Purchasing Strategy

Purchasing Strategy

The following key objectives form the basis of the University’s Purchasing Strategy:
· to support the University’s corporate objectives outlined in the Strategic Plan 2013-2018
· to maintain commitment to effective procurement from all stakeholders at the University
· to operate in accordance with EU purchasing legislation, ethical guidelines and University financial regulations
· to promote procurement practices that contribute to the sustainability of the environment
· to develop the skills of all staff involved in procurement through effective training, development and dissemination of good practice
· to work in collaboration with Purchasing Consortia to ensure opportunities for achieving value for money are maximised
· to develop, where appropriate, relationships with local suppliers for the supply of goods and services
· to maximise the use of procurement management and information systems to develop and implement key performance indicators
· to develop and implement the Purchasing Policy detailing the principles of procurement activities · to create a purchasing procedures manual detailing all aspects of procurement issues from a University perspective

The Purchasing team has key objectives to determine the best use of resources and uses these objectives to improve the following:

Selection – the choice of the most appropriate product for the purpose
· Enable standardisation as far as possible for equipment and consumables.  This needs to be developed in conjunction and agreement with Academic and Support staff
· Ensuring the proper planning and evaluation for the purchase of significant items including business case complete with an analysis of whole life costs
· Include within business planning and Capital bids the cost of replacement and maintenance for future years
· Recognition of the environmental impact of purchasing decisions
· Where possible implement a procedure for trial and evaluation of goods
· Ensuring sufficient time is allowed for the appropriate procurement route

Procurement – ensuring that the products are ordered handled and paid for in the most efficient manner
· Reduce the cost of ordering and low value orders by rationalising the Supplier database, standardising product ranges, aggregating orders and introducing minimum order values or sizes
· Examining the use of purchasing cards in some departments
· Development of Supplier relationships and potential ‘partnerships’ to reduce interface costs and improve operational service and flexibility
· Development of a front-end e-commerce system to enable direct ordering and invoicing with Suppliers (HeEP)

Prices – achieving the best possible price for the goods and services by the use of pre-negotiated contracts or via the skills of the local purchasing team
· Use competition wherever appropriate
· Aggregate demand for products and service over time through effective business planning and co-ordination
· Use of established contracts via HE / GGAT, SCAT, NHS to   eliminate unnecessary duplication of workload
· Maximisation of early discount payments
· Explore how poor supply practices at year end can be avoided through appropriate spending during the year
· Develop local Supplier relationships to help develop local economy

Stock and Usage – availability and reliability of goods and services to negate the need for holding large quantities of stock
· Benchmark the usage patterns of departments in the College to determine how they operate
· Examine causes of significant variations of goods across the College
· Involvement of Audit where appropriate
· Potential for Suppliers to hold contingency stock for UCW to call off when required
· Monitoring high levels of spend or frequent low value orders
· Benchmarking via PGEA analysis from other Colleges and Universities