22/02/05 PROCUREMENT STRATEGY ACTION PLAN CORPORATE PROCUREMENT Action Lead Target Progress Responsibility Date Revise the corporate procurement strategy ensuring that the M Thurman Feb 05 Complete objectives set are clearly communicated to those involved and responsible, and that the means exist to measure the implementation of those objectives. Produce a forward plan which incorporates a position M Thurman Oct 04 Complete statement against the National Procurement Strategy recommendations to establish and measure the baseline position and set the targets. Provide updates as required to the Chief Executives M Thurman Ongoing Management Team, on procurement activity and implementation of the forward plan and implementation of the corporate procurement strategy. Put forward proposals regarding a permanent Procurement M Thurman July 05 Pursuing Resource. opportunity of establishing partnership with Ashfield DC, Bassetlaw DC and Newark& Sherwood DC To ensure that Members are engaged in procurement M Thurman Ongoing development. To develop a central database of strategic procurement A Pullen Dec 05 projects, existing contracts, suppliers used and details of M Andrews future contracts. To set stretching targets and performance measures which Procurement Group Ongoing Establishing deliver tangible improvements in procurement activity across partnerships the Council. with neighbourin g Councils RISK MANAGEMENT, POLICIES AND PROCEDURES Action Lead Target Progress Responsibility Date To review and revise the Financial Standing Orders within A Pullen Feb o5 Complete the Constitution taking into account the recommendations of D Reynolds the National Procurement Strategy. To ensure that the Council’s policy on procurement includes C Shipman Aug 05 processes for the risk assessment allocation and management. To identify areas of risk throughout all procurement within C Shipman Ongoing the Council, which may benefit from further detailed examination. 22/02/05 To implement the “Gateway Review Process” and the Relevant Project Ongoing Gateway implementation within strategic high value/risk procurement Manager Review projects. (The contracts register will inform possible implemented candidates for the Review Process) for Major Housing Project. To develop a “Code of Practice” for use by all staff involved D Reynolds Jan 05 Complete in the procurement activity. To ensure formal structured training takes place for M Thurman Ongoing See Training officers/members involved in the procurement activity H Bullock Plan within the Council. BEST VALUE Action Lead Target Progress Responsibility Date Ensure that procurement expertise is brought to bear at key Relevant Project Ongoing stages of Strategic Procurement Activities, and Best Value Manager/Head of Reviews (scope, market research, development of options service and options appraisal) to realise potential economies and efficiencies. (The forward contracting plan will inform precise and timely actions and responsibilities Ensure the Council’s key approach to procurement is M Thurman August 05 reflected in the Community Strategy and the Best Value Performance Plan Ensure that the Performance Management Framework M Thurman March 05 Complete supports the delivery of Best Value by including and addressing modern procurement practices Identify and engage partners wherever possible to achieve Relevant Project Ongoing continuous improvement in service delivery Manager/Head of Service TRAINING AND DEVELOPMENT Action Lead Target Progress Responsibility Date To ensure the training aims of the Procurement Strategy are M Thurman/ Helen August 05 linked to the Council's corporate training programme. Bullock To raise the profile of procurement within the Council and M Thurman Ongoing Initiative to establish 'ownership' of procurement within each started department across the Council. August 2004 with the creation of high level procurement group. To identify Members and officers involved (or who need to M Thurman Ongoing First be involved) in the procurement function across the Council, H Bullock members and assess their current procurement skills and carry out training M Andrews officers needs analysis, via Employee Development Plans where training appropriate. completed Develop and deliver a training package that include the D Reynolds, A Ongoing First relevant procurement areas i.e. Contracts Procedure Rules Pullan, C Shipman, Procurement and Financial Procedure Rules, risk management, M Thurman training procurement systems and procedures, contract management carried out and the use of the Council's financial management system August 2004 etc. for Members and Officers. 22/02/05 To develop a structured approach to continuing development Helen Bullock Ongoing for staff involved in procurement within the Council. ELECTRONIC PROCUREMENT Action Lead Target Progress Responsibility Date To continue with the analysis of potential e-procurement M Andrews, March 05 Initial systems, currently being carried out by the Procurement L Cawar, evaluation of Group, and to recommend to the CEMT a suitable option in D Reynolds, options the early part of 2005. M Thurman complete To work closely with the Notts Centre of Excellence and the M Thurman Ongoing Procurement Forum in identifying all e-procurement linked opportunities, such as sharing of County wide framework agreements, joint working opportunities, common e-market place, standardised supplier accreditation approach, supplier rationalisation etc To complete a comprehensive supplier and spend analysis, D Reynolds Dec 04 Complete identifying the possible areas that might benefit from an e- procurement approach. To provide the Procurement Forum and Centre of Excellence M Thurman, Dec 04 Complete with the supplier and spend analysis. D Reynolds To encourage other neighbouring Councils to also complete M Thurman Ongoing a similar analysis in order to allow a co-ordinated and D Reynolds informed approach to e-procurement opportunities To assess and identify the opportunity to implement M Andrews Dec 05 purchasing cards throughout the Council via a pilot scheme L Cawar To increase the accessibility of information and L. Cawar Dec 05 documentation available to suppliers through electronic M Farley format. Encourage local suppliers and small, medium enterprises to Procurement Dec 05 become e-enabled, through workshops, supplier days etc. Function E-procurement system provider To develop corporate procedures to address the legal and A Pullen, Dec 05 security issues that surround e-procurement. D Reynolds J Burton To utilise the new or updated financial management system M Andrews Dec 05 to its maximum capacity to create efficiency. L Cawar PROCUREMENT MANAGEMENT INFORMATION Action Lead Target Progress Responsibility Date Determine information regarding the current procurement M Andrews Dec 05 activity, i.e. the cost of raising a purchase order, paying an A Jephson invoice , etc Determine the relevant required management information for M Thurman, Dec 05 Intranet site procurement activity across the Council and this information L Cawar, for must be communicated to all relevant staff involved in D Reynolds procurement procurement, by effective use of an intranet site. presently being established 22/02/05 Develop a corporate and consistent approach to procurement A Pullen Dec 05 related management information. Central registers relating to M Andrews planned procurement activity within the Council are to be developed, co-ordinated and communicated VALUE FOR MONEY AND EFFICIENCY GAINS Action Lead Target Progress Responsibility Date To carry out a supplier/spend analysis, which will help to D Reynolds Dec 04 Complete inform on the development of a plan for the rationalisation of apart from the existing supplier base, establish the position regarding mapping re the extent that the Council does business with “local “portfolio suppliers” and to inform the procurement group in mapping approach” procurement expenditure using the “portfolio approach”. Develop an understanding of the level of savings that could M Thurman Dec 05 Will require be realised and how service delivery can be improved to to analyse inform Best Value Review Programme. with collaborative partners and e- procurement initiative Establish internal processes for measurement, monitoring M Thurman Dec 05 and frequent review. (Develop an appropriate value D Reynolds measurement model, which can be used in tandem with the forward contract plan information, ie applying the value measurement model to all contracts over £50,000) PERFORMANCE MEASUREMENT AND MANAGEMENT Action Lead Target Progress Responsibility Date Develop a corporate and consistent approach to the relevant M Thurman March 05 Relevant procurement activity within the Council. D Reynolds procurement related documents complete, and to be put on the intranet site Determine appropriate procurement areas to develop relevant M Thurman Oct 05 performance indicators. Identify suitable and appropriate mechanisms for monitoring M Thurman Oct 05 and reporting on performance indicators. D Reynolds Introduce a performance management system for D Reynolds Dec 05 procurement. (Procurement Excellence Model) 22/02/05 SUSTAINABILITY AND WELL BEING Action Lead Target Progress Responsibility Date Require whole life costs to be recognised when determining M Thurman Feb 05 WLC purchasing specifications and evaluation criteria D Reynolds evaluation software available on intranet site Include environmental, social and economic considerations J Burton Oct 05 in contract terms and conditions D Reynolds Monitoring of contract/contractor performance against M Thurman Dec 05 equality, economic and environmental criteria Ensure that all contractors delivering services abide by the M. Thurman Ongoing Council’s Procurement Policy J Burton Ensure that all services delivered on behalf of the Council M Thurman Ongoing reflect the Council’s Equal Opportunities Policy J Burton Develop a sustainable procurement guide. D Reynolds Oct 05 PARTNERSHIP ARRANGEMENTS Action Lead Target Progress Responsibility Date To develop and formalise procurement partnership M Thurman Ongoing Mansfield is arrangements with other local authorities, private sector etc. D Reynolds an active and utilise the suitable offerings of the recently established member of Nottingham Centre of Excellence, such as collaborative the Notts procurement opportunities, and e-procurement joint working. Forum and a contributor to the work of the Centre of Excellence To form a working resource from members of the newly M Thurman Dec 05 established Procurement Group, to include one cabinet R Sutcliffe member, and one officer, and accountable to the Chief D Reynolds Executive’s Management Team (CEMT) to identify procurement opportunities from partnership working arrangements and to identify service areas within the Council that may benefit from a more commercial and innovative way of delivering services. CONSTRUCTION RELATED PROCUREMENT Action Lead Target Progress Responsibility Date To enhance competitive tendering by establishing more long- M Thurman Dec 05 term relationships based on clear measurement of Relevant Project performance and sustained improvements in quality and Manager/Head of efficiency. Service To perform an audit of the Council’s current construction A Pullen Dec 05 projects to identify suitable types of work for applying the construction related principles To apply the “Gateway Review” methodology to those M Thurman Ongoing First projects identified as being high risk/value procurements. A Pullen Gateway D Reynolds Review Relevant Head of initiated Jan Service/Project 05 re Manager Housing Project 22/02/05 .