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Collaborative Procurement

Civil Service Live 2014

Using the Cloud to involve suppliers, staff and partners

john.glover@kahootz.com

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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/