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

2. 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

3. 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: 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

4. Exhaustive Exercise

5. Group Priorities

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

7. 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

8. 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.

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

12. UoE Life Science consumables Framework Project

13. 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

14. 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

15. 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.

16. 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.

17. 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

18. Contract Management
e-procurement –accurate MI from our side to monitor performance, delivery,price reviews etc.
Lab User Group covers strategic supplier issues
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.

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

21. Live Polling

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

23. Scope Priorities

25. Live Polling

26. 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

27. Learnings and Next Steps…