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Featured article from our library:
Devising a Logistics Budget
By Deborah Catalano Ruriani
A logistics budget that is off the mark
can cause problems, as well as lost profits. If you don't plan
properly, logistics costs can spiral, leading to an end-of-fiscal-year
disaster. Here are 10 tips for devising your logistics budget, from
Michael Bravo, senior director of finance, APL Logistics America.
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1. Watch the calendar. When it comes to budgeting, timing is
everything. A good rule of thumb is to begin budgeting approximately 10
months into your current fiscal year, and complete the final iteration
no later than two to three weeks into your next one. Start the cycle
too soon and you might not have enough year-to-date data for accurate
projections. Draw the process out too long and you risk interfering
with the following year's achievements.
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2. Align your logistics budget planning process to the overall
business, and establish clear expectations. Every budget-setting period
should start with a detailed assessment of how logistics fits into your
organization. Is logistics a core competency? Where does it fit into
your company's competitive strategy? Are you dealing with new and
different pressures on your supply chain, such as sourcing overseas?
Most importantly: How do these factors mesh with current levels of
logistics funding, and do you have to make any changes to restore the
balance?
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3. Use the power of the pen. It takes more than just numbers to create
a quality budget. Before planning begins, clearly communicate your
parameters in writing to everyone involved. Include information about
key dates, the tools that are in place to help, and the type of data
you're looking for. Be direct about the areas where you will require
additional information, such as narratives. The result will be less
miscommunication and better data integrity.
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4. Be up to date on your rates. Logistics budgets are often off the
mark. One common reason is a fundamental failure to anticipate correct
rate structures. Everything from worker's compensation to temporary
labor has a price, and it's your job to know those prices for the year
to come. Question everything -- from the going rate for your
distribution center's common area maintenance to current lease
agreements that allow landlords to pass along price increases. Don't
hesitate to use customs house brokers, freight forwarders, 3PLs, and
carriers that can educate you on industry pricing.
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5. Don't overlook one-time exposures. Inventory theft, occasional bad
client debt, and worker's compensation claims are part of the cost of
doing business. You can't predict when such events will hit, but you
can evaluate your insurance coverage at budget time to make sure these
contingencies don't turn into financial catastrophes. Set aside
adequate funds for any deductibles you'll have to pay out before the
insurance kicks in, as well as reserves for bad debt that you cannot
collect.
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6. When in doubt, optimize or benchmark. Heuristics --experience-based
rules of how events are likely to occur --usually plays a significant
role in supply chain budgeting. What if you don't have enough history
upon which to base your decision-making? Try using systems-based
optimization to identify and cost out the most workable solution. These
systems are costly and you need experts to run them, but the insight
and accuracy they provide are incomparable. You can also benchmark
against companies within your industry or companies that have a supply
chain process similar to yours. Then you can determine whether your
planned logistics expenditures are above, below, or in-line with the
industry norm.
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7. Don't be timid about requesting IT funds. Don't let high logistics
costs deter you from requesting funds for big-ticket improvements such
as state-of-the-art logistics IT systems. Trying to make do with
systems that are behind the times may look fiscally responsible, but is
actually counterproductive. You will spend more money manually working
around the systems than you will on funding improvements.
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8. Differentiate between budgeting and goal-setting. Striving to
improve efficiency and performance year-over-year can be good for your
bottom line. But don't confuse ambitious productivity goals with
bankable budget figures. No matter how much you hope to improve
operations in the year ahead, you risk having serious overruns if you
base too many budget calculations on the performance you're hoping to
see rather than the performance you're likely to get. Optimism fuels
improvement, but realism pays the bills.
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9. Document your budget assumptions. A budget is a financial plan, not
a crystal ball. Be clear about the assumptions you're using and candid
about the variables that could alter its relevance. Specify everything
from anticipated freight volumes to the service quality you're striving
for. Carefully identify geographic regions where new work will be done.
Spell out whether your workforce will be full-time, "temp," or a
combination. The documentation will stand you in good stead if you're
asked to explain why things didn't happen as planned. Just as
important, it will provide a litmus test for revisiting or revising
your budget.
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10. Manage expectations. After years of seeing logistics budgets fall
within the same range, your executives may experience sticker shock
when you present budget requests based on today's longer supply chains,
higher fuel prices, driver shortages, and congestion-related
challenges. Be sure to keep company leadership fully apprised of trends
impacting supply chain costs long before you present budget requests
for the upcoming year.
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