A Spend Analysis Solution Checklist

There are numerous spend analysis solutions available today. Large enterprise resource planning (ERP) vendors, global consulting firms, supply chain management firms and spend analysis technology firms – all of these offer some flavor of spend analysis. The following checklist provides the basic components that your spend analysis solution should provide.

Master Data Management that Supports Spend Data

The reporting and analysis of a particular solution may be slick and impressive, but unless the underlying data is collected, cleansed and classified within a robust data management system, the reports and subsequent analysis will be meaningless. Which is why you need a data management system that is specific to spend data’s characteristics – the data management system doesn’t just hold data, it collects data from numerous sources. Which leads us to the next requirement for your spend analysis solution.

Support Flexible Formats

Whether you use UNSPSC, a homegrown classification scheme or a combination of both, the spend analysis solution should be able to support any and all classification schemes. You are responsible for the data, and it should be in a format that you are comfortable with. Since spend analysis involves the collection of spend data from numerous sources, your solution should be flexible enough to collect data in any file format that your company supports – as long as it’s provided in an editable data file format. You shouldn’t be forced to reformat your data files to match the vendor’s file requirements, unless you’re working with read-only pdf documents. Which leads us to the next requirement for your solution.

Provide an Automated, Repeatable Solution

If your solution provider is offering a truly automated solution, they should accept data files in any electronic format. If you’re providing read-only pdf documents to your solution provider, then they are using a manual process to classify your data. Offering to “electronically scrape” data from your read-only documents is not an accurate or efficient process and doesn’t allow for ongoing, automatic data refreshes, which leads us to the next requirement.

Refresh Your Data

You need the most relevant, up-to-date data possible, so your solution should offer automatic, immediate refreshes on an ongoing basis. For a typical spend analysis implementation, automatic refreshes can take less than a day. If your solution provider can’t provide this ability, then their solution isn’t automated. Once the initial cleansing and classification has been finalized, there is no reason why your data can’t be refreshed easily, unless the solution is manual. Which leads us to the next requirement.

Be Available Anywhere, Anytime

You should have access and full visibility to your spend data at all times, whether in the initial cleansing and classifying stage or the final reporting and analysis stage. You should be able to spot errors and discrepancies immediately. Success depends on making the right decisions at the right time. And now, the last requirement for your spend analysis solution.

Collect More Than Spend Data

Improving the bottom line requires more than just analyzing your spend data. You need to be able to view all of your data in one central repository. This includes financial data, sales data, freight data and external data such as third-party supplier and market data. You should be able to make decisions based on all the data available, not just a small portion of your internal spend data.

About the Author: Joy McCaffrey is the Senior Product Marketing Manager at Spend Radar and is responsible for marketing and managing Spend Radar products and services. Joy has more than 15 years of technical product management and marketing experience with software, ecommerce and eprocurement products at both small and large companies. www.spendradar.com

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