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Comprehensive Review of Procurement Organization: Enhancing Efficiency and Cost-Effectiveness

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20 diapositives · 346 Views · Aug 21, 2014

This document outlines a thorough internal audit of the procurement organization, focusing on objectives, risks, controls, and system improvements. The review, initiated in February 2008, aimed to transform procurement practices by aligning them with best practices in the sector, including strategic service procurement and automation of routine tasks. Key milestones include assessments, workshops, external advisory input, and the establishment of a new procurement governance structure to enhance efficiency and reduce costs. Recommendations for implementing changes are also discussed.

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  1. Internal Audit of Procurement Organisation ReviewTIMELINE • TOPIC GROUP 17th February 2009

  2. WHAT AUDIT WANT • To know • objectives • risks • controls • system

  3. How we get it • Published documents • Vision • Policy • Strategy • Procedures • Flow charts • Organisation

  4. TRANSFORMING THE PROCUREMENT VISION • FEBRUARY 2008 – paper to SMB • Proposed: Detailed review into the Council’s Procurement Organisation • By Head of Procurement in response to drivers

  5. BRIEF • 21 APRIL 2008 • Set out 4 stages and timescales • Roles and Responsibilities • Review Plan

  6. REVIEW BOARD • 19th May – NOT People cost reduction but to identify a structure and approach that will reduce costs by focus on procurement of strategic services and automating routine procurements. • 1st July, 14th August, 10th September, 21st October – reviewed progress

  7. ENVCSFACS • ENVIRONMENT 21 MAY • ACS 4 JUNE • CSF 9 JUNE Established processes within departments

  8. EXTERNAL ADVISOR • SBV Ltd • With Lead Officer, review Manager and Critical friend plus SPG managers • Peter Howarth 2 JULY Meeting • Method vision and drivers • LAA’s, SME’s,3rd sector, voluntary sector • VFM, Technology, process, Contract mgt and mobilisation

  9. EXTERNAL ADVISOR • World class procurement outcomes • Kraljik model of Supply Management • Category manager • Local economy • Leading Edge • Difficult procurements e.g. LEP • Savings Measurement

  10. Procurement Review Meeting • 16 July Ramada Hotel Hatfield • Ian Williams, Mark Housden, Paul Drake, Peter Howarth, Peter Maguire • Who is the customer of procurement activity? • Value, influences, best in class, solutions • Benefits realisation

  11. SBV Report • August 2008 • Transforming the procurement vision – draft report • Summary and Outcomes • Review of SMB presentation “Transforming the procurement vision”. • Confirmed approach, methodology and Objectives were reasonable and to make recommendations for improvement.

  12. VISITS/PHONE/E-MAIL • Buckinghamshire County Council • Computacenter • Essex County Council • Kent County Council • Hampshire County Council • Norfolk County Council • Oxfordshire County Council • Surrey County Council

  13. PROCUREMENT ORGANISATION REVIEW WORKSHOP 15th October 2008 • Examined procurement models • Decided next steps for the review

  14. Contract Managers Workshop9th December 2008 • Initial workshop • Creation of a virtual team • How to upskill the workforce

  15. RESOURCES BOARD REPORT 11th December 2008 • Paper taken to all service boards as part of consultation process prior to submission to SMB. • Recommended options for the future organisation of procurement.

  16. RESOURCES BOARD • 11th December 2008 - Lead Officer outlined paper on current and future procurement organisation. • TOR of Commissioning and Major Procurement Board • Board endorsed proposals set out in paper.

  17. Report to SMB 15th December 2008 • SMB AGREED • Commissioning and Major Procurement Board be formed • Contract management network be formed • Strategic core responsibilities as set out • Adopt a virtual teams approach

  18. REPORTED THROUGHOUT TO CORPORATE PROCUREMENT BOARD • 9th January 2008 ref paper to SMB • 9th April 2008 Strategic procurement group Vision • 31 July Procurement governance RAG • 22nd October Update on Review and workshop summary • 7th January 2009 Last meeting of old board outlined Major Procurement Board

  19. IMPLEMENTATION • OPTION 3 STRUCTURE • STRATEGIC CORE PLUS CATEGORY MANAGEMENT AND CO-ORDINATION ROLE • Meet departmental reps to agree structure • Identify skills gaps • Commissioning and Major procurement Board • Quantify benefits to HCC

  20. IMPLEMENTATION • Implement change in Focus • Form a contract managers Network • Implement SPG Core responsibilities • Implement Virtual teams • Services for Schools