Procurement & Contract Management Programs

Procurement is primarily concerned with securing goods, services and works while contract management is concerned with the continuous review and management of the contractual terms and/or service level agreement secured through the procurement process to ensure the outcomes agreed are actually delivered by suppliers or partners. The process spans the whole cycle, from the identification of needs through to the end of a service or the end of the useful life of an asset and its disposal. Efficient procurement and contract management are at the heart of a productive economy.

The course is intended to provide participants with an understanding of:

  • The core principles of procurement management knowledge 
  • Procurement planning and contract management activities such as: specifying accurate and manageable contract scopes, developing effective terms and conditions, choosing the right contract type, selecting the best value contractor, packaging change orders and avoiding claims while obtaining high performance.

Courses

1.Public Procurement Training

a) Course Overview

The work of public procurement is no longer a clerical function performed independently by various people throughout different agencies or departments within a government entity. This training provides an overview of the ever-changing profession by identifying fundamental concepts that affect procurement in the public sector. Practical examples, discussion, group exercises and case studies will be used throughout the course

b) Programme Aim

The aim of this course is to provide participants with:

  • A clear understanding of the principles of effective public procurement, the generic procurement process and the role of corporate and transactional procurement
  • The capability to plan, implement and evaluate a sourcing process appropriate to the value/risk of the category being procured
  • Knowledge of what rules and procedures govern public procurement – and why they exist

c) Target Group

  • This course is designed for those working in the public sector interested in gaining a comprehensive overview of public procurement and in obtaining a professional certification and accreditation with public procurement
  • Any government employee who has delegated authority to purchase goods and services on behalf of the government should take advantage of this training.

d) Learning Objectives

Upon successful completion of this course participants will be able to:

  • Describe the roles, organization and functions of public procurement
  • Explain the steps in the procurement cycle and the stakeholder relationships inherent in each step
  • Demonstrate how public procurement adds value to the delivery of public services
  • Describe the cultural, social, political, economic and legal environments that impact public procurement
  • Demonstrate the importance of ethics and professionalism in public procurement

e) Prerequisites

There are no prerequisites for this class. Successful participants may either be new to the profession with less than one year of experience or be employed in various positions within the government.

f) Course Topic

  • The principles of UN and public procurement
  • Procurement planning and strategy
  • Procurement practices and processes
  • Risk assessment and management
  • Engaging and managing stakeholders
  • Writing specifications and terms of reference
  • Selection of methods (RFQ, ITB and RFP)
  • Preparation of solicitation documents
  • Sourcing of suppliers and advertisement
  • Bid receipt and opening
  • Evaluating bids and proposals
  • Contract approval process
  • Committee submissions and approvals
  • Contract award and management
  • Contract management terms and skills
  • Performance monitoring
  • Dispute management
  • Ethics and integrity in procurement

g) Learning Outcomes

 By the end of the programme, participants will be able to:

  • Describe the principles of effective procurement, the UN procurement process, and the role of procurement strategy
  • Understand the activities associated with effective procurement projects
  • Conduct procurement planning and stakeholder management
  • Write specifications and effective terms of reference (TOR)
  • Choose appropriate procurement methods (RFQ, ITB, RFP)
  • Select advertisement method and type of competition
  • Understand do’s and don’ts when drafting bidding documents
  • Invite and evaluate bids and proposals
  • Practice ethics and integrity in procurement
  • Understand what rules and procedures apply to UN and public procurement
  • Appreciate the relevance of these rules and understand why they exist

2. Contract Management

a) Overview

Effective contract and vendor management skills can ensure project success, speed, and performance, and reduce risks and cost along the way. Without question, vendors and contractors are important members of project teams. In fact, project success is quite often tied directly to the timely production of their deliverables or solutions. Yet, one of the greatest risks to any project is the introduction of vendors and contractors. Managing these important resources is critical.

This course provides the tools and techniques necessary to assist delegates in selecting, contracting and controlling their vendors and contractors.

b) Target Group

  • Legal & Contracting Department Professionals
  • Procurement Departments & Professionals
  • Supply Chain Professionals

c) Objectives

  • Discover the key aspects of managing contract
  • Develop a better understanding of contract preparation
  • Identify the basic elements of contracting
  • Discuss the steps involved in contracting procedures
  • Contracting strategy including pricing
  • Select contractors more efficiently
  • Recognize and practice the tendering principles and process
  • Manage your contracts more effectively
  • Discover how to obtain better performance and relationships with contractors and suppliers

d) Course content

  • Introduction and scope of contract management
  • Preparing the business case and securing management approval
  • Developing contract strategy
  • Risk Assessment
  • Developing contract exit strategy
  • Developing a contract management plan
  • Drafting specifications and requirements
  • Establishing the form of contract
  • Contents of contracts
  • The final 5 steps in the pre-award process
  • Downstream or post-award activities
  • Contract closure

3. Supply Chain Management

a) Overview

The workshop will provide a clear framework for understanding supply chain theory, operations and how these are applied practically. The delegates will gain a solid grounding in supply chain management and will explore the essential concepts, real-life examples and best practices of supply chain management.

b) Target Group

  • Supply Chain Departments & Professionals
  • Procurement Departments & Professionals

c) Objectives

  • Understand supply chain management principles
  • Know how to map the supply chain network
  • Learn what are the driving process improvements
  • Know to balance cost and value
  • Learn how to organize processes with the SCOR framework
  • Know how to manage procurement and purchasing cycle
  • Analyze and address procurement risks
  • Integrate warehousing and inventory management processes
  • Build and manage supply chain team
  • Understand supply chain software where each type fits into your supply chain
  • Know how to develop supply chain metrics

d) Course content

  • Understand supply chain
  • How the supply chain works
  • Optimizing supply chain
  • Managing supply chain process
  • Planning the supply chain
  • Purchasing and procurement
  • Enabling supply chain
  • Manage supply chain software
  • Digital supply chain
  • Managing supply chain

e) Course Benefits

By the end of the workshop, participants will have a clearer understanding of the following:

  • Possess the skills to confidently manage their contracts and work with them to build effective relationships.
  • Establish effective governance structures to manage contracts and supplier relationships
  • Assess supplier performance and develop action plans to deliver contractual performance and agreed improvements
  • Assess and manage key supplier risks within the contract delivery phase
  • Actively manage supplier relationships
  • Develop performance measures and Service Level Agreements
  • Monitor contracts and measure supplier performance
  • Use rights, remedies and controls to manage and deal with non-performance
  • Developing contingency plans, manage risk and business continuity

 

4. Strategic Purchasing & Supply Management

Overview

This interactive training course leads delegates through the development and implementation of carefully crafted strategies for the acquisition of all goods, parts, equipment, and services. This is a critical issue for all organizations wishing to reduce operating costs while improving quality and productivity.

This training course explores key concepts of Strategic Cost/Price Analysis, Value Analysis and Total Cost of Ownership that will move today’s supply management organization to the strategic focus needed to achieve world-class performance. Organisations sticking to outdated procedural and tactical approaches will be outcompeted by leading organisations utilising the latest approaches and techniques to ensure that their supplier base matches their ambitions.

This training course will feature:

  • Setting strategies for world-class procurement
  • Maximising value for money
  • Options for International supply chain sourcing
  • Improving profitability by controlling total costs
  • Understanding and managing the supplier pricing model

Target groups

  • Purchasing, Procurement, Contracts, Contract Administration, Projects personnel
  • All others who are involved in the planning, evaluation, preparation and management of purchasing and contracts that cover the acquisition of materials, parts, equipment, and services, and who are in organizations whose leadership want high levels of excellence in those involved in these activities

Duration

  • 1 week

5. e-Procurement Management

Overview

E-procurement systems, applications designed to allow businesses to use the Internet in order to acquire the necessary goods and services, are not all created equal. The term itself is quite broad and actually includes several varieties of applications. Part of a successful implementation involves choosing the appropriate application.

The technology is designed to centralise and automate interactions between an organisation, customers, and other value chain partners to improve the speed and efficiency of procurement practices.

It boasts a suite of innovative features – all designed to bolster the efficiency, effectiveness and total cost of procurement.

Target groups

  • Professionals in Purchasing
  • Procurement and Supply Management
  • Operations and Finance
  • All those interested in the development and implementation of an e-procurement system

Duration

  • 1 week

6. Tendering, Procurement, & Negotiation Skills

Overview

This course explores the process of identifying, selecting and negotiating with the suppliers that will help your organisation to be successful.  No organisation can be successful without appointing the best suppliers and ensuring that contractual agreements maximise value for money. By applying the right processes for selecting suppliers, costs will be controlled, quality will improve and organisational efficiency will increase.

Suppliers will seek to optimise their return and need to be engaged in a way that ensures an appropriate relationship for the short and long term. Having the right knowledge and skills in tendering, procurement and negotiation is essential for any organisation to be successful, and requires appropriate planning and preparation rather than luck and optimism.

Target groups

  • Contracts, Purchasing, and Project Personnel
  • Procurement Personnel who are responsible for negotiations
  • All others who are involved in the planning, evaluation, preparation and management of tenders and specifications that cover the acquisition of materials, equipment, and services and who are in organizations whose leadership want high levels of competency in those involved in these activities

Duration

  • 1 week