In recent years, the growth of online shopping has transformed the retail landscape in Australia. As e-commerce continues to expand, the issue of online returns has emerged as a significant challenge for retailers. According to a report by Australia Post, online purchases grew by 57% in 2020, with return rates ranging from 10% to 40% depending on the retail category. The increasing volume of returns is placing pressure on supply chains and presenting logistical hurdles. This blog article explores how Australian retailers are meeting these challenges with innovative solutions to provide a seamless customer experience while optimising their supply chains.
Centralised Return Hubs
Leading Australian retailers such as Myer and David Jones have implemented centralised return hubs to streamline the returns process. These hubs serve as a single location for receiving and processing all online returns, enabling retailers to manage returns more efficiently. By consolidating returned items, retailers can quickly process refunds and restock items, reducing the burden on their supply chains. The trade-off is often reponsiveness and requiring sufficient volumes to justify a centralised investment in asset, infrastructure and capabilities.
Improved Return Policies
Some retailers are revisiting their return policies to better accommodate online shoppers. For example, The Iconic, an Australian online fashion retailer, offers a generous 30-day return policy, giving customers ample time to try on and return items they don't want to keep. This approach fosters customer loyalty and encourages repeat purchases while also reducing the volume of returns that need to be processed at once.
Harnessing the Power of Microsoft Power Apps for Returns Processing
Some retailers are turning to custom software solutions to support accurate and consistent returns. Microsoft Power Apps is a low-code platform that allows businesses to create custom applications tailored to their specific needs. By leveraging Power Apps, retailers can develop returns processing tools that streamline the process and reduce manual errors.
For example, a retailer could create a Power Apps-based returns management system that allows employees to scan returned items using a barcode scanner, instantly updating inventory levels and triggering any necessary refunds or exchanges. The app could also automatically generate shipping labels for items that need to be sent back to distribution centres, further streamlining the process.
Integrating the Power Apps tool with the retailer's existing CRM and inventory management systems ensures seamless data flow and allows for real-time tracking of returns data. By automating and optimising the returns process, retailers can reduce operational costs, improve customer satisfaction, and better manage their supply chains.
In-Store Returns and Partner Store Returns
Bricks-and-mortar stores are adapting to the growing trend of online shopping by offering in-store returns for online purchases. Retailers such as JB Hi-Fi and Harvey Norman allow customers to return online purchases at their physical stores, providing a convenient option for those who prefer not to ship items back. This strategy also helps retailers manage returns more efficiently by reducing shipping costs and the overall impact on their supply chains.
Investing in Reverse Logistics and Identifying Partnerships
To better handle the influx of online returns, many Australian retailers are investing in reverse logistics systems. Reverse logistics involves managing returned items and moving them through the supply chain for resale, recycling, or disposal. Companies like Toll and Australia Post are offering tailored reverse logistics solutions for retailers, allowing them to optimise their supply chains and minimise the cost and environmental impact of returns.
Benefits of Streamlined Returns Management
Implementing the strategies outlined above can lead to numerous benefits for retailers in terms of service, inventory health, working capital improvement, and cost reduction:
Improved inventory health: Effective returns management helps retailers maintain accurate inventory levels and ensures that returned items are quickly restocked or repurposed, reducing the risk of stock obsolescence.
Working capital improvement: Streamlining the returns process allows retailers to recover funds from returned items more quickly and optimise cash flow.
Cost reduction: Efficient returns management can reduce operational costs, such as shipping and handling, as well as minimise losses due to damaged or unsellable returned items.
As online shopping continues to dominate the retail landscape in Australia, retailers are finding innovative ways to address the challenges of returns. By streamlining processes, embracing technology, and investing in reverse logistics, Australian retailers are not only optimising their supply chains but also enhancing the customer experience. Harnessing the power of Microsoft Power Apps to develop custom returns processing tools is just one example of how retailers are adapting and evolving to meet the changing needs of their customers. The future of retail depends on their ability to adapt and evolve, and these strategies demonstrate their commitment to meeting the changing needs of their customers while reaping the benefits of improved service, inventory health, working capital, and cost reduction.
Leveraging AI, Data Analytics, and Microsoft Power Platform for Supply Chain Efficiency
oost your supply chain efficiency with AI, data analytics, and Microsoft Power Platform. Learn how Trace Consultants helps Australian businesses optimise operations and drive resilience.
Leveraging AI, Data Analytics, and Microsoft Power Platform for Supply Chain Efficiency
Supply Chain Efficiency in Australia
In Australia’s complex market, achieving supply chain efficiency is vital for businesses to remain competitive. Challenges such as high logistics costs, unpredictable demand, and expectations for transparency and sustainability demand innovative solutions. At Trace Consultants, we harness artificial intelligence (AI), data analytics, and Microsoft Power Platform to transform supply chains into agile, cost-effective systems. Our collaboration with Microsoft Power Platform enables clients to automate processes and improve decision-making, delivering measurable results. This thought leadership piece explores how Australian businesses can optimise their supply chains, offering actionable insights and inviting you to explore our supply chain consulting services.
Why Supply Chain Transformation Matters
Australia’s supply chains face unique pressures due to geographic isolation, reliance on global trade, and disruptions like pandemics or trade tensions. Industry reports indicate that over 80% of companies globally have faced supply chain challenges recently, with Australian businesses particularly impacted by transport costs, which can reach 15% of GDP. Customers now expect faster deliveries, real-time tracking, and sustainable practices, straining traditional models.
Common challenges include:
Inventory Imbalances: Overstocking increases costs, while understocking leads to lost sales.
Logistics Inefficiencies: Poor routing inflates transport expenses.
Data Silos: Fragmented systems hinder real-time visibility.
By leveraging AI supply chain solutions, data analytics, and Microsoft Power Platform, businesses can shift to proactive strategies. Trace’s expertise, detailed on our business consulting page, empowers organisations to achieve operational excellence.
How AI, Data Analytics, and Power Platform Drive Efficiency
AI and data analytics enable businesses to analyse vast datasets, predict trends, and optimise processes in real time. Microsoft Power Platform—including Power BI, Power Apps, Power Automate, and Power Virtual Agents—complements these technologies by automating workflows and enhancing decision-making. Trace’s Microsoft Power Platform consulting integrates these tools to deliver tailored supply chain solutions. Below, we outline five key areas of impact and strategies for implementation.
1. AI-Powered Demand Forecasting with Power BI
Accurate demand forecasting is essential in Australia, where long lead times from global suppliers amplify errors. Traditional methods like spreadsheets struggle with market volatility, seasonal trends, or external factors such as economic shifts. AI supply chain forecasting, using machine learning algorithms like neural networks, can analyse sales data, weather, and online activity to improve accuracy by 20–30%, based on industry benchmarks.
Trace integrates AI with Power BI to create dashboards that visualise demand trends, enabling dynamic strategy adjustments. For example, Power BI can highlight regional demand spikes, optimising inventory allocation. Discover our approach on our supply chain consulting page.
Implementation Strategies:
Standardise Data: Ensure clean data from sales and external sources for AI and Power BI.
Pilot Projects: Test AI forecasting for a product line with Power BI dashboards.
2. Optimising Inventory Management with Automation
Inventory management is critical in Australia, where high warehousing costs demand precision. Data analytics provides real-time stock visibility, while AI recommends reorder points based on demand and supplier performance. Microsoft Power Platform enhances this—Power Automate triggers reorder alerts, and Power Apps creates mobile interfaces for real-time inventory updates.
Trace uses Power Platform to streamline workflows, reducing errors and supporting sustainability by identifying slow-moving stock via Power BI. Our executive coaching page highlights how we drive operational efficiency.
Implementation Strategies:
Centralise Data: Unify inventory data for analytics and Power Platform automation.
Automate Processes: Use Power Automate to streamline reordering.
Monitor Metrics: Deploy Power BI to reduce waste with Trace’s guidance.
3. Streamlining Logistics with AI and Power Apps
High transport costs challenge Australian businesses due to vast distances. AI logistics optimisation analyses traffic, fuel prices, and schedules to recommend efficient routes, potentially cutting costs by 10–15%, per global studies. Predictive analytics anticipates delays from weather or port issues, enabling proactive rerouting.
Trace integrates AI with Power Apps for custom tools, like mobile apps for drivers, and uses Power Automate to streamline supplier communication. Explore our expertise on our supply chain consulting page.
Implementation Strategies:
Use Real-Time Data: Implement IoT for AI routing, integrated with Power Apps.
Collaborate with Carriers: Share Power BI insights for reliability.
Contact Trace: Reach us via our contact page for logistics solutions.
4. Breaking Data Silos with Power Platform
Fragmented data across ERP and logistics systems hinders efficiency. Data analytics creates a single source of truth, while AI extracts insights. Microsoft Power Platform excels here—Power BI visualises data, Power Apps builds interfaces, and Power Automate connects systems via APIs.
Trace eliminates silos, enabling real-time decisions. For example, a Power App can access Power BI supplier data, while Power Automate triggers delay alerts. Learn more on our business consulting page.
Implementation Strategies:
Adopt Cloud: Use Power Platform’s cloud for scalability.
Secure Data: Implement cybersecurity measures.
Partner with Trace: Access our supply chain consulting services for integration.
5. Advancing Sustainability and Resilience
Sustainability is a priority, driven by regulations and consumer demand. Data analytics tracks emissions, while AI recommends greener practices like route optimisation. Power BI visualises carbon footprints, supporting sustainability goals.
AI enhances resilience by predicting risks, such as supplier disruptions. Trace combines AI with Power Virtual Agents for real-time risk alerts, as detailed on our executive coaching page.
Implementation Strategies:
Track Emissions: Use Power BI for environmental reporting.
Simulate Risks: Deploy AI and Power Virtual Agents for planning.
Collaborate with Trace: Connect via our contact page for sustainable solutions.
Challenges in Adopting AI and Power Platform
Adopting these technologies requires addressing:
Data Quality: Ensure clean data for AI and Power Platform.
Costs: Pilot projects to manage expenses, especially for SMEs.
Skills: Partner with Trace, per our business consulting page, for expertise.
Change Management: Train teams for automation adoption.
Ethical AI: Use transparent models to avoid biases.
Trace’s Microsoft Power Platform Expertise
Trace’s partnership with Microsoft Power Platform delivers cutting-edge solutions. We use Power BI for visualisations, Power Apps for custom tools, Power Automate for automation, and Power Virtual Agents for chatbots, enabling:
Automation: Streamline inventory and logistics tasks.
Decision-Making: Provide real-time Power BI insights.
Customisation: Build tailored solutions.
Scalability: Support growth with cloud tools.
Our supply chain consulting services page details this approach.
The Future of Supply Chain Technology
Emerging trends include:
Generative AI: Enhancing strategic planning.
Edge Computing: Real-time data processing.
Blockchain: Improving traceability with Power Platform.
Collaborative Platforms: Enabling data sharing.
Early adopters will gain a competitive edge. Explore these trends on our business consulting page.
Call to Action
AI, data analytics, and Microsoft Power Platform are transforming supply chains. Trace Consultants delivers tailored solutions to optimise forecasting, logistics, and sustainability. Contact us via our contact page or explore our supply chain consulting services to build a smarter supply chain.
Technology
March 17, 2025
How Government Departments & Defence Primes Boost Productivity with Supply Chain Technology
Government departments, agencies, and defence primes in Australia and New Zealand face growing supply chain challenges. This article explores how investing in supply chain technology can boost productivity and resilience, with practical insights and expert solutions from Trace Consultants.
In today’s fast-evolving global landscape, supply chains are under more pressure than ever. For government departments, agencies, and defence primes in Australia and New Zealand, the stakes are even higher. Disruptions—whether from geopolitical tensions, natural disasters, or technological shifts—can compromise national security, economic stability, and public services. The key to staying ahead? Investing in cutting-edge supply chain technology to enhance productivity and resilience.
From the Australian Defence Force (ADF) maintaining mission-ready assets to government agencies ensuring critical supplies reach communities during crises, robust supply chains are the backbone of operational success. In New Zealand, similar challenges arise as agencies and defence entities navigate complex logistics in a geographically isolated region. This article dives into how these organisations can leverage supply chain technology to future-proof their operations, improve efficiency, and build resilience against disruptions. Plus, we’ll spotlight how Trace Consultants can partner with you to make it happen.
Why Supply Chain Technology Matters Now
Supply chains have always been vital, but recent years have exposed their vulnerabilities. The COVID-19 pandemic revealed gaps in global logistics, while events like the 2022 floods in Australia and New Zealand underscored the need for adaptable systems. For government departments and defence primes, these disruptions aren’t just inconveniences—they’re threats to capability and readiness.
In Australia, the Defence Strategic Review (DSR) has emphasised the need for a more resilient industrial base to support the ADF. Across the Tasman, New Zealand’s defence and public sectors face parallel demands to strengthen supply chains amid growing regional uncertainties. Technology offers a way forward, enabling these organisations to streamline processes, reduce risks, and ensure continuity.
The benefits are clear: enhanced productivity means faster delivery of critical resources, while resilience ensures operations can withstand shocks. Whether it’s managing heavy assets like naval ships or ensuring medical supplies reach remote areas, supply chain technology is the linchpin.
Key Supply Chain Challenges for Government and Defence
Before diving into solutions, let’s unpack the challenges these organisations face:
Complexity and Scale: Government and defence supply chains span vast networks—think spare parts for submarines, food for emergency relief, or fuel for military bases. Coordinating these moving parts is a logistical nightmare without the right tools.
Geopolitical Risks: Australia and New Zealand rely on global suppliers for critical components. Trade tensions or conflicts—like those in the Indo-Pacific—can choke supply lines overnight.
Disruption Vulnerability: Natural disasters, cyberattacks, and pandemics can halt operations. The 2021 AdBlue shortage in Australia, critical for trucking fleets, showed how quickly a single point of failure can cascade.
Regulatory Pressures: Compliance with environmental standards, security protocols, and procurement rules adds layers of complexity.
Aging Systems: Many agencies still rely on outdated manual processes or legacy software, slowing response times and increasing errors.
These challenges aren’t insurmountable. With strategic investments in supply chain technology, government departments, agencies, and defence primes can turn weaknesses into strengths.
Top Supply Chain Technologies to Invest In
So, what technologies should these organisations prioritise? Here’s a rundown of game-changers that boost productivity and resilience, tailored to the needs of Australian and New Zealand public and defence sectors.
1. Artificial Intelligence (AI) and Machine Learning
AI-powered tools can revolutionise demand forecasting, inventory management, and risk assessment. For defence primes, AI can predict when a fighter jet’s parts will need replacing, reducing downtime. For government agencies, machine learning can analyse historical data to anticipate disaster-relief needs, ensuring supplies are pre-positioned.
Productivity Boost: Automates repetitive tasks and optimises resource allocation.
Resilience Factor: Identifies vulnerabilities in real time, allowing proactive adjustments.
2. Internet of Things (IoT)
IoT devices—like sensors on shipping containers or military vehicles—provide real-time tracking and condition monitoring. Imagine knowing the exact location and temperature of a vaccine shipment crossing the Outback or a spare part bound for a Kiwi naval base.
Productivity Boost: Cuts delays with live visibility into asset locations.
Resilience Factor: Flags disruptions (e.g., a truck stuck in floodwaters) instantly.
3. Blockchain
Blockchain ensures secure, transparent tracking of goods from supplier to end user. For defence, this could mean verifying the authenticity of a missile component. For agencies, it could streamline procurement by reducing fraud and paperwork.
Productivity Boost: Speeds up transactions and audits.
Resilience Factor: Builds trust in supply chains, even during crises.
4. Digital Twins
A digital twin is a virtual replica of a physical supply chain. Defence primes can simulate logistics for a submarine fleet, while agencies can model supply routes during bushfires. This tech lets you test scenarios and optimise plans without real-world risks.
Productivity Boost: Identifies bottlenecks before they happen.
Resilience Factor: Prepares for disruptions with data-driven contingency plans.
5. Robotics and Automation
Automated warehouses and drones can handle repetitive tasks like sorting supplies or delivering goods to remote areas. In Australia’s vast interior or New Zealand’s rugged terrain, this tech is a game-changer.
Productivity Boost: Frees up staff for strategic roles.
Resilience Factor: Keeps operations running when human access is limited.
6. Cloud-Based Supply Chain Platforms
Cloud systems integrate data across departments, suppliers, and primes. They’re scalable, secure, and accessible—perfect for coordinating complex defence projects like AUKUS or multi-agency disaster responses.
Productivity Boost: Centralises info for faster decision-making.
Resilience Factor: Keeps data safe and accessible, even if physical sites are compromised.
How to Invest Strategically
Investing in supply chain technology isn’t just about buying shiny new tools—it’s about aligning them with your goals. Here’s how government departments, agencies, and defence primes can make it work:
Step 1: Assess Current Capabilities
Start with a supply chain audit. Where are the weak links? Are you over-reliant on a single supplier? Is data siloed across departments? Understanding your baseline is key to picking the right tech.
Step 2: Prioritise High-Impact Areas
Focus on technologies that address your biggest pain points. For defence primes, that might mean IoT for asset tracking. For agencies, AI forecasting could tackle unpredictable demand spikes.
Step 3: Build a Business Case
Secure funding by showing ROI. Highlight how tech reduces costs (e.g., fewer emergency shipments) and risks (e.g., avoiding stockouts during crises). In Australia, initiatives like the Supply Chain Resilience Initiative offer grants to sweeten the deal.
Step 4: Partner with Experts
Implementation is tricky—tech alone won’t cut it. Work with specialists who understand government and defence needs. (Spoiler: This is where Trace Consultants shines—more on that later.)
Step 5: Train Your Workforce
Upskilling staff ensures tech adoption sticks. From logisticians mastering AI dashboards to technicians operating drones, a skilled team maximises your investment.
Step 6: Test and Scale
Pilot projects let you refine solutions before rolling them out. Start small—say, automating a warehouse—then expand as confidence grows.
Real-World Impact: Productivity and Resilience in Action
While we won’t invent case studies, we can look at broader trends. Take Australia’s Global Supply Chain (GSC) Program, which connects local suppliers with defence primes like BAE Systems and Lockheed Martin. By integrating digital platforms, the program has streamlined exports, boosting productivity for Aussie firms while diversifying supply chains—a resilience win.
In New Zealand, the government’s response to Cyclone Gabrielle in 2023 showed the value of real-time data. Agencies used tracking tools to reroute supplies around damaged infrastructure, minimising delays. Imagine amplifying that with IoT or AI—faster, smarter responses every time.
For defence, the AUKUS pact demands a step-up in naval supply chains. Technologies like digital twins could simulate submarine maintenance schedules, ensuring readiness without draining resources. These examples hint at what’s possible with the right tech.
How Trace Consultants Can Help
At Trace Consultants, we’re passionate about transforming supply chains for government and defence clients across Australia and New Zealand. Here’s how we can support your journey:
Tailored Assessments: We dive deep into your supply chain, identifying gaps and opportunities. Our audits align tech solutions with your unique needs—whether you’re a defence prime managing heavy assets or an agency prepping for emergencies.
Expert Strategy: With decades of experience, our team crafts investment roadmaps that balance productivity gains with resilience. We’ll help you prioritise technologies like AI, IoT, or blockchain based on impact and feasibility.
Implementation Support: From selecting vendors to integrating systems, we manage the nitty-gritty so you don’t have to. Our hands-on approach ensures smooth rollouts with minimal disruption.
Training and Upskilling: We equip your team with the skills to harness new tools, from data analytics to automation, ensuring long-term success.
Ongoing Optimisation: Supply chains evolve, and so do we. We provide continuous support to tweak and scale your tech, keeping you ahead of the curve.
Partnering with Trace Consultants means more than just tech—it’s about building a supply chain that’s efficient, adaptable, and ready for anything. Want to explore how we can help? Contact us today.
Overcoming Barriers to Adoption
Investing in supply chain tech isn’t without hurdles. Here’s how to tackle common roadblocks:
Budget Constraints: Start with cost-effective pilots and leverage government grants (e.g., Australia’s Modern Manufacturing Initiative). Show stakeholders the long-term savings from reduced downtime or waste.
Resistance to Change: Engage staff early with clear communication. Highlight how tech makes their jobs easier—like automating tedious inventory checks.
Integration Complexity: Choose interoperable systems and phased rollouts to avoid overwhelming legacy setups.
Cybersecurity Risks: Partner with experts to secure IoT devices and cloud platforms, protecting sensitive data.
With the right approach, these barriers become stepping stones to a stronger supply chain.
The Future of Supply Chains in Government and Defence
Looking ahead, supply chain technology will only grow more critical. The AUKUS partnership, climate change pressures, and rising digitisation demand agile, tech-driven solutions. In Australia, the push for sovereign capability—think local manufacturing of critical components—will rely on tools like digital twins and automation. In New Zealand, sustainability goals will drive investments in green logistics tech.
For government departments, agencies, and defence primes, the message is clear: act now or risk falling behind. Productivity and resilience aren’t just buzzwords—they’re the foundation of operational success in an uncertain world.
Your Next Steps
Investing in supply chain technology is a game-changer for Australian and New Zealand government and defence sectors. From AI forecasting to IoT tracking, these tools deliver the efficiency and durability needed to thrive amid challenges. The path forward involves assessing your needs, prioritising smart investments, and partnering with experts to bring it all to life.
At Trace Consultants, we’re here to guide you every step of the way. Whether you’re enhancing defence readiness or strengthening public service delivery, our tailored solutions can unlock your supply chain’s potential. Ready to boost productivity and resilience? Reach out to us and let’s get started.
Technology
March 15, 2025
Developing Effective Functional Briefs for Supply Chain & Procurement Technology
A functional brief isn’t just a bit of paperwork—it’s the blueprint that ensures your tech fits your business like a glove.
In today’s cut-throat global market, Aussie and Kiwi businesses are under pressure to keep their supply chains humming and procurement processes sharp. The secret sauce? Top-notch technology solutions like Procure-to-Pay (P2P) systems, Advanced Planning Systems (APS), Warehouse Management Systems (WMS), and Transport Management Systems (TMS). These tools can turbocharge operational efficiency, slash costs, and lift service delivery to new heights. But here’s the catch: getting them right depends on nailing down a cracking functional brief.
A functional brief isn’t just a bit of paperwork—it’s the blueprint that ensures your tech fits your business like a glove. Whether you’re rolling out a P2P system to streamline purchasing, an APS to nail demand forecasts, a WMS to sort out your warehouse, or a TMS to get goods moving faster, a solid brief keeps everything on track. Without it, you’re risking costly stuff-ups, delays, and tech that doesn’t deliver.
This article dives into why functional briefs are a must, breaks down what goes into them, and zooms in on specifics for P2P, APS, WMS, and TMS systems. Plus, we’ll show how Trace Consultants can help Aussie and Kiwi organisations smash it out of the park.
Why Functional Briefs Are a Big Deal
The supply chain and procurement game in 2025 is a complex beast. Businesses are juggling unpredictable demand, far-flung suppliers, tricky regs, and customers who want it all yesterday. Tech like P2P, APS, WMS, and TMS promises to cut through the chaos, but only if it’s tailored to your setup. That’s where functional briefs come in—they’re the glue that holds the whole shebang together.
A functional brief spells out exactly what you need, how your processes work, and what you want to achieve. It’s the difference between a system that sings and one that flops. Take a P2P rollout, for example. Without a clear brief, you might end up with a system that can’t talk to your accounting software, misses tricky approval steps, or ignores Aussie tax rules. Cue the headaches, rework, and a bigger bill than you bargained for. A proper brief stops that nonsense in its tracks by setting the scene upfront.
For businesses Down Under and across the Tasman, where supply chains stretch across big distances and diverse markets, a functional brief is gold. It ensures your tech investment pays off—whether that’s saving a few quid, speeding up deliveries, or keeping suppliers onside.
Key Ingredients of a Functional Brief
Putting together a ripper functional brief takes a bit of nous. You need to blend big-picture goals with nitty-gritty details. Here’s what every brief needs to cover, no matter the tech.
1. Crystal-Clear Business Goals
First things first: what’s the point of your tech? You need to pin down the big wins you’re chasing. These goals tie your system to the company’s game plan and give you something concrete to aim for. Common ones include:
Cutting Costs: Trimming procurement spend, logistics bills, or operational fat.
Better Stock Control: Dodging stockouts, overstocking, or stuff going out of date.
Smoother Supplier Relations: Making onboarding, tracking, and teamwork with suppliers a breeze.
Sharper Demand Forecasts: Nailing what customers want to keep stock and production on point.
Slick Transport: Dropping freight costs and boosting delivery reliability.
Make these goals specific and measurable. A retailer might want to shave 15% off stock holding costs in a year, while a manufacturer might aim to cut transport times by 20%. Having these targets locked in gives your brief a clear finish line.
2. Proper Process Mapping
A functional brief isn’t just about the “what”—it’s about the “how.” You’ve got to map out your current processes and sketch the future you’re aiming for. This means getting stuck into the details.
Process mapping is about laying out every step—like how a purchase order gets raised or how goods hit the road. It spots the clangers: bottlenecks (e.g., slow supplier sign-offs), double-ups (e.g., entering the same data twice), and manual faff (e.g., paper-based checks). The aim is to:
Find the Snags: Pick out where time, cash, or effort’s going down the drain.
Spot Automation Wins: Highlight jobs a system could take off your hands.
Sort Out Roles: Make it clear who’s doing what and how teams work together.
Say you’re mapping a warehouse’s picking process. You might find workers are trekking too far because the layout’s a mess. A WMS could fix that with smart routing. By comparing today with tomorrow, your brief makes sure the tech tackles real issues.
What to Tackle in Functional Briefs
Different tech needs different focus areas in a functional brief. Here’s the lowdown on P2P, APS, WMS, and TMS, plus how Trace Consultants can lend a hand.
Procure-to-Pay (P2P)
P2P systems take the hassle out of buying stuff—covering everything from raising a request to paying the bill. A top-notch brief should nail:
Approval Workflows: Set up sign-off steps that match your setup (e.g., managers, finance crew).
Supplier Onboarding: Tools for checking, adding, and keeping tabs on suppliers.
Contract Management: Features to store, track, and renew deals.
Compliance Checks: Stick to internal rules and Aussie/Kiwi laws (e.g., GST, anti-bribery).
Spend Insights: Dashboards to see where the money’s going.
Integration: Link up with ERP and finance systems like Xero or MYOB.
A P2P brief might also call for an easy-to-use interface to get everyone on board—key for avoiding pushback. Skip these details, and you’re asking for trouble.
Trace Consultants knows P2P inside out. We help define workflows, sort integration headaches, and keep compliance tight, ensuring your system delivers bang for your buck.
Advanced Planning Systems (APS)
APS tools sharpen your supply chain game with better forecasting, planning, and stock management. A brief for APS should cover:
Forecasting Tools: Pick the right models (e.g., stats-based or AI-driven).
Demand Sensing: Use live data like sales or market shifts.
Network Optimisation: Balance production, distribution, and stock across sites.
Scenario Planning: Run “what-if” tests for stuff like supplier hiccups.
Integration: Hook into ERP, CRM, and other systems.
Real-Time Insights: Track key stats like forecast accuracy or stock levels.
A fruit grower might need an APS that factors in weather for seasonal demand—miss that in the brief, and you’re short-changing the system.
Trace Consultants are APS pros, guiding you to pick and tweak systems that lift planning precision and efficiency.
Warehouse Management Systems (WMS)
WMS is the backbone of a slick warehouse, sorting stock, space, and staff. Your brief should hit:
Stock Tracking: Real-time visibility and serial number checks.
Layout Optimisation: Tools for smart storage and slotting.
Picking and Packing: Automate sequences or batch jobs.
Cross-Docking: Shift goods straight from in to out.
Labour Tracking: Monitor performance and task splits.
Integration: Sync with logistics and transport systems.
A retailer might need a WMS for quick online order turnarounds—spell that out, or you’ll get a vanilla system that doesn’t cut it.
Transport Management Systems (TMS)
TMS keeps logistics humming by optimising routes, carriers, and costs. A brief should include:
Route Planning: Factor in traffic, fuel, and drop-off times.
Carrier Management: Tools to pick and rate transport providers.
Load Optimisation: Fill trucks and cut empty runs.
Live Tracking: Updates for you and your customers.
Freight Billing: Automate invoices and cost checks.
Integration: Tie into warehouse and ERP systems.
For an Outback distributor, a TMS brief might prioritise road-and-rail combos—details that make it work for local quirks.
How Trace Consultants Can Pitch In
Writing a ripper functional brief takes know-how, a fresh eye, and a solid grip on supply chain tricks. That’s where Trace Consultants comes in. We help Aussie and Kiwi businesses by:
Mapping Processes: Digging into your setup to spot wins and woes.
Setting Future Goals: Turning big ideas into tech specs.
Benchmarking: Using industry smarts to keep you ahead.
Sorting Integration: Nailing the tech hook-ups for a smooth run.
Getting Teams Onside: Aligning everyone for a win.
With Trace, your brief becomes a weapon to unlock tech potential. Check out our Services page for more.
Nailing Your Functional Brief – The Road to Success
A cracking functional brief lines up your tech with your goals, cuts risks, and locks in wins like cost savings and faster service. A dodgy one? That’s a recipe for headaches and wasted cash.
So, are your briefs up to scratch, or could they use a tweak? If you’re on the fence, Trace Consultants has your back. Get in touch today to make your next tech move a ripper.
