Outsourcing 2
Outsourcing 2
handled by internal staff and resources.' So, outsourcing is not a synonym for procurement. It is concerned with the external provision of functional activity, and therefore outsourcing decisions are strategic in nature. They impact upon the nature and scope of the organisation. As such they are not taken at the operational level, but involve top management, and the consideration of a great variety of variables such as:
I
Do we have candidate functions for outsourcing? How do we select? How do we assess ourselves? Who are the potential providers? How do we assess them? What sort of relationship will we form? How will we manage it? How do we ensure efficiency?
To discuss the concept of outsourcing To highlight the basics of a best practice approach to outsourcing, including outsourcing methodologies To outline the pitfalls of outsourcing To outline the use of service level agreements (SLAs)
Outsourcing is, essentially, the contracting out of non-core activities. That is not to say that the activities are unimportant; for example the government has outsourced much of the computing activity required by various Civil 115
_.~ing
Service departments and agencies. A difficulty is. of course, that a decision has to be made as to what really is core activity, and what is not. Mention is made in Chapter 2 of the concept of the virtual organisation, whose core activity will be managing and orchestrating contractors. Prahalad and Hamel (1990) wrote that business development would depend on a corporation's ability to identify, to cultivate and to use its core competencies. These were prophetic words. Many organisations, large and small, in both manufacturing and service operations, have invested, and continue to invest, great effort in attempting to do just this. The fundamental questions of 'What business are we in?' and 'What business do we want to be in?' are at the root of corporate strategy. No commercial or public sector concern can undertake all the production of goods and services necessary to the business, and decisions of a strategic nature will need to be taken and adopted as a matter of policy for the concern in question. Decisions as to which classes of goods and services to outsource and, if partial outsourcing is to be pursued, what the proportions should be are core issues which in many respects actually define the business. Major issues of investment, location, planning and direction are, to a large extent, dependent on the make/do-or-buy decision. These strategic decisions will be informed by many considerations, amongst them: Financial constraints. If we cannot invest in everything connected with supplying the needs of our organisation then which factors do we invest in and which do we outsource? Which of our capabilities provide competitive source those which do not? Once, outsourcing meant handing over functions such as catering and security to third-party specialists, allowing businesses to concentrate better on their core competences. Many of the deals being announced these days come dangerously close to having an impact on companies' critical competencies handing over the entire IT function, for example, or passing responsibility for warehousing and distribution, or customer service. Companies should ask themselves: Will integration (vertical or horizontal) bring benefits to our organisation? are difficult to acquire externally? advantage? Should we out-
Should we develop our own capability? If 'downsizing' seems to be an option for us, which bits of our operation do we shed, and which do we retain? Are we in the right business? Are we making things when selling them is what we're really good at, or are there opportunities to become producers of the goods or services that we sell? Recently, some companies have been bringing back in-house activities that were formerly outsourced. For example, RMC, a cement company which had outsourced in the expectation of cost reduction} found that costs were going
Best pract
116
Outsourcing
up instead, and decided to improve its control by reverting back to in-house provision. Nor is the improved service that companies expect from outsourcing necessarily the service they receive in practice. Many companies report that rather than improving control, they are actually losing effective control. One common problem is outsourcing for the wrong reason. If the company is already efficient and effective then it is unlikely that the desired cost savings will be achieved. If the objective is cost savings, or improved service, or being better able to cope with flexible demand, then outsourcing offerings should be evaluated and monitored in that light. The reaction of many companies is lout source and forget' when instead it should be 'outsource and manage'. Within the contract a number of specific key performance indicators (KPls) should be made explicit, and the results should be both produced and reviewed in a timely manner.
F undertake
~at
the root
, to a large .c decisions
ected with
~Ould we outI
~ catering and te better on 1""e days come mpetencies 5pOnsibility for ies should ask It is often said that the secret of successful outsourcing is a solid relationship between the two parties. Original contract negotiations often failed to fully appreciate the links between pricing, the required service level measurements and the specified scope of the services provided. Both sides often fail to fully define the process. Most outsourcing service level agreements (SLAs) do not incentivise the correct behaviour from the outsourcer. 'Risk and reward' contracts, in which both parties to the deal share the risks and the rewards, have been found to achieve mutually acceptable levels of performance.
c organisation?
117
Chapter 4 Outsourcing
Conversely, they also help to increase expectations over time, with pressure to meet tough new business goals, stretch service performance and improve business growth. Plans are not complete without a termination clause and an exit strategy with clearly identified switching costs, allowing an efficient switch to an alternative supplier or in-sourcing with minimal disruption to the buyer's business.
Contractu. relationslJi
Outsource where others can do it better. OutSQUICeto focus on core business. Outsource to reduce cost base.
B Why outsource?
There are many considerations that might influence an organisation, such as: External supplier has better capability. External supplier has greater or more appropriate Freeing resources for other purposes. Reduction in operating costs. Infusion of cash by selling asset to provider. Reducing or spreading risk. Lack of internal resource. Desire to focus more tightly on core business. Economies of scale.
capacity.
Unfortunately, rarely is there a clear organisational focus for determining which activities are 'core cornpetences' or for determining strategic impact.
Activity well defined. Roles and responsibilities of allparties clear. Good relationship with supplier. High quality of supplier. Effective contract management/monitoring.
BAn app
An important part of managing outsourcing is the consideration of potential exit strategies. Indeed, as mentioned earlier, there are many instances where outsourced services have been taken back in-house - clear evidence that even if companies outsource they can eventually retain long-term control.
Buyers need to carry out better planning and post-contract management to prevent outsourcing ideals collapsing, according to outsourcing advisory firm, Orbys. In a report, 'Managing Outsourcing for maximum value', Orbys found that nearly a quarter of the UK's biggest firms have brought an outsourced function back in-house after failed expectations.
118
Chapter 4 Outsourcing
Important considerations
It is essential that both the client and the external provider under consideration have a clear and shared understanding not only of. the specification but also of goals and objectives, and that this understanding is translated into a workable strategic plan. Following the careful and rigorous procedures necessary for appointment of an external provider there will need to be a well-designed and mutually acceptable contract, and an open and continuous working relationship underpinned by senior management support from both organisations. Service level agreements may be entered into between a client and a supplier of services. They may be defined as an agreement between customer and service provider in which quantified elements of the service provision are determined. Most services are built up from a number of individual components, and a complete service level agreement will cover these in some detail. Examples are: Time of provision of each type of service. Points of service delivery. Nominated service provider. Responsiveness. Documentation. Emergency arrangements. Hotline support. Dispute procedures. Training and staff development. between the key stakeholders
Figure 4.1
Three main players involved
.Keyo
in SLAs
(Source:
Crocker
afler
Hiles,
1993)
120
Outsourcing consideration ion but also ~ into a work""'-' necessary _ll-designed I rorking rela~anisations.
I
stakeholders
Force majeure. Change control processes. Avoid undue 'lock-in' to: Particular technology Particular solution/service 121
Chapter 4 Outsourcing
outsourcing
Outsourcingmethodologies
Lonsdale and Cox (Mcivor, 2000) revealed that outsourcing decisions are rarely taken within a thoroughly strategic perspective, with many firms adopting short-term solutions for cost reductions. Elsewhere in this chapter, we support the statement with examples of research which demonstrate the same phenomenon. Many companies have no formal outsourcing process, and make shortterm decisions based on reduction of head count and costs, rather than managing the risks and securing added value and continuous improvement. In this section we highlight three frameworks or methodologies for effective outsourcing strategies, all of which are examining risks at each stage of the process in terms of a decision tree approach, allowing companies to consider the full implications of their actions. The first of these was introduced by Lonsdale and Cox (1998), and is shown in Figure 4.2. This very useful model allows companies to assess the risks of outsourcing in terms of non-core/core competencies and the criticality of the activity. Companies must have a clear understanding of what business they are in, how value is sustained and, therefore, what activities are non-core and low risk in terms of outsourcing. Figure 4.2 The outsourcing process
J}
Decision to outsource: internal assessment of external supply market
J}
Internal selection of appropriate types of external supplier relationship Supplier selection
J}
Supplier management
J}
Re-tender or return in-house
(Source: Lonsdale and Cox, 1998)
122
Outsourcing
methodologies
~r
term by
Moreover, it indicates the importance of assessing the supply market; it is imperative that we select suppliers/providers who have more specialist knowledge in order that they can provide superior levels of service and continuous
improvement. If the market is not surncrerrny "rna'rure", in that there are
many providers but there is a lack of a sufficient level of competence, then clearly it may not be appropriate to outsource at this stage. Supplier management in the form of effective contract management and performance monitoring with appropriate partnership/collaborative approaches is imperative if benefits of outsourcing are to be realised. Finally, the re-tender or return to in-house decision must be managed effectively since badly managed termination of provision can cause interruptions in service levels and an unprofessional reputation in the marketplace. A second outsourcing framework is provided by Mcivor (2000), again in the form of a decision tree involving four key stages.
123
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__
....
__
._------------
Chapter 4 Outsourcing
Again, elsewhere in this chapter we demonstrated the importance of relationship management in several research findings. If no suppliers are suitable, then again the risk is too high and therefore the decision should be to retain in-house capability. If companies follow such an approach then they will manage the risks associated with outsourcing more successfully. Finally, a third framework is provided by Galetto, Pignatelli and Varetto (2003). Again, there are several stages associated with: Core competency evaluation. Identification of process to be outsourced. Types of relationships. Prioritisation of activities to be outsourced ities, total cost and control).
External benchmarking. Supplier selection. Establishment of service level agreements and suitable involving future targets for continuous improvements. Management of the outsourcing process. relationships,
Essentially, this highlights the importance of ongoing contract management and regular reviews. Again, this was found to be most important to users in research findings presented elsewhere in this chapter. In summary, if companies adopt formal strategic thinking such as outlined in these frameworks then it is likely that the percentage of successful outsourced contracts reported would increase dramatically.
124
Outsourcing - pitfalls
Outsourcing - pitfalls
A study from PA Consulting found 58 per cent of clients carried out no due diligence on potential suppliers, 44 per cent admitted to underestimating the effort involved in managing tlieir supplier and lia1f of the lawyers believed that less than 10 per cent of their clients understood what partnership meant. A study by outsourcing adviser TPI said outsourcing a function saves on average 15 per cent. A company must retain a small team with the commercial and technical credibility to mange the contractual relationship and mange supplier performance over the life of the contract. Clients also have to specify what services they need. They need a format that sets out qualitative requirements combining outputs, measurable results, and key inputs. Often, specifications are a wish list of outputs that bears no relation to current performance. This may result in the contractor having to improve the service from a low starting point without adequate resources or time. If can also increase costs beyond the means of the client organisation. There is a need to specify (fit for purpose' service requirements just as with any other purchase. It is also often the case that clients do not know the true cost of current services as costs are hidden, delegated or not reported accurately. Only 21 per cent of suppliers in a survey (2006) felt that clients communicated their objectives well. With a figure this low, it is no wonder that their expectations are failing to be met. Forty-four per cent of clients surveyed underestimated the effort involved in managing a supplier. Both customer and providers fail to appreciate the complexity of the contract and the resources needed to manage a structured relationship effectively. Effectively this demonstrates a lack of meaningful engagement between suppliers and clients.
f and Varetto
tionships,
more than
~. 2008 and
to .._be achieved
...,.,d
IBM
Ongoing contract management is often either non-existent or far too simplistic. Success lies in a tailored deal that is flexible enough to meet changing business models over the life of the contract. Active management of performance, service and relationship, and measuring these against the market performance, are vital to ensure that mutually acceptable objectives are met.
125
Chapter 4 Outsourcing
" ~,
More often than not outsourcing contracts collapse because of a lack of communication between suppliers and buyers. Two out of three clients said they wished they had focused more on their supplier's ability to deliver on their promises. Many of the problems that arise during the course of a contract could have been readily resolved at the outset. This is why buyers and suppliers need to agree exactly what the supplier will deliver, the time frame for delivery and targets that need to be met. A key performance indicator of 20 per cent savings} for example} is not enough; buyers need to be explicit about the benefits they want to achieve, the risks involved and the scope of activities covered. The buyer needs to be aware of what level of service the end user expects and ensure this is part of the service procured from the suppliers. Outsourcing deals are more successful when the buying team works closely with the department being outsourced to agree equally beneficial KPls. This is crucial when outsourcing areas of the business that cannot always be measured in hard metncs, such as HR or training. Once the KPls are set, discussions between buyers and suppliers should continue through monthly reviews, with agreed delivery dates and escalation processes should anything go wrong. It is the supplier's responsibility not just to meet the terms of the contract, but also to prompt the buyer on measuring its success at meeting KPls. Taking a partnership approach can reap dividends in this respect. One strategy is to outsource work in stages. This way, a relationship is established and the supplier gains an understanding of the buyer organisation and its needs whilst the buyer learns how outsourcing works .
TUPE
Transfer of Undertakings (Protection of Employment) Regulations 1981 (TUPE) requires that where an undertaking is transferred from one employer to another} i.e. outsourced, the following} with the exception of pension rights, are taken over by the new employer: the contracts of employment; the rights and obligations arising from these contracts; the rights and obligations arising from the relationship feror and the employees working in that undertaking; any existing collective agreements.
Employees who are employed by the original employer at the time of transfer automatically become employees of the new employer, as if their contracts of employment were originally made with the new employer; service is counted as continuous from the date on which employment COlllmenced with the first employer. 126
All employees transferred must, under TUPE, retain all their current employment rights and conditions. The employees cannot be dismissed for a transfer-related reason without such dismissal being ruled by an industrial tribunal to be automatically unfair.
bue
It
the time of
~.
127
Chapter 4 Outsourcing
for the function. Quality issues were resolved by the quality department, manufacturing teams met regularly to discuss initiatives, and the accountants worked closely with their counterparts at suppliers where prices were concerned. So, with no more need for a procurement department the staff were redeployed and the department closed. Of course, this does not mean that the activities that many regard as being part of the role of procurement had all been rendered obsolete, but rather that they had been relocated to a more appropriate place in the organisation and its interface with suppliers. Direct supplier/customer linkages at the appropriate level and between appropriate managers had obviated the need for procurement in an intermediary role. So, there was not 'outsourcing' of procurement in this case, but some degree of internal re-sourcing. Many commentators report benefits of outsourcing procurement, such as: improved return on investments through improved use of resources; a focus on core competence; access to greater economies of scale. Others point to the negative effects, such as: conflict of interest; loss of control; outsourcing core activities by mistake.
"".ww
';GiiM~
Unless companies have a robust contract with their service providers which contains such provisions as prescriptive arrangements relating to the sharing of gains, commitment to realising and capturing real savings, agreed processes, and clear scope of work for the services to be provided,
they may find that many of the expected cost savings do not materialise and that the outsourcing is actually unsuccessful. Of paramount importance is the safeguarding of quality by ensuring satisfactory provisions for supplier selection and maintenance of quality standards whilst producing year on year total costs of ownership reduction.
128
:'department, E accountants res were con~e staff were ~ mean that prrement had
Summary
of best practice
II The
re? to a more
reasons companies outsource are varied and factors such as the removal of non-core activities from the company are cited. success factors for effective outsourcing are included. such as a welldefined activity, a good relationship with a good supplier, and an effective system for contract management and reporting. import-
Iiers. Direct
II Critical
IJ
Appropriate relationships with outsourced providers are of paramount ance, including the sharing of risk and reward, and mutual trust. level agreements (SLAs) were discussed tractual elements to be included. in addition
D Service
II Outsourcing
methodologies were reviewed in detail, emphasising the need to assess risk at each stage of the outsourcing decision-making process. pitfalls were included with best practice adoption advice.
o Outsourcing
III The
concept of the virtual organisation was discussed, itself was posited as a candidate for outsourcing.
whilst procurement
~'Vices
I
~ realising
its
, tnJCurement,
Strategic Outsourcing,
'Complacent 'Outsourcing
roriders which
Bradley,
A (2006c),
contract
Management, May. Burt, D N (1984), Proactive Procurement, Cha, A (2007), Cooper, Evans, Galetto, E (1996), 'Outsourcing procurement A (2007), 'To outsource 'The disappearing
Englewood
Cliffs, NJ: Prentice-Hall. out', Supply Management, May. for a structure July. May. Supply Management, guidelines & Hall. August. Tools
F F, Pignatelli,
A and Varetto,
=terialise
and
approach', Benchmarking: An International Journal, 10 (3). Hiles, A (1993), Service Level Agreements, London: Chapman Hunt, M (2004L 'Teaming Boston: with talent', Press. - the rise of the virtual Supply Management, A Business Lonsdale, C and Cox, J (2004), A (1998), Earlsgate 'Outsourcing Outsourcing:
Manage-
129