Procurement Stakeholder Communications Strategy
To be reviewed July 2015
Communications Strategy Principles
Purpose
Procurement’s vision is to support the University, to maximise the contribution that
procurement makes to the University’s expenditure in teaching and research, so that the
University can deliver more with the funds that they have available. This Stakeholder Communications Strategy ensures that all identified key stakeholders are aware of the role
that Procurement can provide and how this key information will be distributed.
Overview
This communication strategy will support the objectives and the delivery of the University’s
Procurement Strategy.
Stakeholders
Procurement’s stakeholder community consists mainly of the key University departments
and the buyers in these departments. Other stakeholder groups are included in the following
list:

Buyers of key/strategic procurements
o
Estates
o
Facilities Management
o
IT
o
Marketing
o
People Services
o
School of Engineering and Built Environment
o
School of Health and Life Sciences
o
Glasgow School of Business and Society
o
Finance
o
Executive

Buyers of routine procurements

Other Universities and Colleges

APUC

Other Public Bodies

o
Universities Scotland
o
Scottish Funding Council
o
Scottish Government
Suppliers
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Objective and Deliverables

Target the right people with the right information at the right time.

Raise Procurement’s profile and build relationships with key stakeholders through
regular and targeted communications

Provide mechanisms for Procurement to listen, understand stakeholders needs and
implement improvement

Produce information updates to appropriate stakeholders groups through SharePoint,
the Procurement website and other channels as appropriate.

Achieve consistency in communications by focusing on Procurement’s key messages.

Project an appropriate image of Procurement as being a client-focused support function
through consistent communications.
Engagement Model
Procurement will work openly and positively with all stakeholder groups to deliver a
Procurement service that supports the activities of the University now and in the future.
As routine, we propose to introduce the following:

Information on the internal University portal (GCYOU) that outlines the Procurement
Journey for University Staff authorised to procure

A SharePoint site that allows the secure distribution of agreement details to relevant
University staff within identified stakeholders groups

A discussion board facility within SharePoint that will encourage the flow of information
between key University stakeholders and Procurement

The placement of a Procurement Manager in Estates/Facilities Management

A Contract Management Process for all key contracted suppliers

An updated external website that outlines to suppliers how to do business with the
University

Quarterly meetings with key contacts in the University Stakeholder Groups

A feedback process with suppliers and internal evaluators at the end of each
procurement process to support continuous improvement

An annual feedback process with University staff and suppliers
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Key Measures

Encourage compliance with procurement procedures and processes

Increase the University’s utilisation of collaborative agreements

Facilitate cross functional collaboration

Facilitate collaboration with other Universities and Colleges

Improve engagement with and management of supplier relations

Develop and continuously improve procurement skills, capability and capacity

Continuous improvement and identification of areas of opportunity for development
identified through the PCA process
Stakeholder Groups
Stakeholder Group
Buyers of key/strategic
procurements
Buyers of routine
procurements
Stakeholder
Type
Commentary
Primary
Heads or key staff in
University
departments
Primary
Departmental
administrative
contacts
‒
APUC
Secondary
APUC
Category/Contract
Manager(s)
‒
eSolutions staff
‒
APUC Chief
Executive
Proposed
communication
‒
GCYOU
‒
SharePoint
‒
Quarterly Meetings
‒
GCYOU
‒
SharePoint
‒
Ad-hoc
communications
‒
Contract
Management
review meetings
Contracted Suppliers
Secondary
Account/Contract
Managers
Other Universities and
Colleges
Tertiary
Heads of
Procurement
‒
Ad-hoc
communications
Other Public Sector
Bodies
Tertiary
Representatives of
these bodies
‒
Ad hoc
communications
Potential Suppliers
Tertiary
Sales representatives
‒
Ad-hoc
communications
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