Contract and Supplier Management Professional Practice & Development Strategic Forum Cross-Sector Workshop University of Strathclyde Wednesday 16 August 2017

Agenda Time Activity Speaker / Facilitator 09:00 Registration and tea / coffee 10:00 Introduction and today’s plan… Ian McNaught (SXL) & Nikki Bell (SG) 10:15 Force field analysis: exhaustive exercise Groups and facilitators 11:15 Tea / coffee break 11:30 Case study: Life sciences framework Colin Miller (U of E) 12:00 CSM theory versus practice Dominic Finn (U of S) 12:30 Lunch break 13:30 Co-operative learning placemat: scoping priorities 14:45 15:00 Implementation: action plan and project plan 15:30 Plenary: summary of learnings and next steps… 16:00 Close

Overview of Today’s Exercises Implementation In sector groups: A - O Time limited: 30 mins Sector action plans Sector project plans Scope Priorities In groups: 1-15 Time limited: 10 + 10 mins 1 stay and 3 stray Time limited: 30 mins Exhaustive Exercise In groups: 1-15 Time limited: 15 mins Group Priorities Time limited: 15 mins Collective Priorities Time limited: 30 mins

Exhaustive Exercise

Group Priorities

Identify top 3 detractors Within each group Identify top 3 enablers Identify top 3 detractors

Collective Priorities Write top 3 Enablers on one Post-It note each Write top 3 Detractors on one Post-It note each Each group places their 3 top enablers and 3 top detractors on the same Force Field Analysis

Collective Priorities Collective priorities are set by using “Dotmocracy,” where participants place a blue dot against the enablers and a red dot against the detractors. Each person has 5 blue dots and 5 green dots. There is an example of this on the next slide.

Procurement Manager Roslin University of Edinburgh Colin Miller Procurement Manager Roslin University of Edinburgh Case Study: Life Sciences Framework

UoE Life Science consumables Framework Project 2014 - 2019

Background £16M identified spend across a wide range of research & teaching disciplines. >90 suppliers with spend ranging from £2M to £10K p.a, Global corps to SME’s Strong Technical input to purchasing behaviour Significant brand loyalty in end user community Deeply embedded Supplier Cultures Steady growth in utilisation of e-Procurement

Objectives Broaden range of EU compliance in Labs Leverage full Life Sciences spend to stimulate sustained competition Establish improved commercial relationships Address sustainability issues in Labs Improve end user choice on e-proc platforms Establish contracts and improve P2P process with a wider range of suppliers

Challenges Supplier Engagement Traditional tender approaches can discourage involvement, lack of supplier resource etc. Historical supplier culture of annual price reviews.- on their terms Niche suppliers. Price evaluation. Like vs Like?? Product Quality assessment. Lack of Supplier understanding of the Process.

Tender Strategy Many lessons learned from 2010 exercise. Supplier meetings vs Supplier conference Phased release of smaller Lots in separate EU projects via PCS-T. Shift in focus of Supplier product response Evaluate price stability vs product price E-procurement key to the projects success as both provider of info and incentive to take part.

Market Response: Benefits Doubled supplier participation to 57 suppliers. Increased contract coverage from 60,000 to 1.6M products. Benchmarked current supplier sustainability issues and formed action plan Obtained savings up to 8% ~£500K p.a Improved P2P by delivery inclusive pricing Increased end user choice supports further e-proc rollout and increased process benefits

Contract Management e-procurement –accurate MI from our side to monitor performance, delivery,price reviews etc. Lab User Group covers strategic supplier issues epsusers@ed.ac.uk logs incidents Payment performance reports monitored weekly Increase in first time matching by 2/3rds Price file review processes contributed £230K cost avoidance on £11M spend so far in 2017.

University of Strathclyde CSM: Theory versus Practice Dominic Finn Teaching Fellow University of Strathclyde CSM: Theory versus Practice

Live Polling www.mentimeter.com

Scope Priority In cross-sector groups 1-15, scope activities to achieve agreed priority Group of 4 Group of 3

Scope Priorities

Live Polling www.mentimeter.com

Implementation Within sector groups A-O, reflect on collective exercises and discussions… Using Post-It notes, create: Tasks and actions required for implementation Structure tasks and actions Create an action plan Create a project plan

Learnings and Next Steps…