Transcript No Slide Title

e-Contract Management
Guidance project
Peter Duschinsky, Project Manager
James Johnston, Consultant
The Imaginist Company
Agenda
eContract Management Systems
in practice
1. Introduction and a summary of our current findings
2. Case studies:
– Deborah McNulty, Gateshead Council and NEPO
– Andrew Maisey, Torfaen County BC and Welsh Purchasing
Consortium
3. Panel discussion
Introduction
• e-Contract Management represents the single area of eProcurement that has yet to be addressed by NePP
• Whilst much effort is put into preparing for procurement
and the tender/buying cycle, contracts are often poorly
managed, leading to legal, financial and underperformance problems
• e-CM allows a more proactive control and consistent
approach to the procurement process
• The introduction of the National Procurement Strategy and
the Gershon Efficiency review has elevated e-CM higher
up the local government agenda
Scope of e-CM guidance project
•
Establish guidance so that local authorities can access
practical support and relevant information on ECM solutions
•
Provide an understanding of technical solutions and estimated
costs
•
Deliver comprehensive, structured and easy to use guidance
•
Open dialogue with Procurement practitioners in local
government to determine the type of service and assistance
required
About us
•
The Imaginist Company is a leading independent consultancy
specialising in helping public sector organisations change and
adopt modern systems to realise the benefits of e-government
•
We have led best practice for local authority e-procurement over
the past 5 years:
– We delivered the NePP Supplier Adoption strand and have an excellent
track record in the development of best practice guidance and case
studies
– We have worked with a number of collaborative groups of LAs to help
them plan and implement e-procurement
– We have assisted over 100 LAs, including 50 as part of the NePP Support
for Authorities project - with very positive results
Phase 1: Research
•
Definitions
•
Consult Regional Centres of Excellence (RCEs)
•
Consult and seek detailed information from eCMS solution
providers
•
Consult IDeA, OGC etc
•
Develop functional comparison database
•
Report progress at NePP Conference
Phase 2: Development of Materials
•
Comprehensive and practical ‘how to’ guide, to include:
– Definitions and how eCMS tools can complement other e-procurement
solutions e.g. e-sourcing, e-tendering
– The benefits of e-CMS and how e-CMS adds value to the procurement
process
– Useful tips/lessons learned for successful implementation
– Advice on suitability of e-CMS for different types of authority and groups of
authority
– Specific advice on collaborative implementation of eCMS
– Solution provider contacts and reference points
Phase 2: Development of Materials
•
Technical review of eCMS solutions being used by local
authorities, including:
– Comparative functionality chart
– Compliance to standards, integration capability, scope for future interoperability
•
3 case studies, showing how e-CMS added real value
•
Model eCMS project implementation plan
•
Collaborative implementation map
•
Costing models and business case template
Initial findings - 1
•
Huge potential for savings – but double counting is rife!
•
There is little understanding of the capabilities of e-CMS and
even less activity - it has been difficult to identify real examples
of eCMS implementation that have moved beyond the initial
stages
 Part of the problem is that there is no clear understanding of
where e-CMS starts and finishes re e-Sourcing
 The main misconception is that e-CMS is positioned to start
after the contract has been signed – the focus is almost always
on implementing e-tendering
Initial findings - 2
 e-Tendering automates highly visible manual processes in use
in all authorities - eCMS is more difficult to justify as contract
management is not currently being fully enforced
 Fewer than 15% of authorities have a complete contract register
which is a key building block for good contract management
 RCEs see eCMS as a critical element in collaborative eProcurement and some, including Y&HCE, NEPO, are actively
addressing the issue
Initial findings - 3
•
eCMS solutions on the market are, in the main,
enhancements to existing Portal and Tendering applications
•
Different solutions offer different benefits eg risk
management
•
Provision for relationship management will probably be one
of the key differentors when building the functional
comparison chart
Positioning eCMS
Collaborative stakeholders
Buyers
e-Contract
Management
Suppliers
FMS, operational & legacy systems
Case study presentations
•
Deborah McNulty
Gateshead Council and NEPO
implementing the Due North system
•
Andrew Maisey
Torfaen County BC and Welsh Purchasing Consortium
implementing the Alito system
Panel discussion - key questions
• What do we mean by CMS?
• What are the benefits of good contract management?
• Who is implementing eCMS?
• What are the barriers and how do we overcome them?