Procurement management in every institution is driven by a single overarching policy: to achieve the best value for money while minimising risk. The following normally need to be clarified by a policy which should always be signed off by the procurement board or equivalent decision-making function:
Areas of responsibility for governors, the principal, the procurement champion, director of finance, procurement liaison officer, budget holders and general staff
Value for money, quality and service agreements, risk management
Ethical standards such as how to deal with gifts from suppliers, considering the CIPS code of conduct
Sustainability; for example, stationery and energy efficiencies
How and when to use small businesses and local suppliers to support the local economy
Use and management of approved suppliers – keep your supplier base small and ensure new additions are carefully controlled
Collaboration – the who, how and when of working with other similar organisations
Supplier relationships – covering, for example: payment terms, training and apprenticeship arrangements
Equal opportunities – ensuring all employees are treated equally and fairly
Use of terms and conditions
Create a procurement policy
A procurement policy is a document that translates the institution's aims and objectives, as outlined in its procurement strategy, into programmes and courses of action. It states how the institution will obtain the various supplies, services and works needed to operate successfully, defining practical approaches and the circumstances in which each will be applied. The day-to-day implementation of the strategy and policy will be contained within, for example, a procurement procedures manual.
School / MAT members - the information on this page aligns with the following ISBL Professional Standards: 1.22, 1.23, 1.24, 3.3, 3.4, 3.6, 3.7, 3.8