1. CHARTER – User Intelligence Groups
Group Objectives
Scope & Activities
Key Areas For Success
Visibility of expenditure on goods and services across the participating organisation(s)
Visibility of current contract agreements and commitments across the participating organisation(s)
The identification of quick wins and further opportunities across areas of expenditure
Develop and implement effective commodity/service strategies
Identify risks and support associated mitigating actions
Agree communication plan to relevant stakeholders across user organisations
Measures
Milestones
Engaging with and setting up User Intelligence Groups
Validation of actual and forecast expenditure
Complete commodity/service profiling by dd/mm/yy
Completing and implementing commodity/service strategy by dd/mm/yy
Establish group and agree group charter
Documented status of current contractual agreements with respective opportunities and risks
Ongoing communication to other stakeholders
Kick off Strategic Procurement process:
Assess current state and commodity /service characteristics (including current and future spend)
Identify key cost drivers
Assess sourcing opportunities
Validate quick wins
Assess commodity/service strategy options
Validate commodity/service strategy recommendations, benefits and risks
Identify evaluation criteria
Participate in supplier short listing
Agree contract award
Develop and support implementation plan
Communication – Need to ensure give visibility & understanding to the programme (to ensure commitment)
Group members should collaborate with one another for the benefit of all participating organisation(s), not individual groups or departments
Commitment – Shared ‘Vision’ has to become a given (This needs to include internal customers, stream members & suppliers
Availability of key staff to support the process
UIGs must be empowered to make decisions on behalf of the organisation(s) or departments they represent
Group members are proactive, enthusiastic individuals and DOERS
The group’s ability to think out of the box and not constrained by the “truths” of the past
Bring supply base and user knowledge to the group
Completion of each strategic sourcing process step
Meeting project plan target timelines
implementing and embedding procurement best practise into both operational and purchasing staff behaviour
Benefit Tracking
Deliverables
Commodity/service profile
Commodity/service strategy development
Commodity/service strategy implemented and embedded
Benefit delivery (Quick wins both achieved and forecast)
Reference: R3-7-B Released: 23/03/2017