Sustainable Procurement Project

1. Sustainable Procurement Project Jimmy Brannigan Dr Neil Smith ESD Consulting Ltd University of Southampton

2. Sustainable Procurement Project • Structure • Brief background on the project • Hear from the University of Southampton on how they took the project forward • Summary of the key findings and progress

3. Sustainable Procurement Project • What is the challenge? • Public commitment to sustainability and sustainable procurement • Some staff engaged and enthused • Lots of guidance • Growing understanding of the need to be doing something!

4. Sustainable Procurement Project • What is the challenge? • Still a gap between the policy and practice • Lots of guidance – but not always helpful • Sustainable procurement perceived to be too difficult • People don’t always know where to start

5. Sustainable Procurement Project • Background • Three year project • Reducing negative environmental and social impacts through purchasing • Steering group, partners from Further Education and Higher Education • Worked with 16 colleges and universities • Action learning, networks and dialogue and hands on support

6. Sustainable Procurement Project • Year One Establishing baselines, gaining an understanding of the different challenges from colleges and universities, work up action plans for each institution • Year Two Running training, developing the tools and skills amongst the partners, action plan review, production of guidance documents • Year Three ‘Hands on Support’ work with the institutions to train staff, implement action plans, communicate to the institution

7. Sustainable procurement at University of Southampton Dr Neil Smith 1st April 2008

8. Aims • Background • Project approach • What went well & not so well • What have we achieved • Recommendations

9. Background We use more than 1 million sheets of A4/A3 copier/printer paper every week • 5,000 staff & 20,000 students • £110M non-manpower spend in 2005/6 • Devolved budgets • <£20k no Procurement involvement • No sustainable procurement policy

10. Project approach • Sponsors • Malcolm Ace, Director of Finance • Kevin Monaghan, Director of Estates • Project team: • Justin Candy, Head of Procurement (Executive) • Neil Smith, Environment Manager (Manager) • John Gordon, Senior Procurement Officer • Jon Beale, Business & Community Services Manager • Inez Scudder, ISS Manager • Candy Snelling, SU Environment & Ethics Officer • Prof Richard Lamming, Head of School of Management • Dr Ian Williams, School of Civil Engineering & Environment

11. Project approach Change in behaviour and attitudes of staff, students and suppliers • Commitment – senior managers • Support & guidance – staff, students & suppliers • Supplier selection – PQQ & tender evaluation • Measure – KPIs, Supplier audit • Work with others – SUPC, HEIs, Las etc • Communication – Inform to raise awareness

12. Main site & piazza spend on fresh produce, 2006/7 Total non-UK spend (30%) Total UK (not including local spend) (48%) Total local spend (22%) Total UK spend is 70% Local spend is 32% of UK spend What went well… • Senior management commitment • EAUC workshops • Specific items • Paper • Food (HELO) • Communication

13. What didn’t go so well… • Change to internal processes • Mis-match between supplier claims & practice • Market place not ready to respond

14. What have we achieved? • Opportunity to introduce sustainable procurement into University • Achieved Level 1 of flexible framework by April 2007 • More to do…

15. Recommendations • Get senior management support • Cross-functional team approach • Use EAUC support • Concentrate on specific items/products • Look at internal processes • Good luck!

16. Sustainable Procurement Project • Summary of progress • Procuring the Future • Partner progress • Key learning from the project

17. Procuring the Future

18. The Flexible Framework

19. Sustainable Procurement Project • People trained / capacity built • Level 1 achieved At the start of the project 8% At the end of the project 92%

20. Sustainable Procurement Project • Policy, strategy and communications • Level 1 achieved At the start of the project 25% At the end of the project 100%

21. Sustainable Procurement Project • Procurement process • Level 1 achieved At the start of the project 8% At the end of the project 92%

22. Sustainable Procurement Project • Supplier engagement • Level 1 achieved At the start of the project 8% At the end of the project 92%

23. Sustainable Procurement Project • Measurement and results • Level 1 achieved At the start of the project 8% At the end of the project 100%

24. Sustainable Procurement Project • Level 3 or above by April 2009 • People 67% • Policy / strategy 67% • Procurement process 67% • Supplier engagement 41% • Measurement & results 41%

25. Sustainable Procurement Project • Key learning from the project • It’s a journey • It’s ok not to have all the answers • It’s about building confidence • It’s about creating a space for people to explore, innovate and learn • What next?

26. Sustainable Procurement Project Jimmy Brannigan ESD Consulting Ltd jbrannigan@esdconsulting.co.uk