1. Developing an Integrated, Online, Contract Management System
Intro
What here to talk about
Andrew McLean Jonas Gibson

2. Drivers for Change Managing Risk Supplier Spend: Across LCC:
Approximately £600m a year
21 thousand suppliers ranging from £34m p/a to very low annual spend
Top 10 suppliers represents 25% of the total spend.
Children’s Services Contracts:
£110m total contract value
172 contracts….and counting
131 Providers with a contract(s) in place
Top ten Providers represents 59% of annual contract value
Top five represents 45%, Top two 28%
Risk – Key issue identified within corporate risk register
Detailed corporate wide review carried out, resulting in:
Supplier Spend –
Systems in place to know how much and who with, but not detail of WHAT?
Same Suppliers across directorates
Same/similar services being purchased service

3. Drivers for Change Inconsistency of Recording
Meet the Efficiency Challenge
Reporting
Procurement Planning
Transparency Agenda
Inconsistency of Recording –
disjointed, differing practice, no data, unaware of what we’re buying and why
Excel, Access, nothing
Efficiency Challenge– through consolidation
Identify similar services and establish pooled budgets
Greater economies of scale
Remove duplication
Reinvest savings in other services or support efficiency targets
Reporting - impossible to amalgamate data in order to complete analysis
Procurement Planning –
Contracts expiring
Planning resources for tenders, financial and human
Resulting in poor relationships with providers
Transparency – requirement to publish public contracts to make more visible

4. Partnership with Firefly
Single source of contract data
Flexibility to respond to different requirements from different directorates
Ability to model organisations contract management process, rather than buying a proprietary process
Ability to configure system internally, rather than through external consultants
System has brought us:
Single Source –
All in one place, one single point of access
Improved oversight of contract data
Flexibility –
Baseline mandatory data corporately
Adults, Children’s, Highways, Public health etc tailor to individual needs
Contract management –
Provides a CM solution, more than just a register
Adjustable and can grow, adapt as required
Configure –
System built with infrastructure to allow local configuration
If need changes then can make them.
If want to report additional data then can do so
If you want to change way interact with Suppliers
All available by in-house trained staff with back-up helpline technical support from Firefly
No need to bring in specialists

5. Partnership with Firefly
Low cost
Accessible
Easy to extract data from system
Supports transparency agenda
Supports shared service model (multiple organisations)
Low Cost – MEAT for such a bespoke system
Accessible –
Internet based, access anywhere, any time
Supplier direct access
New technology is quick, easy to use
Data – Reports into excel for analysis and manipulation
Shared Service –
Opportunity to share data with partners e.g. health, School, Districts, Police
Specifically for pooled budget arrangements and joint commissioning

6. Children’s Services Contract Management Solution
Joint Evaluation Toolkit (JET)
Balanced Scorecard approach
Existing Practice
Integration with Firefly:
Universal System
Integrated Workflow
Secure Information Exchange
Supplier Self Evaluation
Key Summary Data
Balanced Scorecard –
Outcomes & Stakeholder Focus
Input & outputs
Continuous Improvement
Finance & Productivity
Existing Practice –
Excel based, issues over version compatibility
Lack of analysis of content
Accessible only when at work
Separately pursuing Suppliers for information
Integration with Firefly –
Universal – no compatibility issues, access 24/7
Workflow – set up reminders for upload of information, confirmation of receipt, KPI’s, reports, insurances
Information exchange – 2-way upload of CM doc’s, reports, performance data, annual reviews. Holds Parent Co. data for multiple contracts – Insurances, s11 Self assessment, BC Plans.
Evaluation – Allows Supplier to evaluate and update on progress, more time for staff’s moderation
Summary – Key actions in one place, ratings for each B/S area drawn together, instant visual overview