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Link to "2-8.1 Spend Analysis Process" Link to contents for "2 Postal Service Supplying Practices Process Step 2: Evaluate Sources"      Link to "2-8.3 Review Item Purchase History"

2-8.2 Define and Extract Data

Spend information from the internal business partner organization needs to be defined and gathered to begin the spend analysis process. Data collection can be a large effort, depending on the level of sophistication, usage, and degree of integration of the back-office systems.

Typical data elements required to understand the spend analysis include:

  • Purchasing organization.
  • Supplier name and Tax Identification Number (TIN).
  • Category name and code.
  • Commodity name and code.
  • Spend amount.
  • Quantity.
  • Number of purchase orders, deliveries, and invoices.
  • Contract number(s).
  • Purchase and invoice transaction types.

Typical sources of spend data include:

  • Relevant information systems (e.g., Finance, including accounts payable such as Enterprise Data Warehouse (EDW); and Asset Management, such as Material Distribution Inventory Management System (MDIMS)).
  • Purchase card management reports.
  • Manual systems (e.g., spreadsheets).
  • Invoices, purchase orders, and contracts.
  • Stakeholder interviews.
  • Supplier interviews.



Link to "2-8.1 Spend Analysis Process" Link to contents for "2 Postal Service Supplying Practices Process Step 2: Evaluate Sources"      Link to "2-8.3 Review Item Purchase History"

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