october 2007 procurement services working to achieve excellent procurement best practice contract...
TRANSCRIPT
October 2007
Procurement Services Working to achieve Excellent Procurement
Best Practice Contract Management Workshop Proactive Contract management
Glenn Yates Process Improvement Manager
Essex County Council
Step Change Procurement
Page 2Procurement Services
Step Change Procurement – Building Blocks
INTERNAL INFO SYSTEMS
EXTERNAL SOURCING
ORGANISATION
CATEGORY MANAGEMENT
MARKET ANALYTICS
SRM
BRAVOCONTRACT
REPOSITORY
SUPPLIER PORTAL
BRAVOeNoticeeRFQ
eRFI/ITTeCD
eAuctions
INTRANET
IPT
BRAVO eCONTRACT
MANAGEMENT
IPT RISK
ANALYSER
IPTGUIDANCE
STRATEGY & POLICY
PROCUREMENT RULES
CSR
‘Best Value’ Sustainable Procurement…..the best combination of quality and whole of
life costs, incorporating corporate social responsibility
IPT
Essex County Council
Step Change Procurement
Page 3Procurement Services
What are typical contract management pain points?
• Realising benefits from contracts/value for money?
• Increasing expectations of stakeholders (ECC, end customers, others?)
• Changing requirements over time?
• No sight/input to the contract and/or service specification?
• Lack of (or poor quality) specifications and KPI’s?
• Poor supplier performance &/or relationships?
• Internal cross-team communication?
• No evidence to support ECC position at service review meetings?
• Too many suppliers/contracts to manage?
• Skills (commercial, negotiation, relationship., time management....)?
Essex County Council
Step Change Procurement
Page 4Procurement Services
Key Aspects of Proactive Contract Management
PERFORMANCE MEASURED
AGAINST KPI’S
PAYMENT IS LINKED TO
PERFORMANCE
CLEARCONTRACT
SPECIFICATIONS
CONTINUOUS
IMPROVEMENT
ACKNOWLEDGEMENT
OF STAKEHOLDER NEEDS
COLLABORATIVE
RELATIONSHIPS
KEY ASPECTS OF PROACTIVE CONTRACT
MANAGEMENT
Essex County Council
Step Change Procurement
Page 5Procurement Services
ECC Proactive Contract Management Model
• 4 P’s
• OGC
• LCE (You & Your Contractor)
• ECC experience
• Private Sector experience CONTRACT MANAGEMENT
OverviewIPT 44
FoundationsIPT 44.1
AdministrationIPT 44.2
Performance Management
IPT 44.3
Relationship Management
IPT 44.4
Risk, Change & Improvement
Exit, Handover & Re-supply
IPT 44.6
6 Elements of Contract Management
Essex County Council
Step Change Procurement
Page 6Procurement Services
The Foundations
5 key inputs to proactive contract management:
1. Contract terms and conditions: - How we manage risk
2. Contract specifications: - Performance & relationship framework(output specs/method statements)
3. Human resources: - Contract management team skills
4. Documented processes : - How we manage service delivery and contractual performance
5. Relationships & communication: - How we communicate with stakeholders and manage key relationships
Essex County Council
Step Change Procurement
Page 7Procurement Services
Gap Analysis Questionnaire
• Compare current process with ECC pcm model
• Identify gaps
• Recommend actions to target gaps
• Provide support resources
• provide Support
– Process development
– Training programme
– eContract management
Essex County Council
Step Change Procurement
Page 8Procurement Services
Training Programme Oct 08 – March 09
• You & Your Contractor - LondonMet
• Managing self
• Managing others
• Influencing
• Personal organisation
• Managing meetings
• Personal brand
• Commercial awareness & contracts
Essex County Council
Step Change Procurement
Page 9Procurement Services
Key Challenges
• Original business case benefits
• Where is the contract, what's in it?
• Part of procurement cycle
– Cross team & directorate communication
• Maybe obvious but contract specs, t&c’s define what needs to be
managed
• We need to manage our suppliers not the other way around
• Change & flexibility
• Soft skills
October 2007
for your time......
Procurement Services Working to achieve Excellent Procurement
Essex County Council
Step Change Procurement
Page 11Procurement Services
AGENDA
10.00 – 10.10 Introduction: Richard Hawtin - Asst Director Procurement ECC
10.10 – 11.20 Break-out into 4 syndicate groups
11.20 – 11.30 Break
11.30 – 11.50 Sue Farrow, Sourcing, Procurement & Contract
Management Suffolk County Council
11.50 – 12.20 Implementing BPCM at Essex County Council - Glenn Yates
12.20 – 12.40 SRM at Essex County Council – Ian Hollingworth
12.45 – 13.30 Lunch (a light buffet lunch will be provided)
13.30 – 13.50 Anton Bull, Head of Procurement & Service Improvement
Norwich City Council
13.50 – 15.05 Break-out into 4 syndicate groups
15.05 – 15.15 Break
15.15 – 15:35 CM in Adult Health Care & Well Being at ECC – Karine Williams
15.35 – 15.55 eContract management at ECC – Chris Penney – Innovations Manager
15.55 – 16.00 Close – Glenn Yates