Procurement Transformation Programme Working for Scotland s Patients. November

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1 Procurement Transformation Programme Working for Scotland s Patients November 2017 procurement.transformation@nhs.net

2 Procurement Transformation Programme Working for Scotland s Patients Alison Brown Programme Director procurement.transformation@nhs.net

3 NHS Scotland PTP Working for Scotland s patients The Procurement Transformation Programme will create an innovative and dynamic service for NHS Scotland. With patient care at the heart of its purpose and vision, the programme will identify clinical opportunities to reduce variation, obtain best value and offer the same quality products used in patient care wherever you are in Scotland. procurement.transformation@nhs.net

4 NHS Scotland PTP Working for Scotland s patients Outline and Key Objectives 2 year programme sponsored by NHSS Chief Executives Functionalise Procurement across NHSS NHS Scotland Savings Target 17/18 NHSS 47.5m Value Variation Volume procurement.transformation@nhs.net

5 Aims of the Programme Single Governance Agreed National Savings Target One Procurement Function Managed 2.5b spend Single eprocurement Systems Resources aligned to National Work plan

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7 We are here to collaborate

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9 The Napier Model

10 Technology & Information Commercial Procurement Transformation Programme Phase I + 3months +6months +9months 12 months Resource requirements identified and agreed. Requirements definition and options analysis Scoping of system changes required Key Tendering Projects agreed Definition and scope and agreement of SOPs Systems, Tendering, Data definition, ecr, CCM, Procurement Journey Review SOPs and Best Practices Solutions design Benefits realisation Configuration of Systems to support Single Ways of Working. Standing data review Defining and agree Governance arrangements First draft of the NHSS work plan & Delivered Savings Plan Data Development Team Work plan publication and implementation Identify gaps in current CDW Creation of SOPs Build and test Transition to BAU Compliance Measurement Benefits realisation 1m (from GAP & Benchmarking) CDW Changes to support Single Ways of Working Opportunties identified Identify reporting specifcations Benefits realisation 5m (from GAP & Benchmarking) Phase 1 reports Seamless eprocurement Technology Infrastructure in Place Skills Gap Analyis Single Way of Working and realisation of Benefits Phase 2 reports Development of MI portal Opportunties identified Opportunties identified Training plan Implementation Phase 1 Single Ways of Working Delivery of 47.5m savings Single Procurement MI Portal Training plan Implementation Phase 2 Identify Resource and Skills required Appropriately skilled and flexible workforce Training plan Implementation Phase 3 Prioristise Training Plan Governance & Reporting People & Skills

11 ONE PROCUREMENT SERVICE FOR NHS SCOTLAND Delivering a consistent approach for NHS Scotland

12 THE STORY SO FAR Single national work plan information largely gathered where it exists. Challenges: filling in gaps where no detailed HB plan exists. Scheduled first draft issue: 31 st October. Governance structure no objections to early proposals, concern lies in cross border working practicalities. Operational delivery will be around regional constructs as they emerge.

13 In year 2 of the programme devolved areas will be brought into the Procurement Service such as Estates and Facilities. Programme is developing processes that can be adopted by all procuring on behalf of NHSS. We need support of all stakeholders and those in devolved areas carrying out procurement to ensure success of programme going forward and all needs are met.

14 Procurement Transformation Programme Working for Scotland s Patients David Taggart SMART Win Lead procurement.transformation@nhs.net

15 Commercial Work Stream Our representatives from across all over Scotland are working to ensure commercial processes and systems are consistent across Scotland. The goal is to ensure we create a procurement landscape with systems and processes which will allow us to deliver maximum value and benefit to our patients whilst maximising the effectiveness our NHS Scotland s Procurement Community Gordon Beattie Procurement Transformation Programme Commercial Work stream Lead

16 National Work plan

17 ross Border Working

18 Category Towers

19 Cradle to Grave

20 Standard Procurement SFI s

21 NHSS Procurement KPI s

22 Technology Work Stream We are working on the development and implementation of single procurement systems which will allow us to efficiently manage and make changes once without the need for HBs to commit duplication of resource. Lindsay Robertson Procurement Transformation Programme Technology work stream Lead

23 Single Systems Scoping of changes required Solution design and configuration BAU service design Phase 1 Single PECOS

24 Catalogue Management Catalogue strategy Catalogue and contract data review Best practice processes and workflows embedded Collaborative sharing & delivery of catalogues via efficient CMS

25 Management Information Identify reporting gaps and KPI requirements Prioritisation and Opportunity Identification Development of reporting suite Single Procurement MI Portal We have a Head of Management Information, but we don t know who it is because we cannot locate their file

26 GS1 Stock Management Pilots Set up Governance structure Identification of potential suppliers and participating Boards Commence pilot review benefits and calculate ROI Improvements in Patient Safety & Supply Chain Efficiency

27 People and Skills Work Stream We need to create opportunities for training and development that support a consistent approach to procurement and provides development opportunities and career for our procurement staff. Steven Sharp Procurement Transformation Programme People and Skills work stream Lead

28 Re-Focus of resource to support single procurement structure Appropriate skills levels to support One Procurement Function

29 Cross border resource pool to support delivery of NHS Scotland work plan NHS Scotland Procurement Training Plan

30 Career Development Structure Training Standards, Systems and Structures (Procurement Academy)

31 SMART Wins Work Stream We are working on the delivery of savings and benefits which can be delivered in programme to support the development of the other work streams. David Taggart Procurement Transformation Programme SMART WINS work stream Lead

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37 Procurement Transformation Programme Working for Scotland s Patients That s Great but what does it mean for me procurement.transformation@nhs.net

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39 Procurement Professional 50K Challenge 2017/18. The purpose of the challenge is to encourage and promote savings, addition to those on local and national work plans, through challenging those carrying out operational procurement to push the envelope to deliver savings for items not on Contract.

40 National Re-use Portal

41 Demand Side Reduction

42 Trade Materials

43 NHS Scotland National Procurement Thresholds 2017 Review of SFIs in relation to HB procurement thresholds Procedure Process No requirement Procurement Journey Single Quote Verbal, Letter or Two Quote Verbal, Letter or Supplies and Services Three Quote Verbal, Letter or One Quote - PCS Quick Quote Value Limit Range ( ) 500 to 15, ,000 to 15, ,000 to 10, ,000 to 50, ,000 1 Two Quote - PCS Quick Quote 25, to 50, Three Quote - PCS Quick Quote Three Comp Tender Three Comp Tender - PCS Web Portal Advertised through OJEU Single Source 3 Quote 1 4 Quotes PCS 1 Tender 2 Route 1 Route 1 (quick Quotes) Route 2 10,000 to 250, ,000 to 106, ,000 1 No. HBs 2, , , , Works 2, , , , The Contracting Authority select suppliers to bid 2 The Contracting authority advertise their requirement openly and all suppliers have a right to express an interest. Where the requirement is recurring then the total estimated contract value or 48 times the Four Comp Tender monthly expenditure should be used to identify the correct Threshold procedure values to follow. 21 1

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46 Questions or