Static guarding vs mobile patrols

Static guarding can be expensive and sometimes poorly targeted. Mobile patrols can be effective if:

• response expectations are clear,
• patrol frequency is defined,
• and incident reporting is robust.

Integration with technology

A modern security model often includes:

• CCTV monitoring and maintenance,
• alarms and access control,
• duress systems,
• and clear escalation pathways.

Contractor governance and performance

Security contracts need strong:

• vetting requirements,
• incident reporting standards,
• and performance consequences that are enforceable.

Srinath: The most common mistake is paying for “presence” rather than paying for risk reduction outcomes.

Procurement deep dive: Facilities maintenance, trades, and reactive call-outs

Facilities and trade services are a frequent source of cost volatility:

• call-out fees,
• quoting processes,
• small variations,
• inconsistent rates across contractors,
• and limited visibility of repeat failures.

Shanaka: Service reviews often find councils aren’t buying “maintenance”; they’re buying fragmentation.

What a service review can do here

• introduce a panel model with defined rates and response times,
• standardise work order coding so repeat failures are visible,
• clarify what is done in-house vs outsourced (based on skills, safety, cost and availability),
• tighten quoting and approval processes to reduce leakage,
• and implement basic performance reporting that doesn’t overburden teams.

Deep dive 4: Workforce optimisation with a spotlight on parking inspectors

Parking services are often discussed in narrow terms—revenue or enforcement. In reality, it’s a compliance service that sits in a sensitive community space.

Srinath: Parking enforcement is one of the most visible interactions between council and the public. That means the workforce model matters—not just for efficiency, but for fairness, safety, and public trust.

Shanaka: And it’s also one of the services where councils can use data well. Infringements, hotspots, time-of-day patterns, complaints, disputes—there’s usually more data than councils realise.

What a parking inspector workforce optimisation review should cover

Demand analysis by place and time

A practical review maps demand drivers:

• commuter corridors,
• activity centres,
• school zones,
• beach and recreation hotspots,
• events and seasonal peaks,
• construction impacts.

This helps answer: are we deploying staff where demand actually is?

Rostering and deployment design

Many councils carry rosters that are “how we’ve always done it”. Reviews test:

• shift start and end times (do they align to demand peaks?),
• split shifts and weekend coverage,
• supervision spans (is support available when incidents occur?),
• and fatigue/overtime drivers.

Productivity without perverse incentives

A common mistake is measuring “tickets per hour” as the primary indicator. That can distort behaviour and harm community trust.

Better measures often look like:

• coverage of priority areas,
• compliance outcomes in hotspots,
• response times to high-risk issues (e.g. accessible parking misuse),
• and customer complaint trends.

Safety and wellbeing

Parking officers work in challenging conditions. A workforce review should include:

• incident patterns,
• training and conflict management,
• lone worker protocols,
• escalation and support,
• body-worn cameras (where used) and policies,
• and alignment with WHS obligations.

Technology enablement

Technology can improve both productivity and fairness:

• handheld systems,
• mobile printing (or not, depending on policy),
• evidence capture,
• integration with permits,
• licence plate recognition (where appropriate),
• and streamlined infringement review processes.

Srinath: The point is not “more enforcement”. It’s smarter deployment that supports safe, fair compliance outcomes.

Deep dive 5: Fleet management as a council-wide performance lever

Fleet is one of those areas where costs creep quietly: maintenance, downtime, replacement, fuel, insurance, safety. It affects almost every operational service.

Shanaka: Councils can have strong procurement and maintenance teams, but still struggle with fleet because responsibility is spread—business units want autonomy, fleet teams want standardisation, finance wants cost control, and operations want reliability.

A fleet management service review helps align the organisation around a clear strategy.

What a fleet service review should examine

Fleet purpose and fit-for-task

• Are vehicles fit for the tasks they do?
• Are there specialised vehicles used for general tasks (or vice versa)?
• Are heavy plant and light fleet managed consistently?

Utilisation and pooling

Some councils can unlock improvement simply by:

• improving booking and pooling,
• reducing underutilised vehicles,
• and matching fleet availability to shift patterns.

Replacement strategy and lifecycle cost

A disciplined replacement strategy reduces “run to failure” behaviour and helps budgeting. A review typically tests:

• replacement triggers (age, km/hours, maintenance cost, downtime),
• alignment with safety and compliance,
• and whether replacement decisions are consistent across units.

Maintenance delivery model

Key questions:

• in-house workshop vs outsourced servicing (or hybrid),
• parts procurement and inventory management,
• vehicle downtime drivers,
• and whether preventative maintenance is executed reliably.

Transition planning (including alternative fuel vehicles)

Many councils are considering EVs and lower-emission options. A service review can help councils approach this pragmatically:

• which fleet segments are ready now,
• what charging infrastructure is required,
• what operational constraints exist (range, towing, payload),
• and how to stage transition without disrupting services.

Srinath: Fleet tends to be a multiplier. If fleet reliability improves, service delivery improves. If fleet costs blow out, every operational budget feels it.

Pulling it together: governance, cost transparency and making service reviews actionable

A council can run great reviews and still struggle if governance and implementation capability are weak.

Shanaka: Implementation usually fails for boring reasons: unclear owners, competing priorities, weak data, not enough contract management capability, or “everyone agrees but nothing changes”.

What helps service review recommendations stick

A service catalogue and clear service ownership

A service catalogue doesn’t need to be complicated. It needs:

• clear service definitions,
• service owners,
• service levels (where appropriate),
• and a shared understanding of what is in/out of scope.

Cost transparency that supports decisions

Councils don’t need perfect activity-based costing to make better decisions. They do need:

• consistent coding,
• visibility of internal vs external cost,
• clarity on overheads and enabling costs,
• and a way to track whether changes are delivering benefits.

Contract management capability uplift

If a service review recommends “re-tender and standardise”, councils need the capability to:

• manage the tender properly,
• manage transition,
• and then manage the contract over its life.

A realistic roadmap (quick wins + structural changes)

Not everything should be done at once. A good roadmap separates:

• quick wins (scope clarity, reporting, scheduling discipline),
• medium-term changes (procurement cycles, workforce redesign),
• and longer-term reforms (systems uplift, asset data improvement).

How Trace Consultants can help councils with service reviews

Trace Consultants supports Australian councils through service reviews that combine operational reality with commercial discipline. The focus is on services where councils can improve outcomes by tightening the link between assets, maintenance, procurement, workforce and performance governance.

Shanaka: Our approach is practical and staged. Councils don’t need theory—they need a clear baseline, a small set of implementable options, and support to land the changes.

Where Trace typically supports local government service reviews

1) Service review design and baseline (getting the fact base right)

• defining scope and service levels with stakeholders,
• mapping end-to-end cost and process,
• diagnosing demand and workload drivers,
• identifying constraints and risks,
• developing a clear baseline that can be used in decision-making.

2) Asset management and preventative maintenance uplift

• asset criticality and risk-based prioritisation,
• planned maintenance scheduling models,
• standard job plans and performance measures,
• integration between CMMS, asset registers and operational planning,
• practical pathways to reduce reactive maintenance and improve predictability.

3) Procurement support across operational categories

• scope standardisation (waste, cleaning, security, facilities, trade services),
• go-to-market strategy and tender support,
• commercial and contract mechanism design (including indexation, KPIs, abatements),
• supplier performance frameworks and reporting cadence,
• transition planning to reduce operational disruption.

4) Workforce optimisation (including parking compliance)

• demand and deployment analysis,
• roster and shift design,
• productivity and safety improvements,
• supervision and governance models,
• technology enablement opportunities aligned to service outcomes.

5) Fleet management strategy and optimisation

• utilisation and right-sizing,
• replacement strategy and lifecycle cost drivers,
• maintenance delivery model optimisation,
• fleet procurement and standardisation,
• practical transition planning for lower-emission fleet where appropriate.

What makes Trace’s approach different (in plain language)

• We focus on what can be implemented, not just what can be analysed.
• We connect procurement decisions to how services actually run day-to-day.
• We work with councils to improve capability (not dependency), so improvements last.

Srinath: From an independent perspective, what councils value in external support is practicality—people who understand the realities of depots, contract transitions, union considerations, community expectations, and governance. When those realities are reflected in the review, recommendations are far more likely to stick.

Practical questions councils can use to guide a service review

Sometimes the simplest way to start is with the right questions.

Asset management and maintenance

• Do we know which assets create the highest safety and service risk?
• Are maintenance priorities set by risk, or by who complains loudest?
• What percentage of maintenance is planned vs reactive—and why?
• Are repeat failures visible in our data, and are we acting on them?

Preventative maintenance

• Are planned tasks actually completed on schedule?
• Do we have standard job plans for recurring work?
• Are we resourcing planned maintenance, or hoping it happens “around” reactive work?
• Do contractor arrangements support reliability, or encourage call-outs?

Procurement (waste, cleaning, security, facilities)

• Are scopes and service levels clear and measurable?
• Are contracts structured for today’s market conditions and risks?
• Do we have performance reporting that’s meaningful, not just paperwork?
• Do we have the capability to manage contracts once awarded?

Parking enforcement workforce optimisation

• Are staffing levels and rosters aligned to demand peaks and hotspots?
• Are safety protocols and supervision adequate for the reality of the role?
• Are KPIs driving fair and effective compliance outcomes?
• Are systems supporting efficient processing and dispute handling?

Fleet

• Do we have underutilised fleet that could be pooled or removed?
• Are replacement decisions consistent and based on lifecycle cost?
• Is downtime disrupting services—and do we know why?
• Do we have a realistic plan for any future fleet transition?

Closing thoughts: service reviews as a capability, not a one-off

Srinath: The councils that do well over time are the ones that treat service reviews as part of continuous improvement—not as a one-off response to budget stress.

Shanaka: Agreed. A strong service review gives councils clarity: where costs sit, where risks sit, and which changes will genuinely improve service outcomes and sustainability.

For Australian councils, the opportunity is real—particularly in the areas that consistently drive cost and risk: asset management, preventative maintenance, procurement across operational services, workforce optimisation (including parking compliance), and fleet management.

If your council is considering a service review—or wants to move from insights to implementation—Trace Consultants can help you design a practical review, build the baseline, identify workable options, and support delivery in a way that stands up to operational reality and governance expectations.

Technology programs don’t fail because the software is wrong. They fail when the business hasn’t clearly defined how it wants to operate. Business integration creates clarity before delivery begins and sets transformation up for success.

Across government, defence, FMCG, retail, manufacturing and infrastructure, we see the same pattern repeat. Organisations invest heavily in platforms, automation and digital tools, expecting outcomes to follow. Instead, they encounter rework, delays, cost overruns, and solutions that don’t quite fit how the business runs.

This is where business integration matters.

Technology doesn’t deliver outcomes. Business clarity does.

Transformation succeeds when there is a clear, business-owned blueprint before delivery begins. One that defines outcomes, processes, data, roles, and governance in a way that technology can actually support.

Business integration focuses on the what and the why before the how. It creates alignment between strategy and execution, ensuring systems integrators and vendors are building against a coherent, agreed view of the future state. Without this foundation, even the best technology struggles to deliver value.

What business integration really means in practice

At its core, business integration is about designing the future state of the business before a single line of configuration or code is written.

That means stepping back from tools and vendors and answering more fundamental questions:

• How should the organisation operate end to end?
• What decisions need to be made, by whom, and using what information?
• Where do processes, data, and accountability break down today?
  What must change to support strategic objectives, KPIs, and customer outcomes?

Business integration connects strategy, operations, technology, and change into a single, coherent view. It ensures delivery teams are not guessing what success looks like.

Reducing delivery risk before it shows up

One of the biggest benefits of a business-led integration approach is risk reduction. When current state processes are poorly understood, or future-state impacts aren’t explored early, risks surface late. Often during build, testing, or go-live, when changes are most expensive and disruptive.

A structured business integration phase brings those risks forward. Operational constraints, data dependencies, compliance impacts, and change requirements are identified before delivery begins. This allows organisations to make informed decisions early, rather than reacting under pressure later.

The result is fewer surprises, less rework, and a smoother path to adoption.

From intent to execution, without losing momentum

Many organisations are clear on their ambition but struggle to translate that intent into executable plans.

Business integration bridges that gap. It turns high-level strategy into:

• Clearly defined processes and operating models
• Vendor-neutral functional and non-functional requirements
• Prioritised backlogs and delivery roadmaps
• Benefits frameworks that support governance and funding decisions

This creates a strong line of sight from strategy through to implementation, giving executives confidence that what gets built will actually deliver the outcomes they expect.

A business-owned blueprint sets delivery up for success

The most effective transformation programs share a common trait, the business owns the design. When future-state processes, data flows, KPIs, and governance are defined and agreed upfront, systems integrators can focus on what they do best. Building and configuring solutions with confidence, speed, and precision.

The outcome is not just a successful implementation, but a solution the organisation understands, adopts, and can evolve over time.

Designing it right before you build

In an environment of increasing complexity, multi-vendor ecosystems, and constant disruption, organisations can’t afford to treat business design as an afterthought. Business integration is not an optional layer, it is the foundation that determines whether transformation delivers lasting value or becomes another expensive lesson.

Design it right before you build. Trace helps organisations clearly define how they want to operate so delivery is simpler, faster, and far more likely to succeed.

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At Trace, our work is shaped by the people doing it. In Conversation at Trace is a new series where we sit down with our consultants to unpack how they approach complex problems, apply their thinking across diverse environments, and reflect on what they’re seeing across the industry.

First up is David Carroll, a Management Consultant at Trace with more than eight years of experience across Federal Government, Defence, and private enterprise. David brings deep expertise in operating model design, governance, and end-to-end process reengineering, and is known for working closely with senior stakeholders to co-design solutions that are practical, context-aware, and built to last.

We sat down with David to talk about what he’s learned working across highly constrained environments, how to spot when an operating model is holding an organisation back, and what it really takes to turn strategy into execution.

You’ve worked across Federal Government, Defence, and private enterprise. How have those environments shaped the way you approach problem diagnosis and solution design?

DC: They’ve taught me the importance of understanding client context, especially when it comes to designing solutions. What works in one environment doesn’t necessarily work in another. For example in Government and Defence, changes to organisational charts are significantly harder than in private companies, as are opportunities to introduce new systems. In my experience, the degrees of freedom are far greater in private enterprise, with Defence being the most constrained due to security requirements and the mix of civilian and military personnel. However, Defence has a very hierarchical structure on the military side which at times can make it easier to gain buy-in and action when the senior officer is on our side.

When it comes to diagnosing problems, the tools and frameworks I’ve learned are applicable across all businesses, but they’re not enough on their own. Understanding the client is critical as while problems may appear similar, there is always something unique. There’s no substitute for interviews, workshops, and ideally sitting alongside teams to truly understand the problem and design solutions that fit their organisation.

Operating model design can sound abstract from the outside. How do you make it tangible for the teams who have to live with it day to day?

DC: The team on the ground wants to know how it will affect their day-to-day, so maintaining that focus is vital. Every layer of the operating model includes elements that are tactical for the team and strategic for the organisation. For instance, in organisation design the team on the ground are concerned on who their supervisor is and how many members are in their team. Meanwhile, management is more focussed on where that team sits, how that team impacts layers and spans of control. For the operational team, these considerations have no bearing on their day to day, as long as they aren’t broken and systems keep running smoothly.

For the team I have found the key is quickly identifying which documents/artifacts/systems are required and will be used either daily or as reference material. RACIs are a good example; they are rarely used daily but when a dispute arises they are excellent reference documents to determine responsibilities and help settle disputes. A process map and checklist on the wall is the opposite example, it is a quick reference that is used every day to make sure tasks are on track, and is vital for supporting new staff to get up to speed and be efficient.

Process optimisation is often framed as a cost exercise. What broader role does process design play in service quality, decision-making, and capability uplift?

DC: That's right, process optimisation is often seen as a way of freeing up time, and often with the aim of headcount reduction, but as you mention, the benefits can extend far beyond that. An optimised process can be a competitive advantage as the speed of activity increases, improving customer experience. An optimised process is also repeatable and reproducible meaning it can be done the same way and produce consistent outcome over and over again, hopefully providing a reliable, high quality and fast service that customers prefer.

AI, robotic process automation, machine learning and other emerging technologies offer significant opportunities in process optimisation. Not only to improve efficiency and consistency, but also to free up time for, in my view, more interesting work as the technology handles the low value add repetitive tasks like digital filing or system transfers. This enables staff to do work that is more meaningful, requires them to use their brain, which ultimately supports job satisfaction.

You’ve partnered with senior stakeholders in high-stakes environments. What does genuine co-design look like in practice?

DC: Genuine co-design requires an open mind from both sides but in particular the consultants. It requires spending time with the stakeholders, using a whiteboard to throw up half developed ideas and debate over their merits. Basically bringing the stakeholder into the tent on the design process and treating them as a member of the team. But it won't work if the consultant isn’t open to not only hearing but also exploring and using the stakeholders ideas. Co-design where the stakeholder is at the white board but none of their ideas are included in the end solution, will just breed resentment and make implementation harder.

Consulting is a team sport and my most successful projects have included client stakeholders on the team to develop solutions as they are brought in and become champions for the idea in the organisation.

Many organisations struggle to turn strategy into execution. What helps bridge that gap?

DC: You have to make it real to those on the ground, not just the c-suite and executives. Ideally everyone in the organisation should be able to read the strategy and clearly see how their role contributes to it, understanding that without their involvement, it simply won’t land.

That needs to be backed by active management support. Not just oversight to drive change, but a genuine willingness to explain the why, listen to concerns, and take feedback back up the chain. When even the most junior team members feel heard and understand how they fit into the bigger picture, they’re far more likely to take ownership and help turn a well-designed model into successful execution.

Government and Defence contexts come with unique constraints. What do leaders in these environments most need from a consulting partner?

DC: They need a partner who understands their environment and what levers are available to them. Reducing headcount, while not impossible in the public service, is harder in Government and Defence for instance.

I think the biggest constraint for those that may not have worked in Government and Defence is the need to consider the public good and stewardship of tax payer funds. This extends to Government Business Organisations and Not For Profits too, where scandals over incentives and perks that are commonplace in the corporate world have resulted in disciplinary action on leaders and even their dismissal. However, this is why those engagements can be fun, as the playbook for corporate companies can’t just be applied, rather new options need to be developed and explored.

When organisations talk about operational excellence, what’s one misconception you see time and time again?

DC: I find people often jump straight to the technology lens, which while critical and certainly an enabler, is not where one should start. You can have the best tech in the world but without the right people, processes, procedures it will not provide operational excellence.

To me, step one is always ensuring you have the right governance in place, step two the right people with the right skills and the third is tech and data. Organisations can provide a lot of value from just getting the first two right. But when they jump straight to number three, the term white elephant starts to come into play, which is a very expensive way to determine you don't have the right governance or people to achieve operational excellence.

Looking ahead, what shifts do you see emerging in organisational design across public and private sectors?

DC: The obvious answer is AI and technology upending work. However, while many people have said we will see an almost elimination of junior team members as they are replaced by AI, I am not as convinced.

Your junior team members today are your leaders of tomorrow. There are many very successful companies where their c-suite started at entry level and have worked through the ranks (Nike, GM, Disney CEOs come to mind), and most of them are very successful CEOs as they understand the business at every level. Without understanding the basics, the how, and why something is as it is, it's a lot harder to make effective business-specific changes.

Now there will probably be less of them as there is less activity for them to do, but that just means initial hiring needs to step up, rather than casting a wide enough net to ensure you capture a couple of high performers. So I see the net becoming smaller, but given the nature of junior hires, companies still need to take on enough to account for not all of them being rock stars, or even wanting to stay in that career long term, to ensure that in 20-30 years time there is suitably qualified and experienced people to fill senior positions.

David’s perspective reinforces a core Trace belief: lasting change doesn’t come from templates, technology alone, or theory. It comes from understanding context, working side-by-side with teams, and designing operating models that are both defensible at the top and usable on the ground.

Supply chain and maintenance requirements, risks and challenges

Solar panels have moved from niche sustainability initiatives to mainstream infrastructure across Australia and New Zealand. Residential rooftops, commercial office buildings, hospitals, warehouses, shopping centres and industrial facilities are increasingly integrating solar into their asset base, driven by rising energy costs, sustainability targets, regulatory pressure and corporate ESG commitments.

While the conversation often focuses on installation costs, rebates and energy savings, far less attention is given to what happens before and after installation. The reality is that solar panels are part of a complex, globally connected supply chain and represent long-life assets that require structured maintenance, data, governance and operational planning to deliver their promised returns.

For both residential owners and commercial asset managers the real challenge is not whether to install solar, but how to manage the supply chain risks, operational complexity and long-term maintenance obligations that come with it.

This article explores:

• How the solar panel supply chain actually works
• Where supply chain risk sits for Australia and New Zealand
• The hidden maintenance and asset management challenges
• The differences between residential and commercial solar operations
• Why many solar investments underperform expectations
• How organisations can design more resilient, lower-risk solar operating models
• How Trace Consultants can help

The solar panel supply chain: more complex than it appears

At first glance, solar panels appear to be a relatively simple product. Manufactured offshore, shipped to Australia or New Zealand, installed locally, and then left to generate energy for decades. In practice, the supply chain is far more complex and exposed to risk.

Global manufacturing concentration

The majority of the world’s solar panels and key components are manufactured offshore, with heavy concentration in a small number of countries. This creates several challenges for downstream markets such as Australia and New Zealand:

• Long lead times and limited flexibility
• Exposure to geopolitical and trade policy changes
• Currency volatility impacting landed costs
• Limited ability to rapidly switch suppliers
• Quality variability across manufacturers and batches

For commercial projects in particular, procurement decisions made early in a project can lock organisations into specific technologies and suppliers for 20–30 years, with limited recourse if performance issues emerge later.

Upstream component dependencies

Solar panels are only one part of the system. A typical solar installation also depends on:

• Inverters and power electronics
• Mounting systems and structural components
• Electrical cabling and switchgear
• Monitoring and control systems
• Energy storage (increasingly common)

Each component often comes from different suppliers, with different warranties, service lives and replacement cycles. Without an integrated supply chain view, organisations can easily create fragmented systems that are difficult to maintain and costly to operate over time.

Supply chain risks specific to Australia and New Zealand

Australia and New Zealand face unique challenges due to geography, scale and market structure.

Distance and logistics complexity

Long shipping distances increase:

• Freight costs
• Exposure to shipping delays
• Risk of damage in transit
• Dependency on ports and international logistics capacity

For large commercial projects, delays in one component can halt entire installations, leading to cost overruns and missed commissioning timelines.

Market fragmentation

The solar market includes a wide mix of:

• Manufacturers
• Distributors
• Installers
• EPC contractors
• Maintenance providers

Many organisations select suppliers based on upfront cost rather than long-term operating capability. This often results in:

• Poor documentation handover
• Inconsistent asset data
• Limited clarity on warranties and performance guarantees
• Weak accountability once installation is complete

Installation is only the beginning: the asset lifecycle challenge

One of the most common mistakes organisations make is treating solar panels as “fit and forget” assets. In reality, solar systems behave more like distributed infrastructure networks that require active management.

Performance degradation over time

Solar panels degrade gradually, but performance loss can accelerate due to:

• Dust and debris accumulation
• Bird droppings and organic matter
• Shading changes from surrounding development
• Electrical faults and inverter failures
• Weather exposure and micro-cracking

Without structured monitoring and maintenance, underperformance can go unnoticed for years, eroding financial returns and undermining sustainability targets.

Maintenance is often underspecified

Many residential and commercial solar installations lack:

• Clear maintenance schedules
• Defined performance benchmarks
• Ownership of monitoring and reporting
• Budget provision for inverter replacement
• Planned access strategies for rooftop systems

For commercial buildings, these gaps are amplified by safety requirements, access constraints and competing maintenance priorities.

Residential vs commercial solar: different scale, different risks

While the underlying technology is similar, the operational challenges differ significantly between residential and commercial solar.

Residential solar considerations

Residential solar owners often face:

• Limited visibility of actual system performance
• Dependence on installer-provided apps and data
• Difficulty sourcing maintenance support years after installation
• Inverter failures outside warranty periods
• Roof access and safety constraints

Many households assume solar will simply “work forever,” only discovering issues when electricity bills rise unexpectedly.

Commercial and institutional solar challenges

Commercial buildings introduce far greater complexity:

• Large rooftop or car-park installations
• Multiple inverters and connection points
• Integration with building management systems
• Compliance with safety and access regulations
• Coordination with existing maintenance contractors
• Governance over asset performance and reporting

For asset owners with large portfolios such as property groups, healthcare networks, education campuses or logistics operators, solar performance becomes a portfolio-wide supply chain and asset management problem.

Data, visibility and control: the missing link

A recurring issue across solar deployments is the lack of integrated data and performance visibility.

Fragmented monitoring systems

Solar monitoring platforms are often:

• Proprietary to the installer or manufacturer
• Poorly integrated with other building systems
• Limited in historical data retention
• Not aligned to financial or sustainability reporting

This makes it difficult for executives and asset managers to answer basic questions:

• Are systems performing as expected?
• Which assets are underperforming and why?
• What maintenance interventions deliver the best ROI?
• How does solar performance vary by location or asset type?

From sustainability initiative to operational asset

As solar becomes embedded in core operations, organisations must shift from viewing it as a sustainability add-on to treating it as critical infrastructure requiring:

• Clear ownership
• Defined operating models
• Performance KPIs
• Integrated maintenance planning
• Lifecycle cost management

Maintenance and workforce challenges

Maintenance is one of the most underestimated aspects of solar performance.

Skills and capability gaps

The solar maintenance workforce faces challenges including:

• Shortages of qualified technicians
• Geographic dispersion of assets
• Inconsistent service quality
• Limited capability to diagnose system-level issues

For organisations managing multiple sites, relying on ad-hoc maintenance arrangements can lead to inconsistent outcomes and rising costs.

Access, safety and compliance

Commercial solar maintenance often requires:

• Height safety systems
• Traffic management for car-park installations
• Electrical isolation procedures
• Coordination with site operations

These constraints increase maintenance costs and complexity, making planned, preventative approaches far more effective than reactive fixes.

Why solar investments often underperform

Despite strong business cases, many solar investments fail to achieve expected returns due to:

• Poor supply chain decisions at procurement stage
• Lack of standardisation across assets
• Inadequate data and monitoring
• Under-resourced maintenance models
• Weak governance and accountability

The result is lost generation, rising operating costs and frustrated stakeholders.

Designing a better solar supply chain and operating model

To maximise value from solar investments, organisations need to think beyond panels and rebates.

Key principles include:

• Designing supply chains with long-term maintainability in mind
• Standardising components where possible
• Embedding data and performance reporting from day one
• Aligning maintenance models to asset criticality
• Planning for replacement and end-of-life scenarios

This requires the same discipline applied to other complex supply chains, not a one-off installation mindset.

How Trace Consultants can help

Trace Consultants supports organisations across Australia and New Zealand to design, optimise and operate complex supply chains and asset-intensive operating models, including those involving renewable energy infrastructure such as solar.

Support typically includes:

Supply chain and procurement strategy

• Assessing solar component supply chain risks
• Supporting supplier and technology selection decisions
• Evaluating total cost of ownership, not just upfront cost
• Designing procurement strategies that balance resilience, cost and performance

Operating model and asset management design

• Defining ownership, governance and accountability models
• Designing maintenance strategies aligned to asset criticality
• Integrating solar assets into broader facilities and infrastructure operating models

Performance, data and reporting

• Defining performance KPIs and benchmarks
• Supporting data and monitoring strategy design
• Enabling visibility across asset portfolios
• Supporting sustainability and energy performance reporting

Workforce and maintenance planning

• Assessing maintenance capability and resourcing models
• Designing preventative maintenance frameworks
• Supporting workforce planning and scheduling approaches

Trace brings a practical, independent and solution-agnostic perspective, helping organisations move beyond installation-focused thinking to sustainable, long-term operational performance.

Looking ahead: solar as core infrastructure

As energy costs continue to rise and decarbonisation accelerates, solar will increasingly be treated as core infrastructure rather than optional enhancement.

Organisations that succeed will be those that:

• Understand the full supply chain behind their assets
• Invest in maintainability and data visibility
• Design operating models that scale with portfolio growth
• Actively manage performance across the asset lifecycle

Solar panels may sit quietly on rooftops, but the supply chains, maintenance models and decisions behind them determine whether they truly deliver value. For Australian and New Zealand organisations the opportunity is significant, but only if solar is managed with the same rigour as any other critical supply chain investment.

Thinking about solar beyond installation?

If your panels are already on the roof but performance, maintenance and accountability feel unclear, that’s a signal worth paying attention to. At Trace Consultants, we help organisations treat solar like the long-life infrastructure it is. That means clearer ownership, smarter procurement decisions, better data, and maintenance models that actually protect returns over time.

Get in touch with one of our experts to understand where risk sits in your solar supply chain and how to build an operating model that delivers reliable performance, not just good intentions.

Rostering optimisation in service industries

Across Australia and New Zealand, service-based organisations are facing a perfect storm of rising costs, workforce shortages, increasing demand volatility, and heightened expectations from customers, patients, and regulators. In many industries, labour is the single largest cost line, and the most difficult to manage. Yet despite this, rostering processes in many organisations remain manual, reactive, and disconnected from demand.

Rostering optimisation has therefore moved from being an operational “nice to have” to a strategic necessity. Organisations that can align labour supply with real demand, while maintaining service quality and workforce wellbeing, are gaining a significant advantage in an increasingly constrained operating environment.

This article explores how rostering optimisation is changing across service industries, why traditional approaches are falling short, and how organisations can build more sustainable, cost-effective rostering models.

Why rostering has become a strategic issue

Historically, rostering was often treated as an administrative task. Line managers or supervisors created rosters based on experience, availability, and rules of thumb. While imperfect, this approach was often “good enough” when labour markets were loose and demand patterns were relatively stable. That context has fundamentally changed.

Today, service organisations are dealing with:

• Chronic labour shortages
• Higher employee turnover
• Increased reliance on casual, agency, or contingent labour
• More complex industrial agreements and compliance requirements
• Fluctuating and unpredictable demand
• Increased scrutiny of service outcomes and safety

As a result, poorly optimised rosters now have direct and visible consequences such as escalating overtime and agency costs and missed service levels and staff burnout. Rostering is no longer just about filling shifts. It is about balancing cost, service quality, risk, and workforce sustainability in real time.

The true cost of poor rostering

Many organisations underestimate the true cost of ineffective rostering because the impacts are spread across multiple parts of the business.

Common consequences include:

• Excess overtime driven by poor shift design
• High use of agency staff to cover avoidable gaps
• Underutilisation of permanent employees
• Fatigue-related safety incidents
• Declining service reliability
• Increased absenteeism and turnover
• Reduced employee engagement

Individually, these issues may appear manageable. Collectively, they can materially erode margins, service outcomes, and organisational resilience. In industries where margins are already under pressure such as healthcare, aged care, disability services, hospitality, logistics, and facilities management, the cumulative impact of poor rostering can be substantial.

Demand volatility is exposing rostering weaknesses

One of the biggest drivers of rostering inefficiency is the growing mismatch between labour supply and demand.

Demand in service industries is increasingly:

• Time-specific rather than evenly distributed
• Location-dependent
• Sensitive to external factors such as seasonality, events, weather, or funding models
• Subject to last-minute changes

Yet many rostering models still assume relatively static demand profiles. Shifts are fixed, headcounts are standardised, and flexibility is limited.

This disconnect leads to:

• Overstaffing during low-demand periods
• Understaffing during peaks
• Reactive schedule changes that frustrate staff
• Costly last-minute labour decisions

Rostering optimisation begins with acknowledging that demand is dynamic, and designing workforce models that can respond accordingly.

From coverage-based to demand-led rostering

A significant shift occurring across service industries is the move away from coverage-based rostering towards demand-led rostering. Coverage-based rostering focuses on ensuring a certain number of staff are present at all times, regardless of actual demand. While simple to administer, it often results in inefficiency.

Demand-led rostering, by contrast, aligns workforce supply to:

• Forecast service volumes
• Workload intensity by time and location
• Skill requirements
• Service standards

This approach requires better data, improved forecasting, and closer integration between operational planning and rostering.

The result is a roster that is:

• More efficient
• More responsive
• Better aligned with service outcomes
• More defensible from a cost and compliance perspective

Workforce mix is central to optimisation

Rostering optimisation is not just about when people work, it is also about who works. Many service organisations are reassessing their workforce mix to improve flexibility and cost control. This includes reviewing the balance between:

• Full-time and part-time employees
• Casual and contingent labour
• Permanent staff and agency resources
• Skill levels and role design

Over-reliance on agency labour is often a symptom of deeper structural issues, such as:

• Poor demand forecasting
• Inflexible employment models
• Inefficient shift design
• Limited cross-skilling

Optimised rostering considers workforce composition as a strategic lever, not just an operational constraint.

Compliance and fatigue are increasingly critical

As industrial relations frameworks evolve and safety expectations rise, compliance and fatigue management have become central to rostering decisions.

Poorly designed rosters can expose organisations to:

• Breaches of enterprise agreements or awards
• Excessive consecutive shifts
• Inadequate rest periods
• Elevated fatigue and safety risks

Rostering optimisation must therefore balance efficiency with compliance and wellbeing. This requires:

• Clear rule frameworks
• Transparent decision logic
• Strong governance and escalation processes

Optimised rosters should reduce risk, not simply reduce cost.

Technology is an enabler, not a silver bullet

Many organisations have invested in rostering and workforce management systems, yet continue to struggle with outcomes. This is often because technology has been implemented without rethinking underlying processes and decision frameworks.

Effective rostering optimisation requires:

• Clear demand inputs
• Defined workforce rules and constraints
• Agreed service standards
• Strong exception management

Technology can automate and optimise decisions, but only when the inputs and governance are sound.

Increasingly, organisations are also using low-code and analytics tools to:

• Improve visibility of labour demand and supply
• Identify cost drivers and inefficiencies
• Enable faster scenario analysis
• Support managers with better decision insights

The most successful implementations focus on usability and adoption, rather than system complexity.

Change management is often the missing link

Rostering changes directly affect people’s lives. Shift patterns, start times, weekends, and overtime opportunities are deeply personal issues for staff. As a result, even technically sound rostering initiatives can fail without effective change management.

Common challenges include:

• Resistance from frontline managers
• Perceived loss of autonomy
• Concerns about income stability
• Mistrust of “optimisation” initiatives

Successful rostering optimisation programs invest in:

• Early stakeholder engagement
• Transparent communication
• Clear articulation of benefits
• Incremental implementation
• Ongoing feedback loops

Sustainable change requires trust as much as technology.

Industry-specific considerations

While the principles of rostering optimisation are consistent, their application varies by industry:

• In healthcare and aged care, rostering must balance clinical safety, continuity of care, and regulatory compliance.
• In disability services, variability in client needs and funding models adds complexity to scheduling and workforce deployment.
• In hospitality and tourism, demand volatility and seasonality require high levels of flexibility and rapid re-planning.
• In facilities management and service contracting, rostering must align tightly with service level agreements and contract margins.

A one-size-fits-all approach rarely works. Rostering optimisation must be tailored to the operational reality of each industry.

How Trace Consultants can help

Trace Consultants works with service organisations across Australia and New Zealand to design and implement practical, sustainable rostering optimisation solutions. Support typically includes:

Rostering and workforce diagnostic reviews

Assessing current rostering practices, workforce mix, demand patterns, and cost drivers to identify root causes of inefficiency.

Demand and capacity modelling

Helping organisations understand true labour demand by time, location, and skill, providing a robust foundation for roster design.

Rostering framework and process design

Designing clear, demand-led rostering frameworks that balance efficiency, service quality, compliance, and workforce wellbeing.

Workforce mix and role design

Supporting decisions around employment models, skill mix, and role standardisation to improve flexibility and reduce reliance on high-cost labour.

Technology enablement

Assisting with the selection, configuration, and adoption of rostering and workforce management tools, including low-code solutions where appropriate.

Change and implementation support

Ensuring rostering improvements are embedded through strong governance, capability uplift, and stakeholder engagement.

Trace Consultants brings an independent, operationally grounded perspective, helping organisations move beyond short-term fixes towards lasting improvement.

What leaders should focus on now

For leaders in service industries, rostering optimisation should be approached as a strategic program rather than a tactical exercise.

Key priorities include:

• Linking rostering to demand, not just coverage
• Improving workforce flexibility without increasing risk
• Using data to inform decisions rather than intuition alone
• Investing in capability, not just systems
• Engaging the workforce early and transparently

In a constrained labour market, the organisations that succeed will be those that use their workforce intelligently and sustainably.

Final thoughts

Rostering optimisation is no longer about squeezing more hours from fewer people. It is about designing systems that respect the realities of modern service delivery, balancing cost, service quality, compliance, and workforce wellbeing.

As pressures on service industries continue to intensify across Australia and New Zealand, the ability to roster effectively will increasingly separate resilient organisations from those that struggle to keep up. The question facing leaders is not whether rostering can be improved, but whether they are prepared to treat it as the strategic capability it has become.

Is your roster working as hard as your people?‍

If rostering decisions still feel reactive, costly, or overly reliant on manager intuition, there’s likely more value left on the table. At Trace Consultants, we help service organisations design demand-led rostering models that reduce labour cost pressure while protecting service quality, safety, and workforce wellbeing. Clear demand signals, defensible rules, and practical processes that frontline teams can actually use.

Start a conversation with Trace to understand where rostering is creating hidden cost, risk, or fatigue and how a more structured approach can deliver sustainable results across your workforce.