Internal Audit of Procurement Organisation Review

TIMELINE

TOPIC GROUP 17th February 2009

WHAT AUDIT WANT

To know

objectives

risks

controls

system

How we get it

Published documents

Vision

Policy

Strategy

Procedures

Flow charts

Organisation

TRANSFORMING THE PROCUREMENT VISION

FEBRUARY 2008 – paper to SMB

Proposed: Detailed review into the Council’s Procurement Organisation

By Head of Procurement in response to drivers

BRIEF

21 APRIL 2008

Set out 4 stages and timescales

Roles and Responsibilities

Review Plan

REVIEW BOARD

19th May – NOT People cost reduction but to identify a structure and approach that will reduce costs by focus on procurement of strategic services and automating routine procurements.

1st July, 14th August, 10th September, 21st October – reviewed progress

ENVCSFACS

ENVIRONMENT 21 MAY

ACS 4 JUNE

CSF 9 JUNE

Established processes within departments

EXTERNAL ADVISOR

SBV Ltd

With Lead Officer, review Manager and Critical friend plus SPG managers

Peter Howarth 2 JULY Meeting

Method vision and drivers

LAA’s, SME’s,3rd sector, voluntary sector

VFM, Technology, process, Contract mgt and mobilisation

EXTERNAL ADVISOR

World class procurement outcomes

Kraljik model of Supply Management

Category manager

Local economy

Leading Edge

Difficult procurements e.g. LEP

Savings Measurement

Procurement Review Meeting

16 July Ramada Hotel Hatfield

Ian Williams, Mark Housden, Paul Drake, Peter Howarth, Peter Maguire

Who is the customer of procurement activity?

Value, influences, best in class, solutions

Benefits realisation

SBV Report

August 2008

Transforming the procurement vision – draft report

Summary and Outcomes

Review of SMB presentation “Transforming the procurement vision”.

Confirmed approach, methodology and Objectives were reasonable and to make recommendations for improvement.

VISITS/PHONE/E-MAIL

Buckinghamshire County Council Computacenter Essex County Council Kent County Council Hampshire County Council Norfolk County Council Oxfordshire County Council Surrey County Council

PROCUREMENT ORGANISATION REVIEW WORKSHOP 15th October 2008

Examined procurement models

Decided next steps for the review

Contract Managers Workshop9th December 2008

Initial workshop

Creation of a virtual team

How to upskill the workforce

RESOURCES BOARD REPORT 11th December 2008

Paper taken to all service boards as part of consultation process prior to submission to SMB.

Recommended options for the future organisation of procurement.

RESOURCES BOARD

11th December 2008 - Lead Officer outlined paper on current and future procurement organisation.

TOR of Commissioning and Major Procurement Board

Board endorsed proposals set out in paper.

Report to SMB 15th December 2008

SMB AGREED

Commissioning and Major Procurement Board be formed

Contract management network be formed

Strategic core responsibilities as set out

Adopt a virtual teams approach

REPORTED THROUGHOUT TO CORPORATE PROCUREMENT BOARD

9th January 2008 ref paper to SMB

9th April 2008 Strategic procurement group Vision

31 July Procurement governance RAG

22nd October Update on Review and workshop summary

7th January 2009 Last meeting of old board outlined Major Procurement Board

IMPLEMENTATION

OPTION 3 STRUCTURE STRATEGIC CORE PLUS CATEGORY

MANAGEMENT AND CO-ORDINATION ROLE

Meet departmental reps to agree structure Identify skills gaps Commissioning and Major procurement

Board Quantify benefits to HCC

IMPLEMENTATION

Implement change in Focus

Form a contract managers Network

Implement SPG Core responsibilities

Implement Virtual teams

Services for Schools