ITLS6003 Contemporary Procurement

ITLS6003 Contemporary Procurement
2019 Semester 2
Take-home Quiz (30 marks)
1
Objectives of the assessment:

To help students develop dashboard design skills that they can use in a variety of employment
contexts in procurement and supply chain management. This is a comment from a student
who took ITLS6003 recently: “
Personally, I found the course very useful in my day to day work
and I could implement the excel dashboard skills to develop KPI dashboard for Warehouse
Employee’s efficiency
.”
To help students increase their understanding of strategic and operational issues in
procurement through reflection on the use of the tool for generating specific managerial
insights

Key dates:
Your UoS outline provides the following dates:
Please note the following change in closing date due to campus-wide ICT infrastructure failures in
Week 4 and impact from similar unforeseeable incidents on those of you who will be working on
the assessment in H69/H70 labs:
Due Date: 17:00, 22-Sep-2019 (as shown in UoS outline)
Submission links will be available on Canvas from: 9 am, 22-Sep-2019
New Closing Date: 17:00, 11-Oct-2019
For those finishing early, you are welcome to submit the dashboard and the Word document by 22-
Sep-2019. But no penalties will apply for submission by the 11
th of October.
Tutor consultation and feedback dates for the take-home quiz:

Date Time Location
Sunday, 15 September 2019 9:00 – 12:00 H69 Computer Lab 1
Sunday, 22 September 2019 9:00 – 12:00 H69 Computer Lab 4
Friday, 27 September 2019 18:00 – 21:00 ABS Interactive Learning Studio 1090
Friday, 4 October, 2019 18:00 – 21:00 H69 Computer Lab 1

ITLS6003 Contemporary Procurement
2019 Semester 2
Take-home Quiz (30 marks)
2
Assumed knowledge for the Take-home Quiz:

ITLS6003: Lecture slides, exercises, readings and videos provided from Week 2 to Week 7.
ITLS5200 (co-requisite unit): Content on forecasting. If you have not taken the unit, knowledge of
forecasting related functions in Excel should be enough.

Take-home Quiz Case Description:
Canterbury City Council (CCC, https://www.canterbury.gov.uk/) is the district council for Canterbury,
Herne Bay and Whitstable, and 24 local villages in Kent County in the UK. They are responsible for
delivering more than 70 services to residents, businesses and visitors. Services include waste
collection, planning, culture and leisure facilities, open spaces, parking, street cleaning and regulatory
functions such as environmental health, licensing, council tax and business rate collection. Kent
County Council is responsible for education, highways, social services and libraries. Increasingly their
work is delivered in partnership with others. They have shared service arrangements with their
neighbouring councils in Dover and Thanet to run their contact centre, ICT and revenues and benefits
services. Housing is another example, delivered by East Kent Housing. Services such as leisure centres
and waste collection are carried out by external providers on behalf of CCC. They manage the contract
arrangements and work closely with service providers to ensure they meet the required performance
standards.
Procurement of supplies, works and services are regulated by the constitution, by financial regulations
and contract standing orders (the corporate regulatory framework). Within departments, these
requirements are embodied in office instructions and other procedure notes designed to provide
guidance to staff who are involved in day-to-day procurement decisions. The council operates a mainly
decentralised and devolved structure. Departments are empowered to act independently in the
interests of those they serve. There are examples of central purchasing through a lead department for
goods and services used across the Council for example: office supplies, IT purchasing, central vehicle
leasing and electrical equipment. CCC is continuing to research other sources of supply for commonly
used items to achieve best price and efficiencies in purchasing by using other public sector contracts
open to it. Where there are significant risks in procurement such as in construction and strategic
services such as maintenance, CCC uses a system of supplier vetting. Since 1 April 2006 this has been
in partnership with Constructionline, the government sponsored national supplier accreditation body
and CHAS (Contractors Health and Safety). While many public bodies insist on detailed prequalification
questionnaires (PQQ’s), CCC only requires a very short PQQ from accredited contractors thus reducing
the bureaucracy in trying to obtain work. CCC will be developing this further for other types of
suppliers.

ITLS6003 Contemporary Procurement
2019 Semester 2
Take-home Quiz (30 marks)
3
The decentralised nature of procurement makes it difficult to ensure good practice across the whole
of the organisation as communication and training needs are more extensive than under a centralised
arrangement. To secure a robust procedure for its high-risk procurements CCC will be developing a
“Gateway” process to ensure that member approval / notification exists at key stages of the
procurement process as has been used for the Marlowe Theatre development. CCC recognises that
the cost of procurement includes not only the cost paid for goods and services but also the associated
transaction costs of placing orders and processing related invoices. National studies suggest a figure
of £45 for start to end processing for an order so CCC will continue to work towards reducing the
percentage of low value invoices or ensuring that electronic means are used where appropriate. Use
of purchasing cards for low value and ad hoc purchases will continue to be promoted. The overall aim
of these actions is to achieve economies though a better balance between obtaining a lower price and
other procurement costs.
Organisations interested in doing business with CCC need to register via the Kent Business Portal. All
tenders over £10,000 are advertised on the site. For contracts under £10,000 and other small
goods and services, CCC uses existing suppliers or identify relevant companies. Contracts above a
certain financial limit are ruled by European procurement directives as shown here:
https://www.canterbury.gov.uk/info/20037/opportunities_and_working_with_us/47/tender_and_p
rocurement_opportunities
CCC’s statement of accounts and annual governance statements are available here:
https://www.canterbury.gov.uk/downloads/20003/budgets_and_transparency
You have recently been hired as an analyst by the procurement team at the Canterbury City Council,
UK. Your supervisor has assigned you the task of developing a dashboard for managing the Council’s
procurement spend and identifying opportunities for generating savings.
You have been provided the data in the following format to help you design your dashboard:
Procurement spend over £5,000 using purchase orders from October 2014 to July 2019
(filenames in the form [Month]_[Year]_Cards.csv, e.g., January_2019_Orders.csv)
Procurement spend on corporate cards (when there is no formal contract in place) using
from October 2014 to July 2019 (filenames in the form [Month]_[Year]_Cards.csv, e.g.,
January_2019_Cards.csv)
Contract register data for tenders over £10,000 (filename: Contracts Register Data (End Date
Oct 2014 or Later).xlsx ).
You have been advised to expect data quality issues and to deal with them as appropriate based on
skills you have gained as part of the degree program from which you have recently graduated.
See next page for the expected deliverables.

ITLS6003 Contemporary Procurement
2019 Semester 2
Take-home Quiz (30 marks)
4

Expected deliverables for this assessment:
A. An Excel-based dashboard including the following:
(i) All features demonstrated in class – slicers, drop-down lists, tabs and conditional
formatting
(ii) Spend forecasting capabilities based on skills you have acquired in ITLS5200 which
is a co-requisite for this unit.
(iii) Integration of spend data with related contract register data
B. A Word document (use the template provided) explaining the following:
(i) Data quality/adequacy issues identified and how they were/could be addressed –
5 marks
(ii) The purpose for which each of the following features has been used – slicers,
drop-down lists, tabs and conditional formatting (include screenshots) –
10 marks
(iii) Five key insights for management from the spend data and associated contract
register data (include screenshots) –
10 marks
(iv) Two applications of forecasting skills (include screenshots) – 5 marks

 

Please follow and like us:
error