Lean opportunities in MRO Procurement: Improved productivity and reduced waste

In an increasingly competitive global environment, organizations must innovate to find opportunities to improve their productivity and reduce total cost. Initiatives that consider ALL aspects of process improvement and waste reduction will find the greatest level of success in improving efficiency.

What is productivity?
Productivity is output, efficiency, and production. In economic terms, it is the rate at which a company produces goods or services in relation to a needed amount of materials and employees. Productivity can be defined in two ways: 1) Total labor productivity is simply output divided by the number of workers, or by the number of hours worked. Output can be anything from number of packages to airline miles flown, but more generally it is some very broad aggregate like gross domestic product. Measures of labor productivity capture the contribution to output of other inputs than hours worked. 2) Total factor productivity, by contrast, captures the contribution to output of everything except labor and capital. Innovation, managerial skill, organization, waste minimization (all forms) and even luck can contribute. 1 The two productivity concepts are related. Increases in total labor productivity, the amount of output created (in terms of goods produced or services rendered) per unit input used, can reflect the fact that each worker is better equipped with capital. Alternatively, gains in total factor productivity, or any effects in total output not caused by inputs or productivity, are frequently obtained through the use of innovative process improvements or organizational change.

What is waste?
Waste can be identified many ways and as many things, but ultimately it is any activity that requires allocated resources but adds no value from the customers perspective. Some activities, while not directly adding value to a product or process such as time spent on equipment maintenance or the accounting function are necessary in the production of goods or services and must be perpetuated. Other types of non-value-added activities, like maintaining underutilized inventories or the time wasted searching for tools, must be reviewed and constantly re-evaluated, and if identified as waste, the appropriate steps must be taken to eliminate them. Many initiatives and systematic approaches for improving efficiency have been adopted by manufacturing organizations to help improve their products and processes by focusing on quality, improving productivity and reducing all types of waste.

Productivity improvement methodologies

The Toyota Production System, developed in Japan in the 1940s, is the framework and philosophy organizing the manufacturing facilities at Toyota and the interaction of these facilities with their suppliers and customers. The philosophy was largely developed and popularized by Toyota engineer Taiichi Ohno. The main goal of TPS (commonly referred to these days as lean methodologies) is to eliminate all forms of waste within manufacturing operations, but has become a very popular tool for improving efficiencies in ALL types of organizations. Another improvement method called Total Quality Management (TQM) is a management approach for an organization. TQM is centered on quality, based on the participation of all organizational members and aimed at long-term success through customer satisfaction and system-wide benefits. Popular in the U.S. during the 1980s, it was developed by W. Edwards Deming and is largely based on the quality revolution started in Japan in the 1940s. Six Sigma was pioneered by Bill Smith at Motorola, and popularized in manufacturing environments by General Electrics former CEO, Jack Welch. It emphasizes the use of mathematical and statistical tools to manage process variations that can cause defects, and systematically works toward managing the ultimate goal of consistent and measurable quality. These approaches to improve productivity and minimize waste are being used by many organizations to improve their products and processes. Based on the results of the 2006 IndustryWeek/MPI Census of Manufacturers, the implementation of lean methodologies have significantly increased in popularity. In 2006, 40.5 percent of all manufacturers surveyed have adopted lean as their primary improvement method, a jump of nearly 5 percent from the 35.7 percent reported in 2005. 2

Lean Initiatives for reducing waste

Lean methodologies based on the Toyota Production System are management philosophies that focus on the reduction of the seven deadly wastes: Overproduction Waiting time Transportation Processing Inventory Motion Scrap in manufactured products or any type of business By eliminating waste (roughly translated in Japanese as muda), quality is improved, production time is reduced and cost is reduced. Lean tools (more than three dozen, and growing) include constant process analysis and continuous improvement (kaizen), pull production (by means of kanban) and mistake-proofing (poka-yoke). Lean, as a management philosophy, is also very focused on creating a better workplace through the Toyota principle of respect for humanity.

While some believe that lean methodologies are a set of problem-solving tools, most experts now agree that it is a holistic, comprehensive, enterprise-wide program designed to be integrated into the organizations core strategy. Key lean principles also include: Continuous improvement: Efforts to reduce costs, improve quality, increase productivity and share information. Flexibility: Efforts to produce different mixes or greater diversity of products quickly, without sacrificing efficiency at lower volumes of production. Supply chain enhancement: Building and maintaining a long-term, strategic relationship with suppliers through collaborative risk-sharing, cost-sharing and information-sharing arrangements. Lean basically gets the right things to the right place at the right time in the right quantity while minimizing waste and being flexible and open to change. 3

Lean implications for MRO/indirect materials procurement and inventory

Indirect procurement activities concern operating resources that a company purchases to enable its operations. It comprises a wide variety of goods and services, from standardized low-value items like office supplies and products used in facilities maintenance, repair and operations (MRO), to complex and costly goods and services like heavy equipment and consulting services. Purchasing organizations in many industries sometimes assume incorrectly that just-incase stores of indirect goods, specifically those used in the maintenance and repair of plants and facilities, are less costly than the cost of downtime or lost production. The perceived pain of not having what may or may not be needed in an emergency or downtime situation often creates inventories of things that are never used or become obsolete or damaged. In lean terms, these underutilized or obsolete inventories, and the associated procurement activities (those not directly related to production), are considered waste, or muda. The time and resources involved with information administration and gathering, supplier contacts, background reviews, negotiations, and fulfillment activities of indirect materials create waste and reduce overall production activity in often intangible but very real terms. Many organizations have strategic sourcing initiatives in place, but they do not extend to the indirect purchasing categories, specifically MRO. Literally hundreds of thousands of products can be considered MRO in categories such as lighting or safety products. Of this category of products, buyers consider about 40 percent of requirements are for spot buys or unplanned purchases.

What is an unplanned purchase?

Unplanned purchases refer to the type of buying occasion associated with maintenance, repair and operations (MRO) products that are bought infrequently and needed on an unpredictable basis and not typically purchased year after year. The purchase is unplanned not because someone isnt a good buyer or maintenance professional. While frequently considered emergency downtime situations, these occasions are unplanned truly because of the way the item behaves in a facility. An example would be an elevators up and down button. Neither purchasing nor maintenance plans for the button to go out; and when it does, purchasing typically needs to place an order for the item if it is not found on a storeroom shelf. 4

Supplier consolidation lowers costs and improves productivity

The trend in the facilities maintenance business is moving toward organizations trying to reduce the number of suppliers and lower the cost of procuring tools, safety equipment, lighting and other maintenance products used to keep their businesses running. What is actually required in these situations are lean supply channels that: 1) possess more of a thorough understanding of customer needs; and, 2) are able to provide needed goods at the appropriate place and time as determined by demand (pulled). This methodology would solve two problems the reduction of the costs (waste) associated with holding rarely used items in inventories, and allowing organizations to focus on their core competencies and production efforts, not spending time (waste) sourcing and procuring infrequently used MRO requirements.

For planned purchases, a typical company will use 5 to 10 suppliers from whom they purchase a few high-volume commodity items. For unplanned purchases, a typical company will have more than 20 suppliers to buy thousands of different products every year. Managing those relationships and adjusting to different suppliers take time and affect productivity. Managing as few relationships as possible for making unplanned purchases will minimize procurement complexity and its associated costs. In some cases, MRO suppliers even offer discount structures tied specifically to the indirect spend for buyers who use a consolidated approach for MRO purchases.

Consolidation to one source simplifies the process, saves valuable time, and reduces costs for product search and availability, resulting in increased productivity.

Consider a broad-line national MRO distributor.

Many broad-line national distributors maintain inventories of literally hundreds of thousands of MRO items. They use extensive networks of distribution centers and local branch offices to ensure prompt and reliable deliveries to their customers. To ensure their success, they have developed strong relationships with thousands of manufacturers of the items needed to maintain, repair, and operate all types of facilities. This integrated approach ultimately saves customers time and money. The scale advantages provided by broad product lines, extensive customer coverage and logistics network of branches/distribution centers position them as the perfect solution for unplanned occasion purchases. In addition, a few have electronic business (e-business) technology expertise that can provide customers with procurement integration solutions to handle and streamline the indirect product purchasing processes. Look for a distributor that offers a range of e-solutions that will grow with your future needs, whether youre integrating a sophisticated e-procurement system or streamlining your ordering process from electronic data interchange (EDI) and marketplace platforms, to online order management tools. These types of systems will provide some real, easy-to-take cost benefits, like less inventory, better cash flow and lower labor costs. If available, utilize the consulting services teams that are available at some of these distributors. They have significant experience with MRO procurement practices, and will be happy to share their insights with you. They use that knowledge to create a powerful set of diagnostic, analytical and reporting tools that can give customers a major advantage in identifying cost inefficiencies and correcting them. They are applied by experienced people who work closely with customers to ensure smooth transitions, and complete integration for maximum results. Choose a broad-line national distributor who is positioned to consistently supply the right product, to the right place, at the right time. Identify one whose integrated solutions will help improve efficiency, maximize productivity and reduce total cost - by helping to minimize your inventory investments, the time and effort required procuring them. As with any LEAN initiative, focusing on reducing waste in your MRO procurement practices will be beneficial and tangible for your organization.

Log on to www.grainger.com, or call or visit your local Grainger branch office, for more information about how a consolidated approach to MRO purchases can benefit your organization. Sources of Information 1. Sylvia Nasar The Concise Encyclopedia of Economics 1993, 2002 David R. Henderson - http://www.econlib.org/library/Enc/Productivity.html 2. IndustryWeek/Manufacturing Performance Institute Census of Manufacturers October 1, 2006 - http://www.industryweek.com 3. James Womack & Daniel Jones, Lean Thinking 1996 Simon & Schuster Principles of LEAN 1997-2006 by the Lean Enterprise Institute http://www.lean.org/WhatsLean/Principles.cfm 4. The Power of Planning the Unplanned - Solutions from Grainger W.W. Grainger 2006 The Center for Industrial Research and Service (CIRAS) 2005, Iowa State University of Science and Technology. http://www.ciras.iastate.edu/library/toc/distributionsupplychain.asp Wikipedia September 2006 2000, 2001, 2002 Free Software Foundation, Inc. http://en.wikipedia.org Optimizing MRO Inventory Management Bryan Ashenbaum CAPS Research -Critical Issues Report, August 2005 http://www.capsresearch.org/publications/pdfs-protected/cir082005.pdf