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Typically, corporations view the development of inter-organizational information systems, and the sharing of information as being targeted at increasing operational efficiency by reducing ordering costs, inventory costs and supply lead times. Many studies have focused on studying IOIS technology issues, and estimating the value generated from these arrangements using traditional models of inventory and ordering costs. However, we find that in a number of cases, the information shared can have cross-functional value - it can also be used to improve a supplier's production planning, and to alter their marketing and sales strategies. Paradoxically, however, suppliers who receive such information feel that not only are their benefits minimal, but they often end up worse off than before the IOIS was implemented. The second part of our study explains this paradox. We show how retailers and other buyers can successfully contract to end up with more value than is generated by the sharing of information. Using game-theoretic models of strategic interaction, we show that this effect intensifies as the competitive value of the information to the supplier's marketing and sales departments increases. Besides, as the value that could be generated by the sales and production divisions of the supplier increases, we demonstrate how the supplier loses more and more value. Furthermore, the buyer need not actually share the information to derive these rents; we indicate why the possibility of sharing is sufficient, even when the buyer cannot independently create value from that information. The practical contributions of this inter-disciplinary study are manifold. We provide a clear and lucid description of the different levels at which organizations share information. We also describe a fairly general modeling framework which lays the foundation for a deeper analysis of this increasingly important area. Our strategic results demonstrate that a single focus on the technological or operational aspects of IOIS can mislead managers significantly. The true costs and benefits of these relationships can only be judged by recognizing the cross-functional impact of the information flows on the operational architecture, the marketing strategies of the suppliers and buyers, and the nature of competition within the respective organizations' industries. |
We have studied several such arrangements. To illustrate some of the issues we believe are crucial to understanding their costs and benefits, consider the following real-life case:
XYZ Corporation (the
real name of the company has been withheld) started selling pharmaceutical
over-the-counter (OTC) products in 1978. They have a variety of such products
that they sell today. They rely heavily on electronic interfacing at various
levels with their buyers in order to drive efficient supply chain management.
XYZ was introduced to EDI in 1985. Their basic EDI process is fairly simple. Customers enter orders via EDI by sending UPC codes and order quantities to an electronic mailbox with a specific customer ID. Orders are retrieved four times a day, and after being screened for consistency, are translated and sent into XYZ's order processing system. Currently, there are over 160 customers who use EDI for ordering. 70% of their dollar volume of orders comes in electronically, and 50% of the total number of orders use this system. The benefits of the simple EDI system have been immense. Delivery times have been cut from an average of 21 days to an average of 5 days. Customer order problems, which used to take 24 hours to handle, are resolved in less than an hour. The EDI system is handled by customer service representatives, who, instead of entering line items manually, now have more time to focus on advertising, selling and forecasting. However, there are some concerns with this system. Customers like to use the same UPC each time they order, and do not keep up with changing product types and packaging sizes; hence, a fraction of the orders tend to be for products that are no longer in existence. It is difficult to handle specialized product features, and promotional products, due to the information gap between the customer and XYZ. XYZ has solved these problems and achieved further operating improvements using VMI (vendor managed inventory). For instance, one of their retailers allows them to hook the EDI system into the retailer's inventory system. This allows them to view POS data - XYZ controls the stock in the retailers stores. This eliminates the information gap discussed earlier. This information also has cross-functional value, as it allows XYZ to generate superior demand forecasts. It has increased the number of inventory turns by over 300%. Another of XYZ's retailers does not allow this form of VMI, but gives XYZ access to their POS information; this information is targeted at helping XYZ's marketing and sales divisions make better forecasts, and to give XYZ the option of replenishing stocks continuously. XYZ also manages a whole category of OTC pharmaceutical products for one of their retailers; this provides XYZ with valuable information about competing pharmaceutical companies' sales and promotion patterns. The benefits to XYZ should be immense; however, their managers do not feel that there is any tangible net value from these advanced systems. The efficiency of their logistics management and their marketing strategies have improved; however, these benefits seem to be outweighed by the fact that they operate on stringent and expensive supply schedules, and are saddled with a number of the ordering costs that the retailer used to bear. In short, as one despondent manager put it: 'The retailer seems to have extracted all the benefits of our partnership'. |
Existing work in the area of inter-organizational information sharing has covered a fairly wide range of topics. The earliest articles which indicated the shape these sharing relationships may take were by Cash and Konsynski (1985), and Clemons and McFarlan (1986). The impact of EDI on buyer-supplier relationships has been studied by Wang and Seidmann (1995) and Riggins and Mukhopadhyay (1994). Bensaou and Venkatraman (1995) study interorganizational relationships in the U.S. and Japan, and develop and test a model based on the fit between information processing capabilities and needs. Clark and Stoddard (1996) discuss the cross functional value of EDI and continuous replenishment arrangements in the grocery industry, and discover, among other things, that inventory reductions occur for both buyer and suppliers. Their study is based primarily on four cases, descriptions of which can be found in Clark, Croson, McKenney and Nolan (1994), Clark and McKenney (1994), Clark and McKenney (1995) and Schiano and Clark (1995). Whang (1993) examines whether a seller should share queue information with a customer. The ability to share information across organizations creates a move towards more transactions with fewer suppliers, and this is explained in part in Clemons, Reddi and Row (1993). The impact of IT on co-ordination and bargaining power is studied by Bakos and Brynjolfsson (1993) and Clemons and Row (1993). An interesting case study of IOIS can be found in Clemons and Row's 1988 study of the Economost system at McKesson Drug Company (this is a popular case in MBA courses for illustrating strategic information systems). In related work, Henderson (1990) studies the relationships between IS and line managers. One of his findings - that a critical determinant of partnership is mutual dependence on distinctive competencies and resources - is particularly relevant to the IOIS relationships we model. An interesting study of the impact of the potential incompleteness of contracts involving information assets is done by Brynjolfsson (1994).
2. THE LEVEL OF INFORMATION SHARING
The diversity of information content, and the numerous sharing options
makes it seemingly impossible to classify the nature or level of information
sharing. Our field studies have indicated that a number of different sharing
arrangements are possible. For example, some suppliers share inventory
position information of the products a certain supplier sells them.
This information may be transmitted daily, or weekly; the level of detail
also varies. There are suppliers who see the store-level day-to-day point-of-sales
(POS) information; there is a great deal of variety here as well -
some see only product UPC's and quantities, while others have access to
temporal sales distribution and customer profiles. Other buyers transmit
order quantity, payment and cost information using EDI - this is a situation
where the volume of information exchanged may be great, but its impact
on the operations of the firms are relatively low.
If one examines information from another perspective, the problem simplifies a great deal. We treat the level of information shared not based on what its exact content or volume is, but rather, based on the impact it has on the operations, sales, marketing and production strategies of the parties that contract to share the information. Using this view, one can classify IOIS arrangements into four categories, based on the level of impact the shared information has on the buyer and supplier (Figure 1).
The first level involves increased cost-and-time-effective exchange of transaction-level information (like order quantities and prices) through EDI. The second level involves sharing select operational information (such as inventory levels) in order to exploit superior expertise across organizational boundaries, and improve operating efficiency. At the third level, the information shared has strategic value to the party that receives the information. Finally, at the highest level, the information adds both strategic and competitive value to the party that receives it.
2.1 Exchanging order information
Many IOIS arrangements do not involve sharing firm-specific operations
information; they merely improve logistics processes through efficiency
gains from EDI. We treat this case - where the companies exchange ordering
information - as our base case. (Figure 2)
This is one of the oldest and most widely prevalent forms of IOIS, and is aimed at reducing transactions costs and the duration of order cycles.
At this level, both parties gain from reduced order cycle times (which reduce inventory levels). The value gained is not joint; each party improves efficiency independently, and hence there are no value sharing issues. There is the issue, however, of information technology costs. One party may find it cost-effective to invest in an EDI system that enables these improvements; the other may not. However, both need to invest in the system in order to transact electronically. Prior studies have analyzed this situation (see, for instance, Wang and Seidmann, 1995) - subsidies are a common solution to this problem
2.2 Sharing operations information
Information is often shared to leverage on the superior expertise,
or operational economies-of-scale of one organization. This occurs when
one firm owns valuable information, while the other firm possesses the
ability to use this information. An example of this is vendor managed inventory
(Figure 3).
For instance, a buyer shares aggregate inventory position information with its suppliers; this enables suppliers to manage the inventory of their own products at the buyer's site. Suppliers are better equipped to perform these duties, for the following reasons:
Efficiency gains are not restricted to inventory cost reductions. In our case in §1, when product specifications, packaging specifications or packaging quantities changed, an order sent with an outdated UPC would generate rework. When new products were introduced, there was a similar problem. Moving to VMI eliminated these difficulties. However, the buyer's costs of ordering and order fulfillment are now borne by the supplier..
What does the supplier gain ? Their internal operating efficiency gains are minimal at best. However, one benefit that may not be immediately tangible (if it exists) is that the supplier's relative bargaining position for its transactions with the buyer may improve. Since it is has superior knowledge of how well or badly its product is doing on a regular basis, the information asymmetry it faces reduces; it may therefore be able to bargain for price schedules that are more favorable.
It is likely that the contracts underlying these sharing agreements will include value sharing agreement between the buyer and the supplier. Alternately, there could be a penalty for non-VMI suppliers. This penalty could range from a complete shut-out ('we do business only with suppliers who manage their own inventories in our stores' - implies a strong bargaining position on the buyer side, despite the apparent gain in power by the supplier as described in the previous paragraph) to some kind of price advantage that the buyer passes on to the supplier. Our discussion in §3 provides insight into some these issues.
2.3 Sharing strategic marketing
information
It is becoming common for organizations to share brand-specific information
which provides strategic benefits to one of the organizations, and also
leverages on their superior expertise. This occurs when one organization
owns information that it can derive little independent value from, but
which another can use to generate operational benefits for the company
it receives the information from, besides garnering strategic value for
its own sales and marketing departments. For instance, a retailer possesses
POS (point-of-sales) information on all the products it sells. This information
is not of much value in isolation; however, a supplier can make superior
demand forecasts by analyzing detailed transaction level information from
many retailers. This form of information sharing is used in the efficient
customer response, continuous replenishment and quick response systems
models (Figure 4), common in the grocery and fashion retailing industry.
).
The model has been discussed for many years now - supply chain management has always striven to move towards a system where consumer purchases 'pull' goods through the chain, rather than suppliers 'pushing' them. Its scope has been widening over the last couple of years, extending to industries as diverse as brewing and forestry. For instance, after capacity gains of 5% at no extra cost from an EDI system, Bass Brewers has recently started experimenting with a VMI system.
Since inventory positions can easily be derived from POS information, the operational information that was the topic of §2.2 is also being shared. Hence, all the benefits that accompany VMI-type situations still exist. However, this information is of a much higher level of detail than inventory aggregates. - it can be used by the supplier's sales and product development groups for improved demand forecasting, promotion scheduling and segment-specific forecasts. According to the director of worldwide sales forecasting at Eastman Kodak, such region specific and tactical demand forecasts are increasingly becoming a major role of sales (Chase, 1996). Reduced demand uncertainty also improve the internal inventory management of the supplier.
The benefits described above may indicate that the buyer can induce suppliers unwilling to enter into information sharing agreements described in §2.2 by offering them access to information that is of strategic value. However, when this information is available to the supplier, the relative bargaining power of the buyer is reduced further . For instance, in the POS example above, the supplier now knows not only gross product movement figures, but also the details of what prices the buyer charges consumers, any local demand patterns and the schedule of promotions - this puts the buyer at a significant disadvantage when negotiating supply terms.
2.4 Sharing strategic and competitive
marketing and sales information
At the highest level of information sharing, it is possible for a buyer
to allow a supplier to access broad market information that provides the
supplier with strategic and competitive benefits. This occurs when one
organization possesses information that it can derive little independent
value from, but from which another can derive internal strategic production
benefits, as well as competitive sales and marketing benefits. The competitive
benefits are with respect to intra-industry rivals - this information does
not give the supplier additional competitive advantage over the buyer,
but over other suppliers in its own industry. Category management is an
example of this situation (Figure 5).
The retailer endows one of the suppliers with inventory management responsibility over all the products supplied for that category, and provides them with the relevant POS information. This gives that supplier strategic benefits (from improved demand forecasts), competitive benefits (from sales and demand information about competitor's products), and will enable superior inventory management. It also reduces the buyer's operating costs tremendously - not only are all order management costs eliminated, but the buyer deals with only one supplier per category, and hence has a significant reduction in information technology costs.
On the face of it, the supplier also gains tremendously when provided access to this information. Not only are all the benefits of §2.3 present, but the supplier can track the sales of competing products in the category, and use this information to improve the sales strategy of their own product. Since there may be a time lag between the category manager generating an order, and a competing supplier receiving it, inventory costs of competing products will tend to be higher, and hence the category manager gains a cost advantage as well. The tradeoff appears to be increased transaction costs for the supplier, who manages, orders and monitors product movements of a whole category of products.
In this section, we have discussed the sources of value creation when two companies share information at different levels. In §3, we examine how this value will be shared by the two firms.
3. Competitive analysis of value
sharing: Why the 'buyer takes all'
We model a market with one buyer (B) and two competing suppliers (S1
and S2). Each supplier k manufactures one product, called
product k. We examine three situations - no information sharing,
VMI with POS data transfer (continuous replenishment), and category management.
3.1 General Framework for Analyzing
Value Sharing
As discussed in detail in §2, the value from information sharing
is generated by the following factors:
There are also the following transfers made, depending on the nature of the information exchanged:
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3.2 Inducing one supplier to be
a category manager
We first examine the case in which the buyer wishes to make one of
their suppliers a category manager. The value that is generated
from this arrangement is s+i+c. In the absence of competition, one
would expect them to share this value equally (that is the predicted Nash
bargaining outcome; see Mas-Colell, Whinston and Green, Chapter 22). It
is achieved through a payment of p = b+ 0.5(s+c-i) from the supplier
to the buyer.
However, the buyer has two competing suppliers, and can potentially get more value from the supplier through creative contracting. Let the payment from the chosen supplier to B be denoted pC1. The following result follows:
Proposition 1: The transfer payment pC1 is strictly less than the sum of the gain in bargaining power, potential gain in strategic value and twice the potential gain in competitive value, i.e., pC1 <b+s+2c
(All analytical proofs and extensive forms of the subsequent contracting games are in a technical appendix, available from the authors)
Proposition 1 follows from the fact that any payment which is greater than or equal to b+s+2c will leave the supplier with a residual value less than -c. The supplier can do better by not contracting; hence, a contract not satisfying this condition will definitely be rejected.
Interestingly, however, the buyer can negotiate a payment very close to this bound. Consider the following sequence of events:
Proposition 2: If pC1 <b+s+ 2c, and pC2
>b+s+c, then there are two equivalent rational outcomes of the contracting
game described:
1. B offers S1 category management at pC1
and S1 accepts the offer
2. B offers S2 category management at pC1
and S2 accepts the offer.
(By rational outcomes, we mean subgame-perfect Nash equilibria (SPNE); the reader is referred to any text on game theory -- for instance, Fudenberg and Tirole, 1991, ch.3.5 -- for a discussion of this equilibrium concept).
Intuitively, the result follows from the fact that if the value of the payment pC1 satisfies the first inequality, the first supplier (say, Sk) has to accept the terms of the contract (payment of pC1); not accepting them will make that supplier worse off (when the other supplier Sj accepts subsequently). The second inequality ensures that the threat of the buyer to offer the second supplier the contract at pC2 is credible
This result shows that the buyer can not only extract all the value created from the supplier, but also an additional amount almost equal to the competitive value generated for a supplier from gaining access to the information. In a sense, the supplier gets all the inventory savings, all the strategic value generated by S1, loses no bargaining power, and extracts the competitive value of the information from both the suppliers!!
We state a simple follow-up proposition; it follows from Propositions 1 and 2.
Proposition 3: It is possible for the buyer to get any total value that is strictly less than, but very close to, s+2c+i. However, the buyer can never get a total value greater than (s+2c+i).
This proposition indicates the maximum value a buyer can get from a category management arrangement; as mentioned earlier, this is more than the actual value created (which is s+c+i) from the information sharing arrangement.
3.3 Inducing both suppliers to manage
their inventory
We now model to a situation where the buyer wants both suppliers to
manage their own inventories. At first glance, the nature of the desired
outcome (that both suppliers independently contract with the buyer) leads
one to believe that there will be genuine value sharing in this
case, and the buyer will not end up extracting everything from the suppliers.
However, this is not the case in practice, and the next result shows why.
Consider the following sequence of offers. All payments are from supplier to buyer.
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Proposition 4: If the following conditions are satisfied:
A result similar to Proposition 3 is now stated.
Proposition 5: It is possible for the buyer to get any total value that is strictly less than, but very close to, 2qs+2c+2i by inducing both suppliers to adopt VMI. However, the buyer can never get a total value greater than (2qs+2c+2i).
Again, we note the phenomenon of the buyer gaining more than the value created (2qs+2i) from the sharing arrangement. Now, Propositions 3 and 5 have indicated how high the value extraction of the buyer can go in each of the two situations. Any rational buyer faced with these choices goes for the better option:
Proposition 6: If q > 0.5(1 - i/s), then the buyer prefers VMI; if q < 0.5(1 - i/s), the buyer prefers category management; if q = 0.5(1 - i/s), the buyer is indifferent.
Since we know the maximum feasible payoff to the buyer in each game (from Propositions 3 and 5), comparing these figures yields the result. The first implication is that ceterus paribus, as the level of competition in the supplier market increases, the buyer is more likely to prefer category management. Also, as the level of strategic value that the supplier can generate increases, category management becomes more likely. Finally, as the level of inventory savings for the buyer increases, VMI becomes more likely.
Note that the magnitude of competitive rent c is not a part of the decision; this is because the buyer can extract this in either case. However, it is a crucial determinant of whether a buyer will want an IOIS at all - as c increases, the benefits to the buyer increase.
The modeling framework in §3.1 allows for a much deeper analysis of other situations as well (imbalance in size, asymmetric information) that are unfortunately beyond the scope of this paper. We defer the description of this analysis to a forthcoming, more detailed research paper.
4. Summary and Insights
Corporations have long been aware of how information systems can allow
them to operate across organizational boundaries; however, there has not
been much research into the competitive implications of these IOIS arrangements.
There has also been significant concern on the part of suppliers who see
no tangible benefits accruing to them from different information sharing
arrangements. Our study offers the following insights into these long-standing
concerns.
References