Driving Strategic Value Through Procurement Excellence

As Australian businesses navigate evolving economic conditions, recalibrating their procurement function in line with proactive strategy is vital.

Along with opportunities for cost reduction, uplifted procurement functions directly impact other key business responsibilities.

Cost Savings
Quality Control
Risk Management
Supply Chain Efficiency
Compliance & Sustainability
People sitting at computersLarge container ships in a busy port.

Trace.’s comprehensive Procurement Excellence Framework is designed to support the elevation of these business focus areas through uplifts across the entire procurement journey.

Procurement framework

Explore our approach to the 7 functional areas of the Procurement Excellence Framework :

1. Strategic Procurement

Increasingly, procurement is at the forefront of strategy. With economic and political events fundamentally changing supply chains, organisations must consider the impacts of procuring goods and services – navigating service, profitability, and risk.

Key questions include:

  • Who are our key suppliers?
  • What is our supplier management strategy?
  • How do we ensure quality & compliance in procurement activities?
  • How can we leverage technology and data in procurement?
  • How do we measure procurement performance?

2. Sustainable Procurement

Sustainability is a key consideration for organisations – and Procurement functions can play a significant role by shaping how organisations operationalise sustainability.

Five key considerations for sustainable procurement opportunities include:

Environmental
  • Efficient, recycled, minimal packaging product or service design
  • Considering supplier emissions as part of own Scope 3 emissions
Social
  • Appropriate supplier due diligence and risk assessment process
Governance
  • Total cost of ownership to ensure cost-effective purchasing
  • Appropriate KPI and Performance Reporting to manage suppliers

3. Category Management

Dividing products and services into discrete groups allows organisations to focus on specific segments of their procurement spend, tailoring strategies to the unique characteristics and market conditions.

Story Bridge Brisbane

At trace. we take a three-step approach to help review your category management:

Category Analysis
  • Scenario modelling of trends, competitor positions & options
Strategic Alignment
  • Supplier strategy by balancing strategic relationships & competition
  • Align with broader strategic vision and goals, review gaps
Category Execution
  • Ensuring compliance with policies and procedures
  • Monitoring performance and adapting where needed

4. Cost Reduction & Spend Analytics

We analyse spend data to identify variances and anomalies. This allows organisations to benchmark, identify savings opportunities and improve supplier performance.

At trace. we take a structured approach to identifying cost reduction opportunities:

Benchmarking Analysis

Monitoring current spend against market data

Scope Rate & Review

Reviewing scopes and rates to align to the business’ strategy

Contract & KPI Review

What opportunities exist to manage variances and reduce costs?

5. Procure to Pay Optimsation

Procure-to-pay (P2P) covers all steps from requisitioning goods and services to paying suppliers, ensuring streamlined purchasing and financial operations.

At trace. we take a three-step approach to answer key questions that can help optimise your P2P process:

  • Review maturity, efficiency & existing risks of current P2P process
  • Review contract scope and rates for market competitiveness, identify scope creep or discretions in actual charged rates.
  • Identify opportunities to optimise the process including supporting technology solutions

6. Contract Performance & KPI Management

Productive contract management begins with gaining clear visibility into current contracts; this includes accessing contract scopes and spend, tracking performance against KPIs and upkeeping productive relationships.

Trace. works with our clients to identify solutions to achieve future state goals, including:

  • Implementing controls to regularly review and manage contract scope and performance against KPIs
  • Design and implement dashboards, scorecards and enhanced data analytics capabilities so actionable insights are always ready to use

7. Supplier Relationship Management

Supplier collaboration can help drive effective procurement by fostering transparency, innovation, and shared goals, leading to improved cost efficiencies, quality, and supply chain resilience.

At trace. we support our clients with defining supplier segmentation and strategies, establishing performance metrics and scorecards, conducting contract reviews and developing effective re-negotiation strategies.

Four key questions to lead an effective Supplier Relationship management process include:

  • Who are your strategic suppliers?
  • Do you have effective SRM Governance?
  • How well are your suppliers performing?
  • Where can a partnership add value?

Want to work with us? Enquire today.

Contact us today to discuss how trace. can support your organisation across Supply & Service Chain and Procurement.

Contact trace.

Insights on Procurement

Procurement
January 22, 2025

Transforming Waste Management Strategies for Australian Property-Based Businesses

Discover how property-based businesses can improve waste management workflows, implement innovative technologies, and unlock cost savings with Trace Consultants.

For Australian property-based businesses, waste management represents a critical operational challenge and an untapped opportunity. With rising costs, increasing regulatory scrutiny, and growing environmental awareness, businesses such as shopping malls, integrated resorts, and healthcare facilities must rethink their approach to waste management. By implementing innovative infrastructure, assets, and technologies, organisations can reduce costs, unlock revenue opportunities, and achieve sustainability outcomes.

In this article, we’ll explore how property-based businesses can improve their waste management strategies by addressing workflows, leveraging upstream sortation, and adopting cutting-edge technologies. We’ll also highlight the proven expertise of Trace Consultants in driving sustainable and cost-effective waste management transformations.

Waste Management Workflow: From Source to Collection Points

A robust waste management strategy begins with understanding the workflow from source to collection points. Property-based businesses typically generate waste across multiple streams, including general waste, cardboard, co-mingled recyclables, organics, and specialised streams such as soft plastics, electronic waste, and hazardous materials. Managing this complexity requires a well-defined workflow:

  1. Upstream Sortation: Segregating waste at the source into dedicated streams such as organics, general waste, co-mingled recyclables (glass, plastics, and metals), soft plastics, and others like e-waste and batteries.
  2. Bin Sizes & Configuration: Designing appropriate bin configurations and sizes for each waste stream to optimise space, compliance, and handling.
  3. Bin Movements: Ensuring efficient movement of bins from waste generation points to collection hubs within the property.
  4. Collection & Disposal: Partnering with waste providers for scheduled pick-ups and appropriate disposal or recycling.
  5. Provider Management: Engaging and managing waste providers to ensure cost efficiency, performance, and compliance.
  6. ESG and Diversion: Prioritising diversion from landfills and aligning with Environmental, Social, and Governance (ESG) objectives to improve recycling and sustainability metrics.

Trace Consultants works with property-based businesses to map and optimise these workflows, ensuring compliance, cost efficiency, and minimal environmental impact.

The Power of Upstream Sortation by Waste Stream

Upstream sortation—the practice of segregating waste at the source—is a cornerstone of an effective waste management strategy. Proper segregation not only improves recycling rates but also reduces contamination in waste streams, making them more valuable in the market. Key waste streams include:

  • General Waste: Reducing this stream by diverting recyclable and compostable materials.
  • Cardboard: Clean and compacted cardboard is highly recyclable and often generates rebates.
  • Co-Mingled / Glass: Glass, plastics, and metals sorted into this stream improve recycling outcomes.
  • Organics: Food waste can be composted or processed via anaerobic digestion.
  • Soft Plastics: Collected for specialised recycling programs to reduce landfill dependency.
  • Hard Waste: Includes bulky items requiring specialised disposal services.
  • Dangerous Goods: Managed carefully to ensure compliance with safety regulations.
  • Metals: Recycling metals such as steel and aluminium generates additional revenue opportunities.
  • Thermal Compacted EPS / Polystyrene: Reducing bulk and transporting efficiently for recycling.
  • Timber: Reusing or recycling timber for alternative uses.
  • Meat Fat Bone: Collected for rendering or biofuel production.
  • Confidential Paper: Securely shredded and recycled to ensure data protection.
  • Electronic Waste (E-Waste): Recovering valuable components and safely disposing of hazardous elements.
  • Cooking Oils: Converted into biodiesel or other by-products.
  • Batteries: Safely collected and recycled to prevent hazardous contamination.

Trace Consultants designs upstream sortation systems tailored to these waste streams, incorporating clear signage, tenant education, and data-driven compliance monitoring to maximise participation and effectiveness.

Cost Offsets, Revenue, and Rebate Opportunities

Effective waste management is not just about cost reduction; it also creates opportunities to generate revenue and offset expenses. By capitalising on programs like Container Deposit Schemes (CDS) and waste-to-energy initiatives, businesses can realise significant financial benefits.

  • Container Deposit Schemes (CDS): Rebates for returning eligible beverage containers provide an additional revenue stream while incentivising recycling.
  • Waste-to-Energy: Technologies that convert waste into energy reduce landfill dependency and create valuable by-products, such as heat and electricity.
  • Recyclables Market: High-quality recyclable streams (e.g., cardboard, metals) often attract rebates from recycling facilities.
  • Specialised Streams: Programs for e-waste, soft plastics, and polystyrene can unlock additional rebates or cost offsets.

Trace Consultants conducts gap assessments and business case evaluations to identify and quantify these opportunities. For example, we helped a large regional Hospital realise a 17% reduction in annual waste management costs by improving infrasrtucture design, sortation, renegotiating contracts, and leveraging rebate programs.

Innovative Waste Management Technologies

The adoption of advanced technologies is revolutionising waste management for property-based businesses. Solutions such as Winnow, a leader in food waste reduction technology, demonstrate the transformative potential of innovation.

  • Winnow Solutions: Winnow uses AI to track food waste in commercial kitchens, providing actionable insights to reduce waste and improve operational efficiency. By integrating Winnow into their operations, businesses can save thousands annually and contribute to sustainability goals.
  • Smart Bins: IoT-enabled bins monitor fill levels in real-time, optimising collection schedules and reducing unnecessary trips.
  • Automated Sortation Systems: These systems streamline the segregation process, ensuring accuracy and efficiency.
  • Thermal Compactors: Reducing the bulk of polystyrene and other materials for more efficient recycling.

Trace Consultants partners with businesses to assess the feasibility and ROI of implementing these technologies. Our team provides end-to-end support, from piloting solutions to full-scale rollouts, ensuring seamless integration into existing workflows.

Sustainability and Cost Outcomes

A comprehensive waste management strategy delivers both financial and environmental benefits. Beyond cost savings, businesses can achieve significant sustainability outcomes, including:

  • Reduced Landfill Dependency: Diverting waste streams such as organics, recyclables, and specialised materials away from landfills decreases environmental impact.
  • Lower Carbon Footprint: Optimised waste logistics and recycling processes reduce greenhouse gas emissions.
  • Enhanced ESG Performance: Improved waste management aligns with environmental, social, and governance (ESG) priorities, enhancing stakeholder trust.

How Trace Consultants Supports Waste Management Transformations

Trace Consultants provides end-to-end support for property-based businesses seeking to transform their waste management strategies. Our services include:

  • Strategy Development: Collaborating with stakeholders to create tailored waste management plans that align with business objectives and sustainability goals.
  • Contract Reviews: Evaluating existing waste management contracts, identifying inefficiencies, and renegotiating terms to optimise value.
  • Gap Assessments: Conducting thorough reviews of current processes, identifying areas for improvement, and developing actionable recommendations.
  • Business Case Development: Quantifying the financial and environmental benefits of proposed changes to support informed decision-making.
  • Change Management: Guiding businesses through the transition to new workflows, infrastructure, and technologies with minimal disruption.
  • Go-to-Market Strategies: Managing tender processes to secure competitive and capable waste service providers.

Case Study: Waste Management Transformation

A large integrated resort in Australia engaged Trace Consultants to overhaul their waste management strategy. Faced with rising costs and increasing regulatory pressure, the client sought a comprehensive solution to improve efficiency and sustainability.

Actions Taken:

  1. Workflow Optimisation: Redesigned waste management processes from source to collection points.
  2. Upstream Sortation: Implemented new sortation programs for organics, co-mingled recyclables, and specialised streams like e-waste and soft plastics.
  3. Contract Renegotiation: Reviewed and renegotiated contracts with waste service providers to secure better terms.
  4. Rebate Opportunities: Leveraged Container Deposit Schemes and recyclables market rebates to offset costs.

Outcomes Achieved:

  • Cost Savings: Annual waste management costs are forecasted to reduce by 17–24%.
  • Sustainability Gains: Improved sortation and diversion rates reduced landfill dependency by 25%.
  • Revenue Generation: Rebate programs generated additional income, contributing to the overall savings.

A Path to Sustainable and Cost-Effective Waste Management

For Australian property-based businesses, transforming waste management strategies is no longer optional—it’s essential. By implementing innovative infrastructure, upstream sortation programs, and cutting-edge technologies, organisations can unlock significant cost savings, generate new revenue streams, and contribute to a more sustainable future.

With expertise in strategy development, process optimisation, and change management, Trace Consultants is uniquely positioned to help businesses achieve these outcomes. Contact Trace today to learn how we can support your waste management transformation journey.

Procurement
January 21, 2025

Taking Control of Property Services Spend: How Trace Consultants Supports CFOs and CEOs in Property-Based Businesses

Learn how Trace Consultants helps CFOs and CEOs of property-based businesses reduce costs by 8-27%, improve service quality, and align asset management practices with Australian and international standards.

For CFOs and CEOs of property-based businesses, managing the complexity and cost of property services procurement and facilities management procurement can be a daunting challenge. From waste management and building maintenance to mechanical, electrical, and plumbing (MEP) services, these operational necessities often account for a significant portion of operating expenses. Without an effective strategy in place, businesses risk inefficiencies, inflated costs, and subpar service delivery.

Enter Trace Consultants, a proven partner for property-based businesses across Australia and New Zealand. Leveraging templated approaches, cutting-edge data analytical tools, and deep industry expertise, Trace Consultants delivers significant cost reductions (typically 8–27%) while driving service improvements. Here, we explore how Trace Consultants helps property-based businesses optimise their property services procurement and facilities management procurement processes to achieve measurable outcomes.

Understanding the Challenges of Property Services Procurement

Property-based businesses—from integrated resorts and shopping malls to hospitals, schools, and industrial facilities—face unique operational challenges. The scope of property services required is extensive, often including:

  • Waste Management: Efficient disposal and recycling programs.
  • Mechanical, Electrical, and Plumbing (MEP): Maintenance and upgrades to essential systems.
  • Building Management Services (BMS): Ensuring operational efficiency through automation and monitoring.
  • General Contracting: Routine repairs, upgrades, and capital projects.
  • Cleaning and Hygiene Services: Maintaining a clean and healthy environment.

Each service area demands careful management to balance cost, quality, and compliance. However, fragmented contracts, limited visibility into spending, and supplier misalignment often create inefficiencies and excessive costs.

Trace Consultants: Proven Experience and Industry Expertise

Trace Consultants brings a wealth of experience in supporting property-based businesses to streamline and optimise property services procurement. With tailored strategies and a results-driven approach, Trace delivers benefits in three critical areas:

1. Data-Driven Insights and Spend Analysis

At the heart of Trace Consultants’ approach is a commitment to data analytics. Using advanced tools and methodologies, Trace provides deep insights into property services procurement spend, including:

  • Cost Visibility: Identifying areas of excessive spending across categories like waste management and MEP services.
  • Supplier Performance: Analysing service quality and value for money from existing suppliers.
  • Opportunity Assessment: Pinpointing areas to consolidate contracts, standardise services, and achieve economies of scale.

For instance, Trace’s work with a major Australian shopping mall operator revealed overlapping supplier contracts and under-utilised economies of scale. Through spend analysis, Trace identified potential savings of over 18%, which were realised through contract renegotiation and service consolidation.

2. Templated Approaches for Go-to-Market Activities

Going to market for property services procurement can be complex and time-intensive. Trace Consultants simplifies the process with proven, templated approaches that deliver results efficiently. Key components include:

  • Specification Development: Creating clear, detailed scopes of work for services like building management and general contracting.
  • Tender Management: Managing end-to-end tender processes, from supplier shortlisting to contract negotiation.
  • Evaluation Frameworks: Applying weighted criteria to ensure supplier selection aligns with business priorities and standards such as Mechanical DA19, Electrical NFPA, and Plumbing HSG-274 p2.

By leveraging these templates, Trace enables CFOs and CEOs to secure competitive pricing while ensuring service quality. One notable example involved a New Zealand healthcare organisation, where Trace helped reduce waste management costs by 12% while improving service delivery through a streamlined tender process.

3. Change Management and Transition Support

Optimising property services often involves significant changes, including transitioning to new suppliers or restructured service agreements. Trace Consultants excels in managing these transitions seamlessly, with minimal disruption to business operations. Their approach includes:

  • Stakeholder Engagement: Collaborating with internal teams to align on goals and priorities.
  • Transition Planning: Developing detailed timelines and action plans for smooth implementation.
  • Performance Monitoring: Establishing KPIs and tracking progress to ensure service improvements are realised.

For a government facility in Australia, Trace oversaw the transition of cleaning services to a new supplier. Despite the complexity of the site, which included high-security areas, Trace ensured a smooth handover and delivered annual cost savings of 22%.

Reviewing Asset Management Practices

Effective asset management is critical to maintaining operational efficiency while controlling costs. Trace Consultants provides a comprehensive review of asset management practices to ensure alignment with business goals and industry standards. Key areas of focus include:

  • Replacement vs. Run-to-Fail Analysis: Evaluating whether assets should be replaced proactively or allowed to run to failure, supported by cost-benefit analyses.
  • Preventative Maintenance Schedules: Developing optimised schedules to minimise downtime and extend asset life.
  • Reactive Maintenance Practices: Identifying inefficiencies in reactive maintenance approaches and implementing process improvements.
  • IT Systems Integration: Supporting the implementation and optimisation of asset management systems such as Maximo, ensuring accurate tracking, reporting, and decision-making.
  • Standards Alignment: Ensuring compliance with Australian and international standards for asset maintenance, including Mechanical DA19, Electrical NFPA, and Plumbing HSG-274 p2.

For example, Trace worked with an integrated resort client to overhaul their asset management practices. By implementing a preventative maintenance program and integrating it into their Maximo system, the client achieved a 15% reduction in maintenance costs while improving asset reliability and performance.

Unlocking Cost Reduction Opportunities

Trace Consultants consistently delivers significant cost savings for property-based businesses. Typical savings range from 8–27%, depending on the scope of services and opportunities for improvement. Key strategies include:

  • Contract Consolidation: Reducing the number of suppliers to leverage volume discounts and simplify management.
  • Rate Optimisation: Benchmarking costs against industry standards to secure fair pricing.
  • Scope Rationalisation: Eliminating redundant or non-essential services to focus on core needs.

For instance, an integrated resort client partnered with Trace to review their MEP services. By consolidating contracts and renegotiating rates, the client achieved a 24% reduction in annual costs while maintaining high service standards.

Driving Service Benefits

In addition to cost savings, Trace Consultants delivers measurable service improvements, including:

  • Enhanced Reliability: Clear KPIs and performance monitoring ensure consistent service delivery.
  • Improved Quality: Supplier selection processes prioritise high-performing vendors.
  • Operational Efficiency: Standardised processes and technologies streamline service management.

For example, Trace supported a manufacturing client in Australia to improve building management services across multiple sites. By implementing a centralised BMS system and optimising supplier contracts, the client experienced fewer service disruptions and achieved a 15% improvement in operational efficiency.

Why CFOs and CEOs Should Act Now

In today’s economic climate, taking control of property services procurement and facilities management procurement is more important than ever. Rising costs, increasing regulatory requirements, and growing expectations for service quality make it critical for businesses to adopt a proactive approach.

Trace Consultants offers the expertise, tools, and proven strategies needed to drive meaningful results. By partnering with Trace, CFOs and CEOs can:

  • Achieve Significant Cost Savings: Realise reductions of 8–27% across key service areas.
  • Improve Service Delivery: Enhance reliability, quality, and efficiency in property services.
  • Strengthen Strategic Focus: Free up internal resources to focus on core business priorities.

The Trace Difference

What sets Trace Consultants apart is their commitment to tailored solutions and measurable outcomes. Key differentiators include:

  • Industry Expertise: Deep knowledge of property-based businesses and their unique challenges.
  • Proven Track Record: A history of delivering cost and service improvements for clients across Australia and New Zealand.
  • Cutting-Edge Tools: Advanced data analytics and templated approaches ensure efficient, impactful results.
  • Collaborative Approach: Strong partnerships with clients and stakeholders to achieve shared goals.

Ready to Optimise Your Property Services Procurement?

For CFOs and CEOs in property-based businesses, optimising property services procurement and facilities management procurement is not just an opportunity—it’s a necessity. With Trace Consultants as your partner, you can unlock cost savings, improve service quality, and drive long-term operational success.

Whether you operate a hospital, integrated resort, shopping mall, or industrial facility, Trace Consultants has the expertise and tools to deliver results tailored to your needs. Contact Trace today to explore how they can support your business in achieving its goals.

Procurement
January 8, 2025

How CEOs and CFOs in ANZ Can Unlock Value with Trace Consultants’ Procurement Expertise

Procurement is no longer just a cost-saving function—it’s a strategic enabler of business growth and resilience. Discover how Trace Consultants empowers CEOs and CFOs in ANZ with tailored procurement solutions.

How CEOs and CFOs in ANZ Can Unlock Strategic Value with Trace Consultants’ Procurement Expertise

In today’s fast-paced business world, procurement is no longer a back-office function. It’s a strategic lever for growth, efficiency, and resilience. For CEOs and CFOs across Australia and New Zealand (ANZ), a well-executed procurement strategy can mitigate risk, optimise spending, and create competitive advantage.

At Trace Consultants, we recognise that every organisation is unique. Our procurement services are tailored to help you achieve your business goals while balancing operational practicality and strategic ambition. Backed by deep expertise across industries, our team adopts a collaborative, pragmatic approach to procurement, informed by years of supply chain experience.

Why CEOs and CFOs Should Prioritise Procurement

Procurement isn’t just about reducing costs—it’s about unlocking strategic value. With the right approach, it can help organisations:

  • Optimise Costs: Minimise inefficiencies and negotiate better terms to maximise value.
  • Build Resilience: Mitigate risks to ensure supply continuity and operational stability.
  • Foster Innovation: Collaborate with suppliers to develop innovative products and solutions.
  • Enhance Sustainability: Integrate ESG principles to meet growing regulatory and stakeholder demands.

For CEOs and CFOs, procurement excellence translates into improved financial performance, operational efficiency, and enhanced stakeholder confidence.

Trace Consultants’ Comprehensive Procurement Services

Our procurement services are designed to address your organisation's specific needs. These services span four key areas:

1. Spend Optimisation

At its core, spend optimisation is about getting the most value for your money. Trace Consultants helps organisations identify inefficiencies, streamline processes, and optimise supplier relationships.

  • Opportunity Assessment: A deep dive into your procurement data to identify areas where cost savings can be realised.
  • Category Plans: Developing customised strategies for key procurement categories, such as IT, logistics, or facilities.
  • Strategic Sourcing: Identifying and engaging the right suppliers to deliver cost and value benefits.
  • Contract Management: Ensuring contracts are optimally structured and managed to secure long-term benefits.

Case Example: A major retailer engaged Trace Consultants to overhaul their procurement approach for packaging and logistics. By implementing strategic sourcing and streamlined category plans, the retailer achieved better supplier relationships and improved service levels.

2. Maturity Uplift

Procurement maturity varies significantly across organisations, and Trace Consultants helps you take the next step toward excellence.

  • Procurement Function Review: Evaluating your current processes and structures to identify areas for improvement.
  • Target Operating Model: Designing procurement frameworks that align with your strategic priorities and deliver operational efficiency.
  • Capability Assessments: Helping you understand your team's strengths and areas for development.
  • Training & Development: Equipping your procurement team with the skills they need to succeed.

Case Example: A healthcare provider turned to Trace Consultants for a procurement maturity uplift. Through a combination of training, operating model design, and process improvements, the organisation transformed their procurement function into a strategic enabler of operational efficiency.

3. Tech Enablement

Technology is a critical enabler for modern procurement. Trace Consultants helps organisations identify, implement, and optimise procurement technologies that deliver measurable benefits.

  • Digital Procurement Assessment: Evaluating current technologies and recommending tools to improve efficiency.
  • Tech Sourcing: Identifying technology solutions that meet your organisation’s specific needs.
  • Tech Optimisation: Ensuring existing systems are fully utilised to deliver maximum ROI.
  • In-House Development: Building customised tools, such as Microsoft Power Apps solutions, to meet unique challenges.

Case Example: An Australian food & beverage company partnered with Trace Consultants to develop a bespoke delivery tracking tool. Built on Microsoft Power Apps, the tool reduced delivery errors and improved operational visibility, creating tangible business value.

4. Supplier Development

Suppliers are at the heart of procurement success. Trace Consultants focuses on building stronger supplier relationships and ensuring supply chain resilience.

  • Supply Chain Risk Assessment: Identifying vulnerabilities within supplier networks and addressing them proactively.
  • Supply Chain Surety: Developing contingency plans to safeguard continuity of supply.
  • Supplier Relationship Management: Strengthening partnerships to foster trust, innovation, and value creation.
  • Sustainable Procurement: Embedding sustainability into supplier relationships and procurement processes.

Case Example: A mining organisation worked with Trace Consultants to assess supply chain risks and build more robust supplier relationships. This resulted in improved supply continuity and greater collaboration with key partners.

Why Choose Trace Consultants?

At Trace Consultants, our expertise extends far beyond traditional procurement. Our team brings decades of experience across procurement and supply chain functions, giving us a deep understanding of the challenges and opportunities that CEOs and CFOs face.

Here’s what sets us apart:

  1. Pragmatic Operational Lens: Our extensive supply chain expertise ensures that our recommendations are grounded in operational realities. We focus on solutions that are both practical and impactful.
  2. Benchmarking Excellence: We leverage benchmarking tools and methodologies to help organisations measure their procurement performance against industry standards, identifying clear paths for improvement.
  3. Collaborative Approach: At Trace, we see ourselves as your partners. We work side-by-side with your teams, ensuring alignment at every step and a smooth transition from strategy to implementation.
  4. Tailored Solutions: No two organisations are the same, which is why we deliver customised strategies to meet your unique goals and challenges.

Example: For a manufacturing organisation, Trace Consultants conducted a comprehensive benchmarking analysis, identifying areas for improvement in supplier relationships and category management. Through a collaborative approach, we implemented changes that improved both cost efficiency and service quality.

Industry-Specific Expertise

We bring deep expertise across key industries in ANZ, delivering tailored solutions that drive results:

Healthcare

Optimising procurement for medical equipment, consumables, and facilities management to enhance patient care and operational efficiency.

Retail/FMCG

Helping retailers streamline procurement for ingredients, packaging, logistics, and more to improve profitability and customer satisfaction.

Tech/IT

Supporting organisations with software procurement, infrastructure upgrades, and telecommunications solutions.

Hospitality

Focusing on food & beverage, contingent labour, and facilities management to ensure seamless operations.

Education

Optimising procurement for ICT, student services, and facilities management to enhance the educational experience.

Private Equity

Providing due diligence and post-acquisition procurement strategies to unlock value for portfolio companies.

Financial Services

Enhancing procurement in marketing, utilities, and professional services to deliver cost savings and improve service quality.

Government

Supporting procurement in ICT, fleet management, and support services to enable efficient public service delivery.

Transport

Specialising in procurement for maintenance, repairs, fuel, and logistics to ensure reliability and cost-effectiveness.

Procurement is more than a cost-saving function—it’s a strategic enabler of growth and resilience. For CEOs and CFOs in ANZ, partnering with Trace Consultants means gaining a trusted advisor with deep procurement and supply chain expertise. We bring a pragmatic, collaborative approach to deliver measurable results, helping you optimise costs, strengthen supplier relationships, and enhance operational performance.

Are you ready to transform your procurement function? Contact Trace Consultants today and let’s work together to unlock your organisation’s full potential.

Procurement
January 8, 2025

Transforming Property Services Spend: How CEOs and CFOs Can Optimise Procurement with Trace Consultants

Discover how Trace Consultants helps large property-based organisations like hospitals, integrated resorts, and airports streamline contract management. From visibility and cost reduction to sustainability and asset management, our tailored tools and expertise deliver measurable results.

For large, property-based organisations, effective procurement management is critical to maintaining operational efficiency, controlling costs, and delivering consistent service outcomes. Hospitals, integrated resorts, shopping malls, airports, and office precincts rely on diverse property services such as waste management, mechanical systems, cleaning, and security to function seamlessly. However, procurement for these services often presents significant challenges, including lack of visibility, contract inefficiencies, and missed cost-saving opportunities.

For CEOs and CFOs tasked with balancing budgets while driving long-term value, optimising procurement processes is an opportunity to make transformative improvements. Trace Consultants, a leading advisory firm specialising in procurement excellence, offers tailored strategies and tools to help organisations unlock value, streamline contract management, and achieve sustainability goals.

The Strategic Importance of Procurement in Property Services

Procurement is a cornerstone of success for property-based organisations. Effective procurement ensures that:

  • Costs Are Controlled: Competitive contracts and efficient supplier management prevent budget overruns.
  • Operations Run Seamlessly: Reliable vendors and service alignment minimise disruptions.
  • Sustainability Goals Are Achieved: Environmentally responsible procurement decisions support organisational targets.
  • Visibility and Accountability Are Maintained: Data-driven procurement provides transparency into spend and supplier performance.

Yet, procurement often falls short of its potential due to complex service requirements, fragmented contracts, and a lack of robust frameworks to guide decision-making. This is where Trace Consultants can make a difference.

How Trace Consultants Supports CEOs and CFOs in Optimising Procurement

Trace Consultants partners with CEOs and CFOs to deliver procurement strategies that maximise value and align with organisational goals. Here’s how:

1. Achieving Visibility into Contract Spend

One of the biggest challenges in property services procurement is understanding where and how money is being spent. Trace Consultants conducts comprehensive analyses to:

  • Map spend patterns across all service categories, including waste management, cleaning, security, and mechanical systems.
  • Identify overlapping contracts and areas of inefficiency.
  • Benchmark supplier rates against market standards, ensuring competitive pricing.

For CEOs and CFOs, this visibility provides the clarity needed to make informed decisions and prioritise procurement improvements.

2. Streamlining Procurement with a Proven Framework

Trace’s Procurement Excellence Framework provides a structured, repeatable methodology for optimising procurement processes. Key elements of this framework include:

  • Customised Pricing Templates: Designed for Australian and international standards, enabling transparent supplier comparisons.
  • Category-Specific Tools: Tailored to services like waste management, MEP, cleaning, catering, and security to streamline tendering and evaluation.
  • Efficient Tendering Processes: Accelerating the go-to-market process while ensuring compliance and alignment with organisational goals.

By leveraging this framework, CEOs and CFOs can ensure their organisations are not only securing the best value but also building a procurement process that supports long-term operational success.

3. Integrating Asset Management into Procurement Decisions

Optimising procurement isn’t limited to external service contracts—it also involves managing internal assets effectively. Trace Consultants provides asset management expertise that aligns closely with procurement strategies:

  • Lifecycle Cost Analysis: Determining whether to repair or replace assets based on total cost and operational impact.
  • Preventative Maintenance Optimisation: Reducing reactive maintenance costs by aligning procurement with maintenance schedules.
  • Data-Driven Asset Insights: Using systems like IBM Maximo to deliver actionable insights on asset performance.

This integrated approach ensures that procurement decisions support not only immediate cost savings but also the long-term performance of critical assets.

4. Embedding Sustainability into Procurement

CEOs and CFOs face increasing pressure to incorporate sustainability into their procurement practices. Trace Consultants helps organisations:

  • Develop procurement strategies that prioritise eco-friendly suppliers.
  • Optimise waste management contracts to minimise landfill contributions and promote recycling.
  • Introduce energy-efficient solutions in building services, reducing operational costs and carbon footprints.

Sustainability isn’t just a compliance issue—it’s a strategic priority that can enhance reputation, align with stakeholder expectations, and deliver financial benefits.

5. Delivering Comprehensive Support from Start to Finish

Procurement is not a one-time effort; it’s an ongoing process requiring consistent monitoring and optimisation. Trace Consultants offers end-to-end support, including:

  • Data Capture: Collecting and analysing procurement data to establish clear baselines.
  • Internal Process Redesign: Implementing new workflows to improve operational efficiency.
  • KPI Development: Creating metrics to measure procurement performance and supplier reliability.
  • Ongoing Monitoring: Continuously reviewing contracts and supplier performance to identify opportunities for improvement.

This holistic approach ensures that procurement becomes a strategic enabler for CEOs and CFOs, driving both immediate and long-term benefits.

6. Achieving ESG Outcomes Alongside Cost and Service Excellence

In today’s corporate landscape, Environmental, Social, and Governance (ESG) factors are no longer optional—they are a strategic imperative. Procurement plays a pivotal role in achieving ESG outcomes while maintaining cost efficiency and service excellence. Trace Consultants helps organisations integrate ESG considerations into their procurement strategies by:

  • Selecting Ethical Suppliers: Ensuring vendors meet standards for fair labour practices, diversity, and community impact.
  • Reducing Environmental Impact: Prioritising suppliers with low-carbon footprints and promoting sustainable practices such as waste reduction and energy efficiency.
  • Enhancing Governance Standards: Establishing robust processes for supplier evaluation, compliance, and transparency to mitigate risks.

By embedding ESG principles into procurement decisions, CEOs and CFOs can align organisational values with operational goals, driving not only financial performance but also long-term stakeholder trust and reputation. This balanced approach allows organisations to meet regulatory requirements and position themselves as leaders in responsible business practices.

Real-World Impact: Procurement Success Stories

Trace Consultants has delivered tangible results for organisations across multiple sectors:

Hospitals

  • Simplified procurement for linen, cleaning, and waste management services by consolidating contracts and aligning scopes with organisational needs.
  • Integrated preventative maintenance into procurement decisions to improve equipment uptime.

Integrated Resorts

  • Optimised F&B and security procurement processes to deliver greater value and streamline service delivery.
  • Introduced sustainability-focused waste management strategies that aligned with stakeholder expectations.

Airports and Commercial Precincts

  • Reduced inefficiencies by mapping service contracts and identifying overlaps.
  • Enhanced supplier evaluation processes to improve service outcomes and cost alignment.

Stadiums and Arts Precincts

  • Embedded sustainability requirements into procurement frameworks for cleaning and catering services.
  • Improved vendor accountability through better-defined KPIs and regular performance monitoring.

Why CEOs and CFOs Should Choose Trace Consultants

Trace Consultants has a deep understanding of the challenges faced by property-based organisations. Our expertise in procurement optimisation is complemented by proprietary tools and a proven track record of success. Here’s why we stand out:

  • Industry Expertise: Decades of experience in property services procurement for sectors like healthcare, hospitality, and commercial precincts.
  • Tailored Tools and Frameworks: Customised solutions that align with Australian and international standards.
  • Sustainability Leadership: A strong focus on embedding sustainability into procurement strategies.
  • Data-Driven Insights: Advanced analytics that empower CEOs and CFOs to make informed decisions.
  • End-to-End Support: Comprehensive services from data capture to ongoing monitoring and optimisation.

Unlock the Potential of Your Procurement Strategy

Procurement isn’t just a cost centre—it’s a strategic function that can drive transformative results. By partnering with Trace Consultants, CEOs and CFOs can gain the visibility, tools, and expertise needed to optimise procurement for property services, reduce costs, and achieve sustainability goals.

Ready to take the next step?

Visit Trace Consultants to learn more or contact us to discuss how we can help your organisation master procurement and drive long-term value.

Procurement
October 31, 2024

Strategic Procurement for Cost Reduction and Efficiency Gains

Learn how strategic procurement, digital tools, and supplier management can help CFOs achieve significant cost reductions and efficiency improvements in various sectors.

In today's competitive business environment, CFOs across sectors such as retail, manufacturing, healthcare, and FMCG are under constant pressure to reduce costs while maintaining operational efficiency. Strategic procurement has emerged as a powerful lever for achieving these goals, enabling organisations to negotiate better terms, consolidate suppliers, and leverage economies of scale. By adopting a strategic approach to procurement, businesses can drive significant cost reductions, improve efficiency, and build stronger supplier relationships.

In this comprehensive article, we will explore how strategic procurement can help CFOs in Australia and New Zealand achieve cost reductions and efficiency gains. We will discuss the key components of strategic procurement, the benefits of adopting a strategic approach, and how digital procurement tools can enhance procurement efficiency and transparency. We will also highlight how Trace Consultants can support organisations on their journey to optimised procurement.

What is Strategic Procurement?

Strategic procurement is a proactive approach to managing an organisation's purchasing activities. It involves evaluating and selecting suppliers based on value, negotiating favourable terms, managing supplier performance, and ensuring that procurement aligns with overall business objectives. Unlike traditional procurement, which is often transactional, strategic procurement focuses on building long-term relationships with suppliers, driving value, and optimising costs across the entire supply chain.

Key Components of Strategic Procurement

  1. Category Management: Grouping similar products or services into categories and managing them as a portfolio to achieve economies of scale and optimise spending.
  2. Supplier Relationship Management: Developing long-term relationships with key suppliers to ensure quality, reliability, and innovation.
  3. Contract Management: Negotiating and managing contracts to ensure compliance, minimise risks, and maximise value.
  4. Cost Analysis and Negotiation: Evaluating the total cost of ownership and negotiating favourable terms with suppliers to achieve cost reductions.
  5. Digital Procurement Tools: Leveraging technology to streamline procurement processes, improve transparency, and enhance decision-making.

The Benefits of Strategic Procurement

1. Cost Reduction

One of the primary benefits of strategic procurement is cost reduction. By taking a proactive approach to procurement, organisations can identify cost-saving opportunities, negotiate better terms with suppliers, and reduce overall spending.

Techniques for Cost Reduction

  • Supplier Consolidation: By reducing the number of suppliers, businesses can leverage their purchasing power to negotiate better prices and terms. Consolidating suppliers also simplifies procurement processes and reduces administrative costs.
  • Volume Discounts: Strategic procurement involves negotiating volume discounts with suppliers. By consolidating purchases and committing to larger volumes, businesses can achieve significant cost savings.
  • Total Cost of Ownership (TCO) Analysis: Evaluating the total cost of ownership, including acquisition, maintenance, and disposal costs, helps businesses make informed decisions and identify cost-saving opportunities beyond the initial purchase price.

2. Efficiency Gains

Strategic procurement helps improve efficiency by streamlining procurement processes, reducing lead times, and enhancing supplier performance. By adopting best practices in procurement, businesses can achieve greater operational efficiency and reduce the time and resources required for purchasing activities.

Techniques for Improving Efficiency

  • Category Management: By grouping similar products or services into categories, businesses can manage procurement more efficiently, negotiate better terms, and reduce duplication of efforts.
  • Supplier Relationship Management: Developing strong relationships with key suppliers helps ensure reliability, reduce lead times, and improve the overall efficiency of the supply chain.
  • Digital Procurement Tools: Automation of procurement processes, such as purchase orders, approvals, and invoicing, reduces administrative tasks and improves efficiency.

3. Risk Mitigation

Strategic procurement also helps mitigate risks by ensuring that suppliers meet quality standards, comply with regulations, and are financially stable. By taking a strategic approach to supplier selection and management, businesses can reduce the risk of supply chain disruptions and ensure continuity of supply.

Techniques for Risk Mitigation

  • Supplier Performance Monitoring: Regularly monitoring supplier performance helps identify potential issues early and take corrective action to mitigate risks.
  • Contract Management: Well-negotiated contracts with clear terms and conditions help protect businesses from risks such as price fluctuations, quality issues, and non-compliance.
  • Diversification of Suppliers: While supplier consolidation can lead to cost savings, it is also important to diversify suppliers to reduce the risk of supply chain disruptions.

Leveraging Digital Procurement Tools

Digital procurement tools play a crucial role in enabling strategic procurement by providing real-time data, automating processes, and improving transparency. CFOs can leverage these tools to enhance procurement efficiency, reduce costs, and make informed decisions.

1. E-Procurement Platforms

E-procurement platforms provide a centralised system for managing all procurement activities, from supplier selection to purchase orders and invoicing. These platforms help streamline procurement processes, improve transparency, and reduce administrative costs.

Benefits of E-Procurement Platforms

  • Centralised Procurement: E-procurement platforms provide a centralised system for managing all procurement activities, improving visibility and control.
  • Reduced Administrative Costs: Automation of procurement processes, such as purchase orders and approvals, reduces the time and resources required for administrative tasks.
  • Improved Supplier Collaboration: E-procurement platforms facilitate communication and collaboration with suppliers, helping to build stronger relationships and improve supplier performance.

2. Spend Analysis Tools

Spend analysis tools help businesses analyse their spending patterns, identify cost-saving opportunities, and optimise procurement strategies. By providing insights into spending across different categories, these tools enable CFOs to make data-driven decisions and achieve cost reductions.

Benefits of Spend Analysis Tools

  • Visibility into Spending: Spend analysis tools provide visibility into spending across different categories, helping businesses identify areas for cost reduction.
  • Identifying Cost-Saving Opportunities: By analysing spending patterns, businesses can identify opportunities for cost reduction, such as consolidating suppliers or negotiating better terms.
  • Data-Driven Decision Making: Spend analysis tools provide the data needed to make informed decisions, ensuring that procurement strategies align with business objectives.

3. Supplier Relationship Management (SRM) Tools

Supplier Relationship Management (SRM) tools help businesses manage their relationships with key suppliers, monitor supplier performance, and ensure compliance. These tools are essential for developing long-term relationships with suppliers and achieving efficiency gains.

Benefits of SRM Tools

  • Supplier Performance Monitoring: SRM tools provide real-time data on supplier performance, helping businesses identify potential issues and take corrective action.
  • Collaboration and Communication: SRM tools facilitate communication and collaboration with suppliers, helping to build stronger relationships and improve supplier performance.
  • Risk Management: SRM tools help businesses monitor supplier compliance with quality standards and regulations, reducing the risk of supply chain disruptions.

Case Study: Strategic Procurement for Cost Reduction in an Australian Retailer

An Australian retail company faced challenges related to rising procurement costs and inefficiencies in its supply chain. The company decided to implement a strategic procurement initiative to reduce costs and improve efficiency.

Approach

  • Supplier Consolidation: The company consolidated its supplier base, reducing the number of suppliers by 30% and leveraging its purchasing power to negotiate better terms.
  • Category Management: The company implemented a category management approach, grouping similar products into categories and managing them as a portfolio to achieve economies of scale.
  • Digital Procurement Tools: The company adopted an e-procurement platform to streamline procurement processes, reduce administrative costs, and improve visibility into spending.

Results

  • Reduced Procurement Costs: The company achieved a 15% reduction in procurement costs by consolidating suppliers, negotiating volume discounts, and optimising spending across categories.
  • Improved Efficiency: The use of digital procurement tools helped streamline procurement processes, reducing administrative tasks and improving overall efficiency.
  • Stronger Supplier Relationships: By developing long-term relationships with key suppliers, the company improved supplier performance, reduced lead times, and ensured continuity of supply.

Challenges in Implementing Strategic Procurement

1. Resistance to Change

Implementing strategic procurement often requires changes to existing processes, systems, and behaviours. Resistance to change from employees or stakeholders can be a significant challenge. Effective change management, including communication, training, and incentives, is essential for overcoming resistance and ensuring the successful implementation of strategic procurement initiatives.

2. Data Availability and Quality

Data is critical for strategic procurement, from spend analysis to supplier performance monitoring. However, many organisations struggle with data availability and quality. Ensuring that data is accurate, up-to-date, and accessible is crucial for making informed procurement decisions and achieving cost reductions.

3. Supplier Engagement

Developing long-term relationships with suppliers is a key component of strategic procurement, but it can be challenging to engage suppliers and gain their commitment. Businesses must work closely with suppliers, communicate their objectives, and create incentives for collaboration to build strong supplier relationships.

4. Balancing Cost Reduction with Quality and Service Levels

While cost reduction is a primary objective of strategic procurement, it should not come at the expense of quality or service levels. CFOs must balance cost-saving initiatives with maintaining or improving quality and ensuring that suppliers meet their performance expectations.

Strategic procurement is a powerful lever for CFOs in Australia and New Zealand looking to reduce costs, improve efficiency, and build stronger supplier relationships. By adopting best practices in procurement, leveraging digital tools, and taking a proactive approach to supplier management, businesses can achieve significant cost reductions and enhance operational efficiency.

Whether it's category management, supplier consolidation, or the use of digital procurement tools, strategic procurement enables organisations to make data-driven decisions, optimise spending, and mitigate risks. Despite the challenges, the benefits of strategic procurement make it a worthwhile investment for businesses looking to improve their bottom line and achieve supply chain excellence.

Ready to optimise your procurement processes and drive cost reductions? Trace Consultants is here to help you navigate the complexities of strategic procurement and develop a tailored solution that meets your unique business needs.

Procurement
September 25, 2024

Trace Consultants' Procurement Excellence Framework

Trace's newly launched Procurement Excellence Framework covers every step of your procurement journey, from strategy through to execution.

As Australian businesses are impacted by a slowing economy and high inflation, it is vital for organisations to ensure the procurement function is focused on the key strategic challenges for the organisation and continuing to innovate the way it operates and delivers value for the business. Procurement is a key function as it can directly impact:

Cost Savings: Effective procurement strategies help businesses secure goods and services at the best possible prices. By negotiating favourable terms with suppliers, companies can reduce their overall operational costs, leading to improved profitability.

Quality Control: Procurement ensures that the business sources high-quality materials and services, which directly affects the quality of the final product or service. Reliable procurement processes involve rigorous evaluation of suppliers to maintain consistent quality standards.

Risk Management: A well-structured procurement process helps identify and mitigate risks in the supply chain, such as supplier reliability, compliance with regulations, and geopolitical risks. By diversifying suppliers and building strong relationships, businesses can safeguard themselves against potential disruptions.

Supply Chain Efficiency: Efficient procurement optimises the supply chain by ensuring timely delivery of goods and services. It involves planning and forecasting demand accurately to avoid stockouts or overstock situations, thereby streamlining operations.

Compliance and Sustainability: Procurement plays a key role in ensuring compliance with legal and regulatory requirements. It can also drive sustainability by selecting suppliers that adhere to ethical practices and environmental standards, aligning with corporate social responsibility (CSR) goals.

Given the growing emphasis on organisations to respond to each of these business needs trace. has developed a comprehensive Procurement Excellence Framework spanning the entire procurement journey.

1. Strategic Procurement

Increasingly, procurement is at the forefront of strategy. With economic and political events fundamentally changing supply chains, organisations must consider the impacts of procuring goods and services – navigating service, profitability, and risk.

Trace. can help executives answer these key questions to help review their procurement strategy:

1. What are the organisation's overall goals and objectives?

      • How does procurement align with and support the company’s strategic goals?

      • What specific outcomes is procurement expected to achieve, such as cost savings, quality improvement, or innovation?

2. What is our current spend and procurement process?

      • What is the total spend across different categories, and how is this spend managed?

      • Are there any inefficiencies or areas of excessive cost within the current procurement process?

      • Are there changes in the business that could impact the level of activity being procured (e.g. if business volume has declined can some activities be delayed / rescheduled?)?

3. Who are our key suppliers, and what is our supplier management strategy?

      • Who are the critical suppliers, and what are their strengths and weaknesses?

      • How do we manage supplier relationships to ensure quality, reliability, and strategic partnerships?

4. How can we mitigate risks in the supply chain?

      • What potential risks exist in the supply chain, such as supply disruptions, geopolitical issues, or compliance risks?

      • What risk mitigation strategies can we implement, such as supplier diversification or contingency planning?

5. How can we optimise our sourcing strategy?

      • What sourcing strategies can we employ to reduce costs and enhance value (e.g., global sourcing, single vs. multiple sourcing)?

      • How can we leverage competitive bidding, negotiations, and strategic partnerships to get the best value?

6. What role does sustainability and ethics play in our procurement strategy?

      • How can procurement support the organisation’s sustainability and corporate social responsibility (CSR) goals?

      • Are our suppliers compliant with ethical standards, environmental regulations, and fair labour practices?

7. How do we ensure quality and compliance in our procurement activities?

      • What measures are in place to ensure that procured goods and services meet the required quality standards?

      • How do we ensure compliance with relevant laws, regulations, and internal policies?

8. How can we leverage technology and data in procurement?

      • What procurement technologies can enhance our procurement processes (e.g., e-procurement platforms, spend analytics)?

      • How can data analytics be used to gain insights into spending patterns, supplier performance, and market trends?

9. How do we measure procurement performance?

      • What key performance indicators (KPIs) should be used to measure the success of procurement activities (e.g., cost savings, procurement cycle time, supplier performance)?

      • How do we track and report on procurement’s contribution to the organisation’s strategic objectives?

10. How can we foster innovation through procurement?

      • How can we collaborate with suppliers to drive innovation and improve products or services?

      • Are there opportunities to explore new markets, materials, or technologies through strategic supplier partnerships?

11. What is our long-term procurement strategy?

      • How will our procurement strategy evolve to meet future business needs and market changes?

      • What are our plans for developing and upskilling the procurement team to support strategic goals?

2. Sustainable Procurement

Sustainability is a key consideration for organisations – and Procurement functions can play a significant role by shaping how organisations operationalise sustainability across its supply chain. Sustainable Procurement describes how the process of sourcing goods and services can achieve positive environmental, social, and economic impacts.

Five key considerations for sustainable procurement opportunities:

Environmental

     1. Product Design: Are you choosing products and services that are energy-efficient? Are you choosing products that are made from recycled materials, or have minimal packaging?

     2. Emissions: Are you considering suppliers emissions as part of measuring your own Scope 3 emissions?

Social

     3. Suppliers: Do you have an appropriate supplier due diligence and risk assessment process in place to know the level of risk within your supply chain? Do you have a Modern Slavery Statement?

Governance

     4. Total Cost of Ownership: Are you considering the total cost of ownership to ensure cost-effective purchasing decisions?

     5. KPIs & Accountability: Do you have appropriate KPI and Performance Reporting to manage suppliers' sustainability?

How Trace Consultants Can Help:

We can help your organisation assess the effectiveness of current sustainable procurement practices and support the design and development of a pragmatic strategy and roadmap to drive improvement in targeted areas.

3. Category Management

Category Management involves dividing products and services into discrete groups or categories. This allows organisations to focus on specific segments of their procurement spend, tailoring strategies to the unique characteristics and market conditions.

At trace. we take a three-step approach to help review your category management:

1. Category Analysis - When is the last time you reviewed your Categories?

     a. Identify cost savings potential (rate reviews & benchmarking)

     b. Identify areas of concentrated spend

     c. Scenario modelling of current trends, competitor positions & options

     d. Evaluate risks with existing suppliers and emerging market trends

2. Strategic Alignment - How aligned are your category strategies to the business’ current needs

     a. Supplier strategy – e.g. balance strategic relationships & competition

     b. Evaluating a category management fit with broader strategic vision and goals

     c. Review gaps across procurement processes and strategic objectives

3. Category Execution - What opportunities exist to implement changes across categories?

     a. Executing category strategies through sourcing and procurement practices.

     b. Ensuring compliance with procurement policies and procedures.

     c. Monitoring performance and adjusting strategies as needed

Example Categories for an Automotive Manufacturer

Direct Materials

      • Raw Materials: Steel, aluminium, plastics, rubber.

      • Powertrain: Engines, transmissions, systems.

      • Chassis Components: Suspension systems, brakes.

      • Electrical: Wiring harnesses, batteries, alternators.

      • Interior: Seats, dashboards, infotainment systems.

      • Exterior: Body panels, windows, lighting systems.

      • Tires and Wheels: Tires, rims, alloy wheels.

      • Maintenance, Repair, and Operations (MRO)

Indirect Materials and Services

      • Office Supplies & Equipment: Stationery, computers, etc.

      • Facilities Management: Cleaning, HVAC, Security.

      • Utilities: Electricity, water, gas.

      • IT and Telecommunications: Software, hardware, etc.

      • Professional Services: Consulting, legal, marketing.

How Trace Consultants Can Help:

For businesses looking to review their category management, Trace Consultants can help review category opportunities, identify cost-savings, drive standards and consistency, and align strategy and procurement.

4. Cost Reduction & Spend Analytics

Cost Reduction and Spend Analytics involves analysing spend data to identify variances and anomalies. This allows the organisations to benchmark, identify savings opportunities and improve supplier performance.

At trace. we address these key questions to help review your spend and reduce costs:

1. Benchmarking Analysis - When is the last time you monitored your current spend against market data?

     a. Leverage tools to find spending anomalies

     b. Compare current spend against historical data, group spend and industry standards

     c. Track budget deviations and investigate root causes using AI & machine learning

2. Scope & Rate Review - How often are scopes and rates reviewed to align to the business’ strategy?

     a. Identifying services to scale down or eliminate

     b. Supplier management - Renegotiating terms with suppliers for better rates & service

     c. Market analysis – leverage scale via benchmarking and leveraging bulk purchasing

3. Contract & KPI Review - What opportunities exist to manage variances and reduce costs?

     a. Auditing supplier performance to meet compliance requirements

     b. Implementing three-way matching to verify invoices – order, received, invoiced.

     c. Use automated technology to reduce errors

How Trace Consultants Can Help:

For businesses looking to reduce costs and analyse their spend, Trace Consultants can help identify cost-saving opportunities, detect spending anomalies and variances, optimise service scope and pricing, and address variances and invoicing errors.

5. Procure to Pay Optimisation

Procure-to-Pay (P2P) is the process that covers all steps from requisitioning goods and services to paying suppliers, ensuring streamlined purchasing and financial operations within an organisation.

At trace. we take a three-step approach to answer key questions that can help optimise your P2P process:

1. How mature is your P2P process?

     a. Review the efficiency and maturity of the existing P2P process

     b. Compare current process against industry standards

     c. Evaluate risks associated the existing process

2. Have contract scope and rates been reviewed for market competitiveness?

     a. Review goods or services being procured against specifications

     b. Review scope of work against contractual agreements incl changes or additions

     c. Review rates charged match agreed-upon rates and validate for market competitiveness

3. What opportunities exist to optimise your P2P process?

     a. Identifying key requirements for a technology solution that aligns with business needs

     b. Developing a business case to outline benefits of an integrated P2P solution

     c. Implementing an integrated P2P solution

How Trace Consultants Can Help:

For businesses looking to optimise their procure-to-pay process, Trace Consultants can help conduct a maturity assessment and gap analysis, identify opportunities for optimisation and uplift processes, and conduct a strategic alignment and operating model review.

6. Contract Performance and KPI Management

A well-defined and well-understood scope of works prevents the risk of service delivery not meeting requirements or intended quality as well as change requests that can negatively impact costs, operational efficiencies & customer experience. Before KPIs are considered, base scopes must be well defined.

How Trace Consultants Can Help:

For businesses looking to improve their Contract Performance and KPI Management, Trace Consultants can help realign and control the scope of work, manage changes in scope, govern contract health and performance, and develop performance metrics and scorecards.

7. Supplier Relationship Management

Supplier collaboration can help drive effective procurement by fostering transparency, innovation, and shared goals, leading to improved cost efficiencies, quality, and supply chain resilience.

There are four key components of an effective Supplier Relationship Management process:

1. Who are your strategic suppliers?

      • Identify key strategic relationships to engage in SRM

      • Allocate resources effectively

2. Do you have effective SRM Governance?

      • Internal governance processes

      • Clear ownership of supplier relationships

      • Oversight of supplier management and strategic decision making

3. How well are suppliers performing?

      • Define and establish key performance indicators (KPIs)

      • Develop scorecards to track and review supplier performance

4. Where can a partnership add value?

      • Collaborative initiatives for value creation with chosen strategic suppliers

      • Operational performance (time-slots, store ready deliveries, labelling, MHE, etc.)

      • Define long-term initiatives (e.g. packaging, waste, sustainability)

Effective Supplier Collaboration should drive accountability, be forward looking and consider both service & operational performance.

How Trace Consultants Can Help:

For businesses looking to review their Supplier Relationship Management, Trace Consultants can help define supplier segmentation and strategy, establish performance metrics and scorecards, conduct contract review and optimisation, and develop effective renegotiation strategy.

Interested to learn how Trace Consultants can support your organisation's procurement journey? Contact your local trace. team today.

Brisbane | Prajin Shah | Senior Consultant | +61 422 436 109
Canberra | Mathew Tolley | Partner | +61 406 848 301
Melbourne | Kingston Yong | Senior Consultant | +61 434 799 696
Sydney | Tim Fagan | Senior Manager | +61 403 746 598

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