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Collaborative Procurement
Civil Service Live 2014
Using the Cloud to involve suppliers, staff and partners
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Agenda – ‘the art of the possible?’
• Where the Crown Commercial Service believe savings can be made in procurement
• A new way to view the procurement process• How secure cloud collaboration can help during:
– Pre-market engagement– Procurement– Delivery
• Plus various case studies
“The future is built by people exploring the art of the possible … and pushing past it.”
- Dan Rowinski
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Procurement – a virtuous circle?
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Communication Challenges?
– How can I make it easier to engage and involve team members, partners and suppliers?
– How do I improve collaborative project communications to manage and speed up procurement?
– How can I ensure team members and interested parties are kept informed and up-to-date?
– How can I work with team members and specialists based elsewhere, without the need for costly travel or meetings?
– How can I avoid uncontainable and unreliable email attachments and control access to information?
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The ‘art of the possible’?
• Manage relationships– Many stakeholders (co-
commissioning, shared services)
– Many suppliers (Lots, sub-contactors)
– Go beyond the ‘famous few’
• Manage information– Provide a single definitive
source of truth– Maintain security & access
control– Enable agile team working
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One size does not fit all!
• Gateway Reviews• Project management
workspaces• Secure legal and bidder
deal rooms• Category manager forums• Special interest
communities• Best practice networks• Co-commissioning
workgroups
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Pre-market engagement
• Focus– Business case, stakeholder
engagement, market research and discovery
• Supported processes– Procurement planning– GAP analysis– Managing work with project
advisors– Financial planning– Embed a process within– Develop business needs– Project board room– Tender document preparation– Options appraisal– Category management– Supplier reviews (long list)– Supplier communications
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Pre-market engagement – cloud collaboration
• Features:– Discussion forums
• Priorities, plans, strategic objectives, procurement routes
– Online surveys & polls• User needs, market research,
priorities, short-list voting
– Document management• Business case, tender pack,
budget plans
– Databases• FAQs, RAID logs, bidder lists,
supplier intelligence, requirements capture, gap analysis
– Shared diaries • Bid preparation meetings,
supplier days, staff workshops and consultations`
• Benefits:Improve the quality of requirements via wider consultation
Fewer meetings, reduced travel costs
Greater transparency of risks and issues
More frequent project updates
Foster stronger links with stakeholders
Uniformity and ease of communication
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Case study – Category Management
• The business challenge– Planning and forecasting
future fleet requirements– Knowing what other
organisations are in the market
– Knowing which framework contracts offer the best options
– Planning optimum times for e-Auctions
– Getting the best deal from suppliers
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“We can only deliver significant savings and improve the way we acquire our fleet by getting fully involved in the project. Evidence shows that a smarter approach to acquisition delivers major efficiency gains for those councils fully engaging in the process.”
Will Tuckley, Chief Executive, London Borough of Bexley
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ICT sourcing evaluation steps
1. Do you really need the technology? What improved outcomes will it support?
2. Can you re-use existing systems, possibly by piggy-backing on an existing shared service arrangement?
3. If not, is there a Cloud First solution available via the G-Cloud CloudStore?
4. If none, can you use a commercial off the shelf solution with limited configuration?
5. If there is no other option, then commission agile bespoke development.
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Procurement
• Focus– Fair, equitable, secure,
auditable communications
• Supported processes– Shortlisting– OJEU stages– Invitation to bid, receipt of
bids, bid evaluation– Post-tender clarification– Contract finalisation /
negotiation– More supplier interaction
possible as part of competitive dialogue and negotiated procedures
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Procurement – cloud collaboration
• Benefits:Provide a consistent structure to supplier dialogue
Simultaneous notification and access to documentation
Create a legally compliant audit trail
Save time in distributing documentation
Provide clarity and transparency
Improved efficiency for all
• Features:– Discussion forums (internal)
• Debate supplier responses and supplier questions
– Online surveys• Bidder submissions, clarification
questions
– Document management• ITT pack, supplier submissions,
formal notices
– Databases• MEAT evaluations, collect
clarification points, supplier FAQ lists
– Shared diaries • Procurement timetable, key
milestones, evaluation team meetings
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Case study – Competitive dialogue
Communications complexity – to involve technical, legal, commercial and communications personnel from:
• Buyer-side:– 7 councils– Dept of the Environment
• Supply-side– 11 applicants
At its peak, some 80 people were using Kahootz and it brought major benefits to the procurement process. In particular:
• NWRWMG used only a quarter of the resources needed to manage the process
• The audit log confirmed which stakeholders had done what, and when
• The search function made finding documents quick and easy
• During Gateway Reviews, reviewers could log in and inspect evidence of good procurement practice – this methodology has become a best practice exemplar
“The Kahootz system is a particularly powerful tool for rapidly and securely managing the many-to-many data requirements within enterprise procurement and project management. I found that the time spent with INOVEM staff at the start of the project to map the processes and build the taxonomy (data structure) was a particularly good investment through the life of the project.“
Jonathan Grey, Project Manager
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Delivery
• Focus– Working with, and
managing, contractors in an agile way
• Supported processes– Contract management– Operations support– Rolling out new services– Contractor and sub-
contractor communications– Service evaluation– Supplier handover
communications– Communities of practice
and innovation
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Delivery
• Benefits:Single definitive source of documentation
Firewall issues become irrelevant
Collaboration between meetings
Increased milestone transparency
Instant communications with suppliers
Administration costs are slashed
Sharing of project risks and issues
Visibility of performance and lessons learnt
• Features:– Discussion forums
• Feedback on service provided, new ideas, peer group support
– Online surveys & polls• Benefits evaluation and reporting,
satisfaction surveys
– Document management• Detailed specification
development, change request management
– Databases• Update RAID logs, record lessons
learnt, activity logs, budget spend and evidence of non-compliance
– Shared diaries • Contract dates, supplier reviews,
project meetings, implementation timetable, staff training dates
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Case study – Supplier innovation
The portal is valuable because it allows project members to access:
– Know-how. They can access innovation experts to help develop and share ideas, and identify people across all organisations with the skills and experience they need.
– Funding. Ideas that are accepted for development can be matched to available development capital and resources.
– Sharing. Learning from innovations across the Crossrail programme.
“So far, this growing network of innovators have shared and re-used over 30 ideas, allowing them to quickly amplify the benefits of their collaborative innovation. In the near future, Crossrail intends to publish details of how this has helped it achieve major cost savings.”
Project Manager, Crossrail
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Summary & Questions
• Team working and stakeholder engagement is central to reducing risk and improving outcomes
• A flexible approach to collaboration will provide you, and your partners, staff and suppliers room to innovate
“The future is built by people exploring the art of the possible … and pushing past it.”
- Dan Rowinski
http://www.kahootz.com/resources/collaboration-guides/
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