1. P2P Levers of Efficiency

2. Alternative Title It’s only buying stuff. How hard can it be?

3. Alternative Title It’s only buying stuff. How hard can it be As hard as you like.

4. Agenda Process overview How we make it difficult Real tensions How we can make it easier

5. The process Decide requirement AuthoriseConsolidate requirement Place order Receive goods Receive invoice Check invoice Three way match Make payment Manage budget Management information

6. How we make it difficult

7. Codes Account codes Confusing Poor structure, difficult to post / analyse Product codes Confusing, difficult to recognise / find Codes Decide requirement AuthoriseConsolidate requirement Place order Receive goods Receive invoice Check invoice Three way match Make payment Manage budget Management information

8. An example Requisition Authorisation P.O. GRN Invoice Match and pay Budget Committed Spent Customer order Replacement management Stock management Deploy Asset management Charge / invoice Requests and orders Com spendFaultsStockAgresso

9. How we make it difficult Suppliers Poorly managed supplier list Growing like Topsy Difficult to find Process to add a supplier Suppliers Decide requirement AuthoriseConsolidate requirement Place order Receive goods Receive invoice Check invoice Three way match Make payment Manage budget Management information

10. How we make it difficult Authorisation Confusing different authorisations Confirmation of funding from the budget holder (or delegate) Confirmation of value for money (right product, right supplier, right price) Confirmation of adherence to purchasing policies (e.g. competitive tenders) and other technical compliance (e.g. Health and Safety) Unnecessary authorisation (often historic) Authorising everything v monitoring and exception reporting Does not fit with system (timing unrealistic) Authorisation Decide requirement AuthoriseConsolidate requirement Place order Receive goods Receive invoice Check invoice Three way match Make payment Manage budget Management information

11. How we make it difficult Systems Trying to bolt an old paper based system onto a package Not investing in training for a new system Not organising for a new system Not tracking errors to source and correcting, print it all just in case Not using system power Not integrating with other systems Adding spreadsheets rather than developing the system Systems Decide requirement AuthoriseConsolidate requirement Place order Receive goods Receive invoice Check invoice Three way match Make payment Manage budget Management information

12. The process with agresso Decide requirement Authorize budget Check compliance Consolidate requirement Place order Receive goods Receive invoice Check invoiceThree way match Make payment Requisition AuthorizePO GRN ScanMatchPay Close PO Register

13. Tensions Simple, easy Efficient Encourage good practice Save money Cost more than it saves Drive spend elsewhere Generally rules are devised by honest people for honest people and create a huge burden for them. Dishonest people just lie and ignore them.

14. Tensions Cost of operation Risk Savings

15. Tensions Carefully engineered hierarchy Develop organically In the land of the blind the one eyed man is king In the midst of confusion the person who knows has a lot of power

16. How we can make it easy Simplify authorisation

17. How we can make it easy Simplify authorisation Are codes fit for purpose

18. How we can make it easy Simplify authorisation Are codes fit for purpose Get low risk items / one off items out of the system

19. How we can make it easy Simplify authorisation Are codes fit for purpose Get low risk items/ one off items out of the system Make good use of your systems

20. How we can make it easy Simplify authorisation Are codes fit for purpose Get low risk items/ one off items out of the system Make good use of you systems Automate as much as possible

21. How we can make it easy Simplify authorisation Are codes fit for purpose Get low risk items/ one off items out of the system Make good use of your systems Automate as much as possible Keep up the cultural pressure