Crown Commercial Service Commercial Contract and Supplier Management Version v1.0 19 Nov 2014...
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Transcript of Crown Commercial Service Commercial Contract and Supplier Management Version v1.0 19 Nov 2014...
Crown Commercial Service
Commercial Contract and Supplier Management
Version v1.019 Nov 2014
Delivering value for the nation through outstanding commercial capability
and quality customer service
2
Mission Statement
Our aim is to ensure that our customers are getting the maximum levels of service and
value from their suppliers whilst also minimising risk.
Busin
ess
need
iden
tifica
tion
Suppl
ier r
elat
ions
hip
man
agem
ent a
nd
nego
tiatio
n
Execu
tion
of
sour
cing
stra
tegy
Mar
ket a
nalys
is
Sourc
ing
stra
tegy
Suppl
ier
iden
tifica
tion
Fina
lisat
ion
of
cont
ract
Contra
ct
man
agem
ent
Goal
High
Low
Time spent on value added activity
Before going to market
ProcurementProcess
Developing requirements that
shape markets and the supply base to
Government
Improving contract and supplier management
capability through application of new
standards and capability
Simplifying process and reducing
turnaround times & supplier bid costs
Before
Contract Management – Part of our DNA
Achieving better results from public funded bids 3
4
Why are we doing it?
Delighted customer
Transparency of performance data
CM portal, with shared
customer interface
Contract savingsRisk management and
business continuity best practice
Benchmarking of costs across contracts and departments
Transition to better value contracts/
frameworks
Standardised and on line
CM resources reducing CM
time
VFM contract variations linked with
organisational priorities
Improved Supplier Performance
Stringent Performance
reporting
MI and best practice sharing
across contracts and
suppliers
Strong SRM and CM links
across SO and categories
CM portal, with shared
customer interface
Benchmarking of costs across contracts and departments
Transition to better value contracts/
frameworks
Standardised and online CM
resources reducing CM
time
Value for money (VFM)
contract variations linked with
organisational priorities
Improved supplier performance
Stringent performance
reporting
Management information (MI)
and best practice sharing
across contracts and
suppliers
Strong supplier relationship
management (SRM) and
contract management
(CM) links across supplier organisations
and categories
5
Contract Managers – Pillar (Tier 1)
Contract Managers – Service Operations (Tiers 2 and 3)
IACCMExpert*
IACCM Expert tbc*
IACCM Expert*
IACCM Expert*
IACCM Expert*
* International Association for Contract and Commercial Management (IACCM) training to Expert Level for Commercial Contract Management and Supplier Relationship Management** IACCM and bespoke courses through Civil Service Learning
IACCMExpert*
Commercial Awareness and Negotiation Training**
Commercial Awareness and Negotiation Training**
AC
TIV
ITIE
S
Review deliverability of the contractual provisions
• Scope• Payment Regime• Key performance
indicators (KPIs)• Operational CM• Customer feedback• Supplier reporting• Governance• Escalation / dispute
resolution• Benchmarking and
VFM• Exit provisions
Before contract award:
Review deliverability of proposals with the supplier
Agree split of roles and responsibilities between customer and supplier
Resource and mobilise CM function
• Budget• Recruitment• Training• Objective-setting
Pre-Procurement
Set up internal CM documents and systems•CM operations manual•CM planner•Contract budget monitoring•Contract change controls •Risk register•Issues log•Lessons learned log•Continuous improvement plans•Repository for contract and procurement documentation (filing system)•Contingency and business continuity plans•Benefits capture•Client meetings and governance structure
Procurement/ Mobilisation of CM
Function
Agree with supplier•Process maps for contracted provision•Customer and supplier roles and responsibilities•Performance monitoring regime and criteria: common understanding of scope, KPIs and reporting requirements•Processes for complaints, escalations and dispute resolution•Triggers for payment and incentive regime •Meetings: governance, agenda, terms of reference•Change control process and forms•Customer satisfaction surveys process•Contingency and continuity plans•Exit plan
Implementation: CM Set Up
• Operational management and administration (3.0)
• Supplier performance monitoring (3.1)
• CM budget monitoring (3.2)
• Change control and benefits realisation (3.3)
• Escalations and disputes (3.4)
• Benchmarking and VFM (3.5)
• Supplier relationship and continuous improvement management (3.6)
• Client relationship management (3.7)
• Risk and business continuity management (3.8)
Exit, Transition & Review
• Finalise and implement the exit plan
• Ensure handover information is captured from supplier
• Conduct soft market testing
• Ensure gathered lessons learned and soft market testing feed into future procurement / re-procurement
Delivery: CM
• Supplier providing maximum provision for minimum cost
• Reduced time input required from the client
• Proactive CM > no need for fire-fighting
• Transition to re-provision
• Market intelligence and previous lessons captured, informing future provision
• Exit plan• Agreed re-
procurement • Updated
specificationOU
TP
UT
S
N.B. ensure these are in place for existing contracts
OU
TC
OM
ES
6
Contract Management (CM) Standards Overview
• Customised CM systems, based on common standard – optimising contractor performance while minimising contract and CM costs
• Common understanding of contracted provision between customer and supplier
• Ability to hold the supplier to account for delivery of contracted provision
• Robust regime for CM governance, performance monitoring and budget control
• CM documentation and systems agreed with supplier
• A fit for purpose contract • A fit for purpose CM
function• Continuity between
procurement to delivery stages
• Signed contract• CM function budget and
scope agreed• CM function in place
• Suite of contract specific CM documentation and systems (as listed above)
• A contract that is fit for purpose, aligned to client organisation priorities and easy to manage
• Robust draft contract documentation
If you have any questions about the CCS contract management team or the use of Contract Management Standards and related documentation please contact:
Vicky Ladizhinskaya
Senior Commercial Manager
Email: [email protected]
Mobile: 07887 830 893
8