PROCUREMENT STRATEGY. Charity number SC004401

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1 Charity number SC PROCUREMENT STRATEGY 1.PURPOSE OUR ROLE STRATEGIC VISION SPEND DATA ROAD MAP STRATEGIC INTENT OBJECTIVES Efficiency Objectives Regulation Objectives Risk Management Objectives Performance Objectives Stakeholder Objectives Brand Professionalism Objectives PROCUREMENT STRATEGIC SOURCING JOURNEY > 25K PROCUREMENT INFORMATION COMMUNICATION TECHNOLOGY (ICT) Strategy... 6 Release Date: Procurement Office Page 1

2 1. PURPOSE The University procure circa 170m of goods and services from external providers each year. The Court requires the University to be fully compliant to EU procurement regulations. All spend is required to deliver best value for money in compliance to agreed budgets. This document sets out Procurement Office road map plan for the period of 2013 to 2018 and sets our objectives through the Balance Scorecard for FY2014/15, which is reviewed and updated yearly. 2. OUR ROLE To provide professional, qualified procurement expertise, advice and services; for procurement of all goods and services required from external suppliers ethically and in compliance with legislation and EU regulations, that delivers value for money on a whole life cost basis. We will: develop, promote and implement appropriate procurement strategy, category procurement strategies and procedures Promote and engage in the implementation of relevant technology solutions, including e-procurement, to minimise purchase to pay costs Create and embed optimum procurement strategies across the University in consultation with stakeholders Engage effectively with Centres of Expertise and APUC in relation to issues of policy, practice, information sharing and collaboration Act as a central point of contact for our external suppliers for procurement and supply chain related topics Embed Supplier Relationship Management (SRM) with key strategic suppliers and mitigate supplier risk to the University Establish a comprehensive contract register Measure and report procurement performance, including Best Practice Indicators (BPIs) Co-ordinate training development of procurement officers and Purchasing Card holders Conduct market engagement and research Procurement Office is responsible for procurement of all goods and services required from external suppliers ethically and in compliance with legislation and EU regulations. The Procurement Office is the central strategic procurement team, which supports the University in achieving its objectives and strategic vision. 3. STRATEGIC VISION The University of Glasgow s Strategic Vision is to enhance its position as one of the world s great, broad based, research intensive universities. The University s mission is to undertake world leading research and to provide an intellectually stimulating learning environment thus delivering benefits to culture, society and the economy. The strategy breaks down into three main themes which are as follows: Focus - The University will focus on the needs of students and research funders and will ensure that investments align with strategic priorities. The University will also streamline its systems and processes to remove duplication of effort and minimise bureaucracy. When combined, these actions will lead to a sustainable academic profile; Release Date: Procurement Office Page 2

3 Global Reach - The University will extend its global reach to become a more international university: developing a multicultural community of students and staff; providing an educational experience that prepares students for global, political and social environments; developing international alliances and partnerships to build capability and capacity in research, education and enterprise; introducing postgraduate degree programmes that have demand in the international market; and raising the profile and reputation of the University globally; Multi-disciplinarily The University will foster multi-disciplinary activity through the support and development of networks of researchers, creating world-leading thematic multidisciplinary research institutes aligned to the strategic needs of the University s research funders. The University will also establish innovative, interdisciplinary degree programmes, primarily at the postgraduate level, that combine elements from the breadth of the University s research strengths. The objectives will be pursued whilst ensuring that the University remains in a financially sustainable position, allowing capacity for investment for the future. 4. SPEND DATA The University of Glasgow spend c 168m per annum, with 100% of all spend processed through the finance system Agresso. The University structure has 4 Colleges, Medical Veterinary Life Sciences (MVLS), Science & Engineering, Social Sciences and Arts and University Services of which Estates & Buildings has the largest budget. Release Date: Procurement Office Page 3

4 5. ROAD MAP The University of Glasgow Procurement Office contributes significantly to delivering the University of Glasgow s strategic objectives. The Procurement Office Road Map sets out the planned activities in 3 key phases to achieve excellence by phase STRATEGIC INTENT This provides the Strategic Intent from the University Vision, Values and Strategy and demonstrates how the Procurement Office contribute and support the University of Glasgow s Strategic Vision as a team and individually Release Date: Procurement Office Page 4

5 7. OBJECTIVES To support the University to achieve its strategic vision and its day to day operation by delivering professional procurement solutions to our stakeholders who include management, academics, researchers and students through our 6 core Objectives that are fully embedded in all aspects of our service: 1. Efficiency 2. Regulation 3. Risk Management 4. Performance 5. Stakeholder Engagement 6. Brand Professionalism 7.1 Efficiency Objectives To create an environment in which the University obtains the best possible value for all nonpay expenditure Increase framework/ Contract compliance To create, communicate and embed contractual Framework and Contracts Agreements that are fit for purpose To create a benchmarking opportunity across a key spend area 7.2 Regulation Objectives To deliver a best in class professional service with quality output that is compliant with policies, ethics, Procurement legislation and EU regulations To provide guidance to key stakeholders to achieve best practice and improve governance. 7.3 Risk Management Objectives We will champion risk management ensuring that we effectively manage, monitor and control all internal and external supply chain risks. To create a supplier risk profile for key strategic suppliers To create a commodity and category risk matrix 7.4 Performance Objectives We commit to measure, manage and improve key strategic supplier performance to ensure value assurance is delivered as per Tender commitment To create a supplier leader board based on performance for key strategic suppliers To provide training on performance management We commit to measure, monitor and improve the University of Glasgow's PCA ratings We commit to measure individual performance with the Procurement Team. Release Date: Procurement Office Page 5

6 7.5 Stakeholder Objectives We will work in collaboration with our key stakeholders both internal and external and national government bodies to provide procurement solutions to achieve agreed targets aligned with procurement policy. To provide effective service on processing Purchase Cards across the business Effective interface and engagement with suppliers Effective interface and engagement with Internal Stakeholders 7.6 Brand Professionalism Objectives To build our credibility and enhance our reputation by acting with integrity and as a professional Procurement team. Aspire to achieve individual CIPS qualification and CIPS corporate accreditation Continuous Development of the Procurement team to enable delivery of Procurement best practices State clear annual performance targets 8. PROCUREMENT STRATEGIC SOURCING JOURNEY > 25K All spend > 25k is procured by the Procurement Office. The procurement strategic sourcing journey demonstrates the process conducted by all Procurement team members to ensure we will: Comply with the Public Contract (Scotland) 2012 Regulations and other EU Directives Deliver open honest fair and transparent competition Deliver the most economically advantageous tender Reduce the administration burden for all stakeholders during the tender process Drive the right solutions to support the University of Glasgow Strategic vision Promote eprocurement transaction process as appropriate 9. PROCUREMENT INFORMATION COMMUNICATION TECHNOLOGY (ICT) Strategy All spend is processed through the finance system Agresso. The Procurement Office ICT Strategy Information Share information about: Communication Internal and External Communication: Technology IT Toolkits: Procurement Office Web page Vision Agresso Policy Mission E-Procurement Paraballis Procedures Values Tender Viewer Processes Public Contract Scotland Spike Cavell Strategy GEM Sustain Contracts Register G-Cloud Hunter Procurement Training The Scottish Government DNBi Information for Suppliers Gov. UK (Crown Commercial Service) Construction line Templates APUC Public Contracts Scotland Release Date: Procurement Office Page 6

7 Procurement Office will review this document annually and in line with the University of Glasgow s Strategic Vision. For any questions or further information relating to this document, please contact Procurement Office at Release Date: Procurement Office Page 7

8 Release Date: Procurement Office Page 8

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