How To Complete The National Eprocurement Project Template Questionnaire

Transcription

1 National e-procurement Project Template Toolbox Title: Identification: Version: 1 Date of Issue: 31-Mar-04 e-procurement Questionnaire This document, provided by the Kent Connects collaboration is a template questionnaire issued to be issued to an authority interested in joining the e-procurement collaboration. Current Status: Prepared By: Final Kent CC

2 Kent Connects e-procurement Group Status Qustionnaire Thank you for taking the time to complete the Kent Connects Procurement Questionnaire. The information you provide will help us identify the different stages partners are at in implementing e-procurement and also to help develop an e-procurement strategy for the partnership; in addition it will be used to identify suitable areas for piloting elements of the strategy. The following spreadsheet is made up of four separate worksheets: 1. Partner details 2. Progress towards e-procurement 3. Metrics 4. e-purchasing 5. e-tendering 6. Purchasing cards and other details Not all questions will be relevant to your Authority, please complete the areas of the questionnaire you feel are relevant to you. Responses will be assessed on a balanced scorecard approach for the information that you provide in each separate area of the questionnaire. To complete all the sheets, either click on the blue link at the bottom of each sheet and you will be forwarded onto the next sheet, or alternatively click the tab below. On completion of the sheet, please save your changes and attach the updated questionnaire to the following e- mail address: ralphsperring@kingshurst.co.uk The deadline for your completed questionnaire is 3rd November 2003 In event of a query please contact Ralph Sperring (on ) Thank you in advance for your participation. Worksheet 1: Your Details >>>

3 Kent Connects e-procurement Group Status Questionnaire Please complete the below: 1. Authority Details To be completed by all Partners About you and your Authority Name of Local Authority: Type of Authority: Name of Purchasing Officer: Address: Postcode: Telephone Number: Fax Number: Address Worksheet 2: Progress to e-procurement >>>

4 0 2. Progress towards e-procurement Do you have a procurement strategy? Do you have an e-procurement strategy? Do you have a timetable for delivering 2005 targets for implementing e-procurement? Do you regularly review progress towards these targets and amend plan accordingly? Is the strategy communicated throughout the Authority, are all staff aware of the strategy and targets? The implementation of the strategy will have an impact upon business processes and the culture of the organisation - has such a review been carried out/planned? Has a review been carried out of the supplier base? Has a programme of supplier enablement been planned/in operation? Has a review of staff procurement skills and knowledge been carried out or planned? Has a review of current technology been carried out/planned to ensure its ability to support the e-procurement strategy? Do you have centralised/decentralised procurement? What finance package does your Authority use? What IT operating sytems does your Authority use? Work Sheet 3: Metrics >>>

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6 0 3. Metrics - Number/value of invoices etc. What is your Authority's estimated non-pay expenditure? How many invoices does your Authority process p.a.? How many invoice lines does your Authority process p.a.? How many suppliers provide goods and services to your Authority?

7 How many service codes does your Authority use? How many cost centres are in place? 3.a Analysis of expenditure - invoices What is the approximate number of invoices of 50 or less and what is this as % of total nonpay spend? What is the approximate number of invoices of 250 or less and what is this as % of total nonpay spend? What is the approximate number of invoices of 500 or less and what is this as % of total nonpay spend? What is the approximate number of invoices between 501 and 2,000 and what is this as % of total non-pay spend? What is the approximate number of invoices between 2,001 and 10,000 and what is this as % of total non-pay spend? 3.b Analysis of suppliers How does your Authority vet suppliers for tender purposes? What % of your suppliers are based in Kent? (To identify the local economic impact of any variation in this supplier base) by; number and value of transactions How many suppliers issue 1 invoice p.a. and what % of non-pay spend is it? How many suppliers issue 2-5 invoices p.a. and what % of non-pay spend are they? How many suppliers issue invoices p.a. and what % of non-pay spend are they? How many suppliers issue more than 100 invoices p.a. and what % of non-pay spend are they? Work Sheet 4: e-purchasing >>>

8 0 Please complete either section A or B below, as applicable: 4a. e-purchasing (currently in use) To be completed by Partners using an electronic system using the majority or all of the following: e-ordering, e- Invoicing, e-payments, e-requisitioning or e-catalogues About your solution Which e-purchasing solution have you implemented? What functionalities does your software provide? (tick as appropriate) What legacy system did you migrate from? Who did you use to implement the system? How many users do you have live on the system? Please identify the range of related functionality available in your implementation i.e. general ledger, sales ledger, HR & Payroll etc. About your purchasing What is your Authority's estimated non-pay expenditure? Do you have centralised or non-centralised purchasing? Please estimate the percentage of your spend being placed through your e-purchasing system? Are working within a marketplace or other county supply arrangements? If yes, please give details. What is the average value of the e-purchases you make per month? If you are using e-ordering... What is the average number of orders placed through the system per month (est.)? What is the average value of orders placed through the system per month (est.)? If you are using e-invoicing / e-payments What is the average number of e-purchases you make per month? Is the e-purchasing solution being used on a restricted or Authority-wide basis? If you are using e-catalogues e-ordering e-invoicing e-payments e-requisitioning e-catalogues

9 Do you use electronic catalogues? If so, how many catalogues are using? Are these catalogues hosted or punched out? Are your hosted catalogues managed internally or by a 3rd party? Business benefits Have you quantified the business benefits that you have obtained from implementing the system? If so, what do you estimate these benefits to be? What are the key performance indicators you are measuring? 4.b e-purchasing (not in use) Details to be completed by Partners with legacy systems but no e-ordering, e-purchasing, e-requisitioning or e- Catalogues About your purchasing What is your Authority's estimated non-pay expenditure? Do you have a procurement policy? Do you have centralised or non-centralised purchasing? What is your estimated no of purchases per month? What is your estimated value of purchases per month? What legacy system do you have in use? Do you have a scoping document, requirement specification or outline business case for e- Purchasing available to view? Worksheet 5: e-tendering >>>

10 0 Please complete either section C or D below, as applicable: 5.c e-tendering (currently in use) To be completed by Partners who are actively using an e-tendering Solution About your solution Which e-tendering solution have you implemented? Does your e-tendering solution have an Authority-wide application? (cross functional) Is your system in-house or externally provided? What is the number of users who regularly use your e-tendering solution?

11 Is the system used for the whole spectrum of council activity? About your tendering What is the approximate number of full time equivalent staff involved in the letting of tenders? What is the approximate number of concurrent contracts in the Authority? What is the approximate annual value of contracts placed by the Authority? About your e-tendering activity Please estimate the percentage of your spend being placed through e-tendering? What is the estimated number of tenders placed through the system per annum? What is the value of the highest tender placed through the system? 5.d e-tendering (not in use) To be completed by Partners who are actively planning to use an e-tendering Solution About your preparation for e-tendering Have you actively considered an e-tendering project (not implemented)? Do you have a scoping document, requirement specification or outline business case available to view? About your tendering What is the approximate number of people involved in the letting of tenders? What is the approximate number of concurrent contracts in the Authority? What is the approximate annual value of contracts placed by the authority? What is the approximate number of offices used in the process? What is the estimated number of tenders let by the Authority per annum? What is the highest tender value let by the Authority? Work Sheet 6: Purchasing Cards >>>

12 0 Please complete either section E or F below, as applicable: 6.e Purchasing Cards (currently in use) To be completed by Partners actively using Purchasing Cards About your use of Purchasing Cards How long have you been using Purchasing Cards? What Purchase Card provider do you use? What is the number of employees using Purchasing Cards? What is the total number of annual Purchasing Card transactions? What is the total annual spend being placed through Purchasing Cards? Do you get sufficient management information from your Purchasing Card software? Details of integration with Back Office systems (if any) What is the amount of full time equivalent staffing required to facilitate back-office integration? What is the percentage of your spend being placed through Purchasing Cards? Have you quantified the benefits which Purchasing Cards have achieved within your Authority? Can you give an indication of the types of expenditure that you are using Purchasing Cards for? 6.f Purchasing Cards (not in use) To be completed by Partners actively planning to use Purchasing Cards About your preparation for the use of Purchasing Cards What actions have you taken in your planning for implementing Purchasing Cards? Do you have a scoping document, requirement specification or outline business case available to view? What benefits do you expect to gain from implementing Purchasing Cards? What are the key factors that will affect your decision to implement Purchasing Cards? Thank you! Please save your changes and the completed questionnaire to ralph.sperring@kingshurst.co.uk