Procurement Training Strategy: November 2014
Background
Procurement has currently trained in excess of 220 people (including new supplier form training) across
its current training portfolio and is now looking to invigorate the supported learning offered to
University staff.
From feedback received we have refreshed the course portfolio we offer, to both attract new attendees
and offer support to staff that have already attended and are putting their learning into action.
A number of electronic/web-based training modules are accessible to those involved in
purchasing/procurement. The strategy recognises that such training can be used to supplement inhouse courses where time is limited or lack of numbers makes courses impractical to run (Appendix 1
below).
On-line/web-based procurement training provides an opportunity for individuals to learn at their own
pace: in a structured way. Procurement is, perhaps, uniquely placed to deliver a range of training,
made available to the university, from other sources. This is testament to the rising importance of
procurement in achieving best value.
Plan Overview
Procurement training delivered through the Procurement Team, will be
split into the four main streams below (supported by further
supplementary streams): all of which are aimed at giving trainees a structured procurement training
experience. Each strand will allow trainees to select different training options dependent on the
amount of time they have, the amount of procurement exposure they will have and the depth at which
they need to cover the subject.
Stream 1 – Formal ‘How to’ 3 hour sessions
These sessions will continue in the current format offering in-depth and interactive sessions that go
into a greater level of detail in each of the 3 elements of the Procurement cycle (Prepare, Compete,
and Contract and Manage). The feedback is that this remains important for those that are becoming
increasingly involved and with a mind to the changes to the reporting of purchasing officers as part of
Future Finance.
The only change to this stream will be that courses will now be arranged on a ‘waiting list’ basis, with
the course only running formally when there are 4 confirmed attendees.
The courses can also be run on an ad-hoc basis if necessary, for example if a specific session was
required in a College Purchasing team.
To ensure nobody is lost, we will review the attendance list monthly and contact people who have
been on the list for 3 months to discuss a solution.
Procurement Training Strategy: November 2014
Stream 2 – Bite-size Workshops (1 hour)
These sessions will follow the same main topic structure as the above ‘How to’ sessions in that they
will be grouped using the Procurement cycle (Prepare, Compete, Contract, and Manage) but will take
the form of a concentrated Q&A workshop session.
Procurement sees these as the perfect place for both existing and new Purchasing staff to come and
discuss procurement practise in a small group situation where specific user driven issues can be
discussed. Effectively allowing people who have undertaken the above ‘How to’ courses to come back
and discuss how they have implemented their learning in a supported environment. An example
might be a discussion around output specification writing under the Prepare titled workshop.
These workshops will be arranged on a ‘waiting list’ basis, with the workshop only running formally
when there are 4 confirmed attendees.
An example of the text entered onto TRENT could be:
Contract & Manage Bite-size Workshop
An opportunity for staff actively practising purchasing processes to discuss processes and best practise
in a structured manner with Procurement professionals.
We would like you to bring your own topics to the session so that you get most benefit from the
session, as an example of the areas covered under the Contract & Manage area please see below:
o
o
o
o
o
Supplier debriefs,
How you monitor KPI’s,
Supplier performance review (both poor and good),
Managing user expectation,
How to use supplier management information in your next
tender.
To ensure nobody is lost, we will review the attendance list monthly and contact people who have
been on the list for 3 months to discuss a solution.
Stream 3 – Drop in Sessions
These sessions will run on a fixed bi-monthly basis and be purely for drop-in queries (in the same vain
as the T4 drop in sessions) allowing all staff to ‘drop-in’ with any non-specific queries they may have.
Sessions would be staffed by central procurement staff (where possible these will include pockets of
good practice from other areas such as UEMS and CLES) and promoted via email using the same
channels as the T4 sessions. These sessions would be subject to review dependant on the level of
interest in them.
Stream 4 – Internal eLearning
The ELE Moodle developed by the Procurement Team will continue to be offered in its current format;
access to this on-line course is by this link. To register all that is needed is the name and email of the
person(s) to enrol. It usual takes a round a day for registration and a set of guidance notes will be
made available during that time.
Procurement Training Strategy: November 2014
Please note this plan does not look to change the Introduction to Procurement course as this has
proved to be well attended and successful to those new to the purchasing function. Additional external
online learning is also offered but on a case by case basis (Appendix A). It is intended to continue to use
a range of methods including HR reporting and Finance Services induction packs to contact potential
attendees a (sometimes through the named Induction Coordinator).
It is intended that the strategy will be reviewed in line with the feedback and success of the new
arrangements.
Dave Burchill
1st November 2014
Procurement Training Strategy: November 2014
Appendix 1: Diagrammatical Training Plan
Procurement Training Strategy: November 2014
Appendix 2: Supplementary Training
There are a number of opportunities for on-line/web-based procurement training which could be of
real benefit to the team and all those that are interested in building their procurement knowledge;
either individually or within respective teams.
1. HEPA: Procurement Academy - access to these on-line courses is by this link [username: uniexe;
password: Uoe1234$]. The Higher Education Procurement Academy (HEPA) has worked with the City
of Glasgow College to develop a series of online learning courses, specifically aimed at procurement.
These courses look a great, cost effective way to develop the skills of a procurement team and staff
who are not part of the central team, but who have procurement in their role. The courses cover:
1. Introduction to HE procurement
2. Legislative Changes – the Bribery Act
3. Supplier Due Diligence & Risk Management
4. Cost Modelling
5. Spend Analysis - graphs to max/impact findings
To find out more about each one and see some sample images, visit the Course Outlines page. These
are designed more for those working in procurement teams but may be useful to include in any
planned programme of training across skill levels.
The University has purchased a 12 month licence for all five courses: the licence is for the whole
institution which allows any number of your respective individuals/teams to access the tool. You will
need the four digit enrolment code for each course. Please contact the following for the key to access.
Bob Valentine, Procurement Manager, Room 265 Northcote House, University of Exeter, EX4 4QJ
Tel No: 01392 726117; Email: R.Valentine@exeter.ac.uk; Web:
http://www.exeter.ac.uk/finance/procurement/
2. CCS: ELearning - access to this on-line is by this link. The Crown Commercial Service (CCS) is
providing EU Procurement Directives training via E-Learning which will be available through the CCS
Learning Hub portal. It is recommended that everyone who wishes to registers for this E-Learning
suite.
3. Other Opportunities – Bespoke training is available from a number of external bodies and
individuals should speak directly to Procurement Services to discuss their needs.
4. CIPS (Chartered Institute of Purchasing and Supply) Training – Each formally identified individual
will, after consultation with the Head of Procurement) be enrolled on a formal training route through
the CIPS qualification (Link). Students will be assigned a mentor throughout their studies via the
Finance Services mentors register system.
A mentor will be assigned to each person undertaking CIPS training. This will often be the supervisor
or manager, but may be someone else if more practicable or appropriate. Funding for professional
(CIPS) training must be planned in annual budgets.
On-line/web-based procurement training provides an opportunity for individuals to learn at their own
pace: in a structured way. Procurement is, perhaps, uniquely placed to deliver a range of training made
available to the university form other sources. This is testament to the rising importance of
procurement to achieving best value.