Content• Introduction• Casestudies• Announcements• Training• Toptipsandquickwins• Contacts

Procurement NewsletterAutumn 2010

WelcometotheAutumneditionoftheAoCProcurementNewsletterwhichprovidesyouwithaninsightintotheexcellentprocurementworkthat’stakingplaceinourCollegesacrossEnglandandWales.

FollowingtheSpendingReviewannouncementsinOctoberit’snowevenclearerthatwehavetomakeourmoneygofurtherandgetmoreforlessacrossthefurthereducationsector.WebelievethatonewaytocombattheseissuesistoprocuremoreeffectivelyacrossyourCollegesandgetbestvaluewheneverpossible.

Thisnewsletterisdesignedtodirectyoutogoodpracticecasestudiesandexamplesofhowyoucansavemoneytouseonfrontlineservicedelivery.Wehopeyou’reabletousesomeoftheinformationwehaveprovidedtomakearealdifferenceinyourCollege.Ifyouwouldliketodiscussprocurementinmoredetailpleasedon’thesitatetoemailusatprocurement_team@aoc.co.ukorcontactournewhelpdesknumberon08081781669.

Introduction

We can help your College save moneyTheAoCProcurementDevelopmentTeamoffersmanyservicestoColleges,includinghelpingyoutoachievesavingsandefficienciesthroughbetterprocurementandprocessimprovement.Herearesomeofthewaysourteamcanhelpyousave:

• Support to maximise the effectiveness of the College procurement functionAssistingwithauditandreviewofcurrentactivityandpreparationofprocurementpolicy,strategyandactionplans,plusspendanalysisreports.ThirtyCollegeswhohaveimplement-edreportrecommendationshavesaved£2.5millionbetweenthem.

• Free training programme TrainingdesignedtoequipCollegestaffwiththeskillsandknowledgetodeliverefficientandcompliantprocurement.AwiderangeoftopicsareonofferincludingcontractlawandEUregulations.

• Signposting value for money deals Byworkingwith,andbenchmarkingconsortiasuchasCrescentPurchasingConsortiumand

Here’s what people are saying about us:

“The AoC Procurement Development Team has laid down the foundations for effective procurement across the sector. They provide support and guidance which has helped those directly involved in procurement to share knowledge and resources. This has allowed the sector to develop and establish a robust and skilled procurement capacity, which has delivered real savings and efficiencies, and by doing so is now a valued and recognised function of the College”. Angie Pilgrim, West Nottinghamshire College, Procurement Manager.

“Blackpool and The Fylde College has worked extensively with the AoC Procurement Development Team on various initiatives which include leading collaborative procurements, developing best practice and increasing efficiencies. They are a valuable sector resource that help maximise best value from our procurement activities”.Pat Condon, Procurement and Legal Services Manager, Blackpool and The Fylde College.

BuyingSolutionstheteamcansuggestsuppli-erswhocanoffersavingstoyourCollege.SavingsrealisedbyCollegesfromadoptingrecommendationsfollowingbenchmarkingamounttoover£900,000.Theaveragesavingsidentifiedfromthebenchmarkingprogrammeareover19%.

• Assistance with tenders WewilladviseyourCollegewhencarryingoutcomplextenderstohelpreducethelikelihoodoflegalchallengesandobtainvalueformoney.

• Collaboration Theteamencourageandsupportregionalpro-curementcollaborationsinordertorealisethebenefitsofeconomiesofscaleandprocesscostreduction.

• Where to find information Visitwww.felp.ac.uk;fordetailedguidanceandadviceonprocurementorgotowww.aoc.co.uk.

Case studiesManchester College turns up the heat on exam boards

Reduce your printer costs and help the environment

OverthelastfewmonthstheAocProcurementDevelopmentTeamhasteamedupwithDrTimStricklandfromFESussexindeliveringanumberofworkshopsaimedathelpingCollegesmakesavingswithexamboards.It’scleartoseethatCollegesupanddownthecountryarestartingtotakethisissueseriouslyanddeveloptheirownstrategyforapproachingexamboardsaboutpotentialsavings.

WerecentlycaughtupwithAndrewHarrison,VicePrincipalatManchesterCollege,who’sCollegehasbeenbusypreparingitselfforsuchanapproach,heexplains,“Weanalysedourexamexpenditurefromthestartofthecalendaryearandrealisedthatwehadspentapproximately£3mwithourfivelargestexaminingbodies...for full article visit our website

AgoodenergymanagementpolicyinyourCollegecanreallyhelpreducecostsandyourimpactontheenvironment.ThinkingaboutyourCollege’sapproachtoenergycaneasilybebypassedbutsomeCollegesarestartingtodevelopstrategicapproachestoenergyandunderstandingthebenefitsthiscanbring.

WestNottinghamshireCollegehasbeenlookingatenergyuseacrossitscampusestotryandreducewastage,includingturningoffmonitorsleftonovernight.Asimplestartbutit’sgottheballrolling.TheyhavenowlaunchedsustainabilityandenvironmentalpagesontheCollegeintranetwhichhelptoinformcolleaguesandstudentsofthelatestinitiatives,plusanonlineenergysurveyhasgivenpeoplethechancetogivetheirviewsandopinions...for full article visit our website.

Over voltage creates cost and carbon challenge

Case studiesMostCollegesintheUKarepayingtoomuchfortheirenergybillsbecauseofovervoltageontheelectricitygrid.There’sasolutionavailabletocombatthisproblemcalledVoltagePowerOptimisation(VPO)technology,whichsimultaneouslyhelpstoreduceyourenergybillsandcarbonfootprint.

Sofar,over30differentfurthereducationinstitutionshaveinstalledVPOtechnology,savinganaverageofjustundertenpercentontheirannualelectricitybills.Followinginstallationofthistechnologyyouusuallyseeareturnoninvestmentfrombetweenonetofiveyears...for full article visit our website

TheFederationofGloucestershireCollegeshasbeenbusyworkingonahighlysuccessfulwastecollaborationprojectwhichhasproducedanimpressiveannualsavingofover£75,000.WecaughtupwithKarenHulatt,FinanceOfficeManageratGloucestershireCollege,whoheadedupthecollaboration.

“Ourgrouphasbeenlookingatdoingatenderforwastedisposalservicesduetovariousreasons,includingimminentcontractrenewaldatesanddissatisfactionwithcurrentsuppliers.Itmadesensetoapproachthisfromaregionalperspectiveastherecurrentlyisn’taframeworkavailableonanyconsortia.”DuringtheinitialstagesofthecollaborationitbecameclearthatthedifferentrequirementsforeachCollegewouldmakeitmorecomplexthanfirstthought,soitwasimportanttobeclearaboutwhatwasneededfromtheoutset,Karenexplains...for full article visit our website.

Gloucestershire Colleges ‘waste’ no time in collaborating

Shared Services

The Pocket Guide to Shared Services

Little Book of Big Savings

AnnouncementsTheAoCProcurementDevelopmentTeamhasbeenraisingawarenessofsharedservicesacrossthefurthereducationsector,andhighlightingthebenefitsthatthesecanbring.TheGovernmentiskeentoseethebenefitsofsharedservicesrealisedwithinCollegesandhasallocatedfundingtosupportthisobjective.Twentyonegroupsinvolving102Collegesaretoreceiveashareofa£2millionEfficiencyandInnovationFund.ThisfundwasestablishedtosupportCollegestotestsharedservicemodelsandcollaborativeworking,withthemainaimsbeingto:

• identifywaysofimprovingservicedeliveryofbothbackofficeandfrontlineservices

• determinewhereefficiencysavingscanbemade

• providesolutionstotheproblemsandbarriersthatcollaboratinggroupsoftenencounter

Theprojectsaresettobeginnowandwillbedevelopedoverthecomingmonths.ThereareCollegesfromacrossEnglandinvolvedandtheprojectsfocusonawidevarietyofactivities.ThecommonthemefromthebidsistherecognitionthatcollaborationandsharingcanmakeasignificantimpactonCollegeefficiencyintheseuncertaineconomicconditions.

TheAoCwillassisttheprojectgroupsandthosewhowishtofollowtheirexample,bycapturinglessonslearnedandassistingwiththedisseminationofthegoodpracticethatisdeveloped.

Wehaverecentlypublished‘ThePocketGuidetoSharedServices’whichincludestentipsonhowtosuccessfullyinitiateinnovativesharedservicesolutionsinyourCollege,withtheultimategoalofsavingmoneyforyourCollegetoreinvestonfrontlineservices.

Thetentipsprovideinformationaboutthedifferentstagesinvolvedincluding,partnership

building,rationalisingyourinternalprocesses,understandingwhattoshare,trainingyourstaffandbeinginnovative.

Ifyou’dlikeacopyoftheguideemailprocurement_team@aoc.co.uk,orformoreinformationvisitoursharedserviceswebpage.

Werecentlypublished‘TheLittleBookofBigSavings’whichprovidestentoptips(plustwobonustips)tohelpyourCollegemakesavings.Thetoptipscoverarangeofsubjectsincludingreducingtelephonycharges,MFDandprintercosts,fooddeals,energysavingsandmuchmore.

Ifyou’venotreceivedacopypleaseemailprocurement_team@aoc.co.ukandwewillsendoneout.

AoC Annual Conference and Exhibition – 16 - 18 November 2010

Buy together and save money

Ourteamwillhaveastandoverallthreedays,sopleasetaketheopportunitytocomeandaskusquestionsrelatingtoexamfees,sharedservices,spendanalysis,collaboration,tendersoranyotherprocurementrelatedquestionsthatyoumayneedanswering.

We’realsorunningaworkshopcalledDeliveringefficiencysavingsandserviceimprovementsthroughinnovativesharedservicesolutionswhichdrawsfromextensiveresearchand

practitionerknow-how.Delegateswillbeabletofast-tracktheirknowledgeonhowbesttosuccessfullyinitiate'sharedservicesolutions'betweenCollegesandotherpartnerorganisations.ThesessionwillincludeaselfdiagnostictoolspecificallydesignedtohelpbuildyourCollege’sin-housecapacitytoshareservices.

Forspecificeventinformationpleasevisitwww.aocannualconference.co.uk.

Ifyou’relookingtomakegreatersavings,whynotpoolyourpurchasingpowerbyusingBuyingSolutions’AggregationPortal?Aggregationisakeyenablerofgreatersavings,andthenewaggregationportalprovidespublicsectororganisationswiththeopportunitytojoinupwithotherslookingtoprocuresimilargoodsandservices,facilitatinggreatersavingsforallthrougheconomiesofscale.Thewholepublicsectorisbeingaskedtodomorewithless,andaspartoftheGovernment’sEfficiencyandReformGroup,BuyingSolutions

isabletoofferexpertise,experienceandpracticalhelptodelivergreatersavingsforyourorganisation.Ifyou’relookingtoprocureaproductorservice,whynotconsiderpoolingdemandwithotherorganisations?VisittheBuyingSolutionsportalwhereyoucanstateyourrequirement,andamemberoftheaggregationteamwillbeintouch.Formoreinformation,pleasecontactthecustomerservicedeskon03454102222orinfo@buyingsolutions.gsi.gov.uk

Announcements

Save with Buying Solutions’ eAuctions calendarFollowingonfromrecentaggregatedeAuctionsuccesseswhichhavedeliveredupto42%savings,BuyingSolutionshaspublishedacalendarofeAuctionsuptoMarch2011.TherecenteAuctionshavedeliveredaveragesavingsof25%againstpre-auctionprices.Successesincludeanimpressive42%savingforagroupofMerseysideCouncilsonofficesupplies-equivalenttoover£3.5million,anda36%savingforsixcentralGovernmentdepartmentswhoaggregatedtheirrequirementsforGovernmentCarbonOffsettingFacility(GCOF).

TheeAuctionprogrammecanhelptodeliversavingsforyourCollegebygettingsupplierstobidonlineforyourbusiness,drivingcostsdowninamatterofhours.What’smore,bybringingyourspendtogetherwithotherpublicsector

organisationsBuyingSolutionscanhelpyourealisefurtherbenefitsofeconomiesofscale.BuyingSolutions’experiencedcategoryteamswillworkcloselywithyouandthesuppliersthroughouttheprocesstoensurethatyourrequirementsdeliverbestvalueformoneyandmakefulluseofexistingframeworkagreements.PleaseviewthefullcalendaruptoMarch2011tofindoutwhateAuctionsarecomingup.Ifyou’reinterestedinjoininganeAuctionpleasecompletetheExpressionofInterestform.Formoreinformation,pleasecontactthecustomerservicedeskon03454102222orinfo@buyingsolutions.gsi.gov.uk.

AnnouncementsUser friendly guidance for procurement

New look procurement guidance website – we need your input

Ifyou’reresponsibleforprocurementinyourCollegethenyouneedtoknowaboutthekeyprocesses,whytheyareimportantandhowtocarrythemout.Procurementisnotjustaboutbuying-it’sacompletecyclethatstartswithidentifyinganeed,throughtothedisposalofgoods,thecompletionofaserviceortheendofacontract.

Wehavedevelopedatoolkitcalled‘AnIntroductiontoProcurementinFEColleges2010’tohelpyouwiththedifferentstagesinvolvedinprocurement.Thetoolkitincludesawealth

ofinformation,andhasanumberof‘howtoguides’whichgivein-depthinformationonspecifictopicsincludingEuropeanprocurementlaw,contractmanagement,procurementstrategy,aswellasprovidinganexamplecontracttemplateandmanyothertopics.

Youcanaccessthetoolkitathttp://www.felp.ac.uk/ch333/introductiontoprocurement2010.html.Ifyouhaveanyquestionsregardingthetoolkitpleaseemailtheteamatprocurement_team@aoc.co.uk.

I’msuremanyofyouwillhavevisitedourwebsitecalledFELP(www.felp.ac.uk)whichhostsavastlibraryofprocurementguidance,casestudies,‘howtoguides’,Governmentguidance,discussionforums,andmuchmore.Well,overthelastfewmonthswe’vebeenworkinghardtoimprovethesiteandmakeitmoreuserfriendlywiththemostup-to-dateinformation.

We’reexcitedtoannouncethatthenewlookwebsitewillbereadyinthenewyear,butbeforetheofficiallaunchwe’dliketoknowwhatyouthinkofit.InFebruarywe’llberunningtestersessionswhereyou’llgetthechancetonavigatethesiteandfeedbackaboutwhatyoulikeandwhatyoudon’t.Ifyou’dliketotakepartpleaseemailprocurement_team@aoc.co.uk.

Training and procurement efficiency forums

How to Promote Procurement in your College (Remote Training)

Exam Fees workshop, 10 December at Walsall College

Contract Management

Contract Law Introduction

Thesesessionareaimedatstaffthatarenewtoprocurementintheircollegeorarealreadyinaprocurementroleandwanttounderstandtheimportanceofprocurementtoyourcollegeandpromotethebenefitsofgoodprocurementpractice.Thisisaremotetrainingsessionandthenextdateforthissessionis:

• 15thNovember• 19thNovember• 26thNovember

DuetogrowinginterestandafterthesuccessoftheprevioussessionsinManchester&London,theAoCFEProcurementTeamareholdinganadditionalworkshopwhichwillcovertheprocurementofawardingbodyservicestoensurebestvalueforyourCollege.Thesession,ledbyDr.TimStrickland,willofferpracticalguidancebasedonhisexperiencewithFESussexwherehehasimplementedanumberofstrategiesresultinginsignificantbenefitsformemberColleges.

Theeventwillbeheldat9.30amonthe10thDecemberatWalsallCollege,WisemoreCampus.Itwillfinishat1pmwithlunchtofollow.

Thistrainingprovidespracticalsupportinextractingvalueformoneyfromthesupplychain.Itemsunderdiscussionincludeachievingsuccessfulcontracthandover,managementthatdeliverssupplierperformance,deliveringaddedvaluethroughthelifeofacontractandmanagingriskandcontractchanges.Thedatesforthistrainingare:

• 23Nov2010atWiltshireCollegeLackham• 29Nov2010atCentrePointLondon• 01Dec2010atStratforduponAvonCollege

Thistrainingisdesignedtocreateabetterunderstandingofcontractlawincludingareviewofsomeoftheimportantcontractterms.Itisaimedatthosewithnopriorknowledgeofcontractlaw.Thedatesforthistrainingare:

• 25Nov2010atNewCollegeNottingham

• 03Dec2010atCentrePointLondon

Theprocurementteamisofferingarangeoftrainingonvarioustopics,thisincludes:

Training and procurement efficiency forums

Ifyouwouldliketoattendanyofthetraininginthisbriefingpleasee-mailyour:name,jobtitle,collegenameandcontactnumbertoprocurement_team@aoc.co.uk

Placesontheseworkshopsarelimitedsopleasebookearlytoavoiddisappointment.

Forpresentationslidesfromprevioustrainingsessionspleasefollowthislink:http://www.aoc.co.uk/en/aoc-procurement-team/procurement-resources-and-training.cfm

Visitourprocurementresourcesandtrainingpageforinformationandprsentationfromprevioussessions

Contract Law Advanced

North Western Purchasing Consortium (NWUPC) Ltd Training funded by the AoC Procurement Team

How to reserve a place

Thistrainingisintendedtogobeyondthebasicessentialsofacontractandlookmorecloselyatsomeofthepitfallsintermsofcontractformationandcontractterms.Itwillalsocoverlegalupdatesinareassuchassaleofgoods,supplyofservices,negligenceandcompetitionlaw.Thedatesforthistrainingare:

• 07Dec2010atCentrePointLondon• 09Dec2010atNewCollegeNottingham

Further training sessionsFromJanuary2011throughtoMarch2010wewillbeofferingfurthertrainingonarangeoftopics.Thedateswillbeconfirmedinthenextcoupleofmonths,sopleaselookoutforthese.Thetopicstobecoveredinclude:

• AwardingTenders:APracticalGuide•NegotiationSkills• PostTenderProblems-ManagingContractDisputes

TheAoCProcurementteamhavealsoprovidedNWUPCLtdfundingtoundertaketraining.Trainingisofferedonavarietyoftopicsasoutlinedbelow,ifyouwouldlikefurtherinformationpleaseemailprocurement_team@aoc.co.uk

• IntroducingProjectManagement–24Nov2010attheInnovationCentre,Salford•AdvancedProcurementSkills–14Dec2010atLiverpoolUniversity

Top tips and quick wins Beware ‘free’ offers may not be all that they seemOneofourCollegesrecentlyreceivedaflyerfromacompanyadvertising‘free’software,subsequentlyastaffmemberinnocentlysignedtheslipandsentthisbackbutneverusedthesoftware.TheCollege’sProcurementManagerisnowlookingataninvoicechargeof£500duetonotcancellingthesubscription.TheCollegehassincewarnedstafftobeawareofsuch‘free’offers.Afriendlywarningworththinkingabout.

Sharing financial info makes for a smoother procurement rideCambridgeRegionalCollegeallowsfullaccesstotheirfinancesystemforalltheirprocurementteam,whichhelpstoprovideanoverallpictureofexpenditureacrosstheCollegeleadingtomorestrategicprocurement.Managementinformationreportshelptheteamtoidentifyspecificareasofspendandallocatesavingstospecificbudgets.Supplierpaymenthistoryalsoallowstheteamwithbenchmarkingexercisesandanysupplierdisputes.

Water course surveys bring in the £££sWerecentlytoldyouaboutthetrendofCollegestakinguptheoptionofwatercoursesurveysontheircampusesbutuntilnowwe’venothadanycashsavingstoreport.Thishasnowchangedandwe’rehappytosaythatanexcellentsavinghasbeenmadebyBournevilleCollege.TheCollegehasrecentlycompletedasurveyforoneoftheircampusesandhasreportedimmediatesavingsof£40,000whichcouldpotentiallyrisetoastaggering£80,000.Itjustgoestoshowwatercoursesurveysaredefinitelyworthlookingatifyouwanttomakeabigsaving.

Campus cash machine is the height of convenienceStBrendan’sSixthFormCollegeBristolhasinstalledabankmachineontheircampuswhichhasproventobeabighitwithbothstudentsandstaff.FinancestafffromtheCollegeareabletomanageloadingthecashinandoutofthemachine,soitdoesn’trequireanydaytodayinvolvementfromabankorbuildingsociety.TheCollegedoesn’tmakeaprofitfromthemachine,butseesitasagreatwaytoimprovetheirstudents’experience.

Lodging cards with suppliersAnumberofCollegesarelodgingcreditcardswithsupplierstohelpmakethepurchasingprocesseasier.SouthWorcestershireCollegehasrecentlydonethiswithLyrecoandfounditveryeasytosetup,andthecardrunsalongsidetheironlineorderingsystem.Similarly,WorcestershireCollegeofTechnology,hasalsolodgedtheircreditcardwithLyrecoviaonesimplephonecall.Formoreinformationaboutcompaniesthatallowyoutolodgecreditcards,emailprocurement_team@aoc.co.uk.

Association of CollegesProcurement2-5 Stedham PlaceLondonWC1A 1HU

Contact

Procurement Team Helpdesk Number, 0808 178 1669Ray PoxonSeniorFEProcurementManager07917266082Carl JohnsonFEProcurementManager07767323191Martin ToomeyFEProcurementManager07818533393Beverly AboagyeFEProcurementManager07584528507Roger ColesFEProcurementManager07920720651James DurcanFEProcurementAnalyst&CustomerAdvisor07917426077Lesley TemplemanProgrammeSupportOfficer07827277096Simran SobhrajLondonRegionandProcurementAdministrator02070349966

General enquires:procurement_team@aoc.co.ukEMM queries:emmfe@aoc.co.ukAoC procurement pages:www.aoc.co.ukFELP website:www.felp.ac.uk