Understand the Procurement Process

Step 1 | Plan

Step 1 - Plan

Getting the right people behind procurement management is crucial. Bringing together a group of senior individuals who will provide a strong lead in procurement will help to ensure success. Governors can also play an important role by drawing on their business experience and challenging managers on their spending and planning.

Step 2 | Build

Step 2 - Build

To finalise the procurement governance structure and strategy it is necessary to know exactly how procurement is currently being conducted and what opportunities for improvement exist. This will involve an information-gathering process that will inform future procurement decisions. It will also help you to decide what information will be needed for the procurement board to monitor procurement activity effectively.

Step 3 | Develop

Step 3  - Develop

Backed by the right people and the necessary information, a procurement strategy can be formulated to ensure compliance and mitigate risk. Simultaneously, the college procurement champion can establish a procurement network which allows for a two-way flow of information between the board and the departmental lead buyers.

Step 4 | Deliver

Step 4 - Deliver

The best way to achieve savings and to reduce the college’s administration is to buy through consortia or other bodies that set up contracts with suppliers. If the right contract or framework is not in place, you can join forces with other organisations including colleges, schools and universities.

Step 5 | Review

Step 5 - Review

Once a robust procurement strategy and processes are in place, ensuring they continue to meet your ongoing objectives is crucial. In addition to keeping staff up to date with new developments through training and developing their knowledge, the delivery of the strategy needs to be monitored and evaluated to ensure that it is being successfully implemented, and that its objectives including delivering value for money are achieved.