Scottish Procurement Customer Engagement Survey 2018 This survey

Scottish Procurement Customer Engagement Survey 2018 This survey

Scottish Procurement Customer Engagement Survey 2018 This survey was issued to gather customer feedback on the Procurement Journey and was issued via Survey Monkey. It was made available using various communication channels: Scottish Procurement online blog Scottish Procurement LinkedIn page E-mail disseminated via Best Practice Forum Posted on the Procurement Journey E-mail via PCS to all registered buyers The survey was opened on the 1 March 2019 and closed on the 22 March 2019. 360 responses were received in total. Procurement Journey - Survey 2019 Survey Analysis Report Percent Question 1. Which sector do you work in? 10000% 9000% 8000% 7000% 6000% 5000% 4000% 3000% 2000% 1000% 0% 3483.0% 2079.0% 478.0% 118.0% 590.0%

2191.0% Procurement Journey - Survey 2019 Survey Analysis Report Question 2. Are you familiar with the Scottish public sector Procurement Journey? Percent 10000% 9000% 8000% 7000% 6000% 5000% 4000% 3000% 2000% 1000% 0% 9014.0% 986.0% Yes No Procurement Journey - Survey 2019 Survey Analysis Report Question 3. How often do you utilise the Procurement Journey? 10000% 9000% 8000% 7000% Percent 6000% 5000% 4424.0%

4000% 4100.0% 3000% 2000% 1909.0% 1000% 0% A few times per week A few times per month A few times per year Procurement Journey - Survey 2019 Survey Analysis Report Question 4. Which Procurement Journey Route(s) do you utilise? (please select all that apply) 10000% 9000% 7835.0% 8000% 7113.0% 7000% Percent 6000% 5842.0% 5000% 4000% 3000% 2000% 1000% 0%

Route 1 Route 2 Route 3 Procurement Journey - Survey 2019 Survey Analysis Report Question 5. Please provide details of the other sources of procurement guidance that you use? >Scotland Excel >SFRS procurement guidance >No specific Source of Procurement Guidance >Procurement is a minefield and difficult to use so I usually contact companies from the framework directly >Council Standing Orders >Framework contracts guides >Consultant >Myself >PCR 2015 >Scottish Government guidance and TS procurement team advice >Websites

Procurement Journey - Survey 2019 Survey Analysis Report Question 6. Which Procurement Journey guidance have you used? ( Please select as many responses as apply) 50.00% 45.00% 40.00% 35.00% Prcent 30.00% 25.00% 20.00% 15.00% 10.00% 5.00% 0.00% Leadership & Governance R1 - Prepare a Brief R1 - Identify Suppliers R1 - Prepare Quotation Documents R1 - Receive & Evaluate Responses R1 - Notify Suppliers R1 - Retention of Documentation R1 - Contract Management R2 - Develop Strategy R2 - Develop Documents R2 - Supplier Selection R2 - Issue ITT R2 - Open & Evaluate Tender R2 - Post Tender Clarification R3 - Contract Award R3 - Contract Implementation R2 - Contract & Supplier Management R3 - Develop Strategy R3 - Develop Documents R3 - Supplier Selection R3 - Issue ITT R3 - Open & Evaluate Tender R3 - Post Tender Clarification R3 - Contract Award R3 - Contract Implementation

R3 - Contract & Supplier Management Document Library Additional Resources/Information - Addressing Fair Work Practices Additional Resources/Information - Dynamic Purchasing Systems Additional Resources/Information - e-Commerce Shared Service Additional Resources/Information - Framework Agreements Additional Resources/Information - IR35 Additional Resources/Information - The Light Touch Regime - Policy Handbook Additional Resources/Information - Post Project Review Additional Resources/Information - Procurement Journey User Guide Most of the above Procurement Journey - Survey 2019 Survey Analysis Report Question 7. Did the guidance you used meet your needs? 8614.0% Percent 10000% 9000% 8000% 7000% 6000% 5000% 4000% 3000% 2000% 1000% 0% 1386.0% Yes No Procurement Journey - Survey 2019 Survey Analysis Report Question 8. Please provide more information on why the Procurement Journey did not meet your needs. Please note, the results have been grouped into themes: Functionality and Content

Functionality Document library Difficult to navigate Search function Printable version Procurement Journey - Survey 2019 Survey Analysis Report Question 8. Please provide more information on why the Procurement Journey did not meet your needs.(cntd) Please note, the results have been grouped into themes: Functionality and Content Content Assumes depth of knowledge Relates to products more than services Out of date Too much information Does not cover Works/construction or concession procurement exercises Too lengthy and complex More detailed information needed Guidance tells you what not how

Contract Management guidance needs development Replicates regulations Basic documentation Route 1 evaluation tool and guidance on evaluation approach No ITT template Procurement Journey - Survey 2019 Survey Analysis Report Question 9. Please briefly outline what you found most useful about the guidance you used? Please note, the results have been grouped into themes: Functionality and Content Functionality >The actual straightforward layout of the journey - the underground style map breaking down each section - is excellent. >It was straightforwardly presented. >Helpfully set out with related links to supporting documents and templates. >Logical progression from stage to stage

>Can pick and chose what's relevant to use. / not use >Easily accessible/easy to locate >Able to adapt to fit around our own internal governance arrangements >Its a very good overview of the Scottish approach to public sector procurement >The linkage to templates and guidance >Clear and simple language >It is useful to be >Able to search >Uses links on key words able to go directly well where to the relevant part to find possible appropriate. of the journey. guidance >Decision matrix, route map, document library

>Easy to navigate and colourful >Guidance is easy to locate, downloadable and clear & concise >It is a good point of reference. It would be more efficient to point all hyperlinks, eg, the espd, to one master file >Plain English, easy to follow Procurement Journey - Survey 2019 Survey Analysis Report Question 9. Please briefly outline what you found most useful about the guidance you used?(cntd) Please note, the results have been grouped into themes: Functionality and Content Content - page 1 of 2 >The guidance is clear and logical /good and logical structure of the website >Flowcharts are good and visuals help. >Helpful providing advice to colleagues to check against the guidance for example developing the strategy, SPPNs, light touch regime guidance, sustainability test etc. >Advice on processes and things to

consider >Useful as an overview for non procurement people and evaluators. >It is comprehensive and gives a good steer. This allows me to select the relevant areas that I need and there is good supporting information. >It is comprehensive but always being sent off to different areas for further information makes the process confusing sometimes. >The Journey acts as single reference point >The guidance is a good aide memoire. Template documents are also useful. >Ability to ensure consistent approach, ability to understand best practice approach before tailoring to organisational requirements > I have used the procurement journey as my go to bible of advice for the past 6 or 7 years for anything in my role I'm unsure about

>Easy to read from the route map; showing the high level steps required. >It's a source of good practice that's continually updated for the public sector >Documents are excellent for creating training materials Procurement Journey - Survey 2019 Survey Analysis Report Question 9. Please briefly outline what you found most useful about the guidance you used?(cntd) Please note, the results have been grouped into themes: Functionality and Content Content - page 2 of 2 >Very helpful hyperlinks between sections...easy to navigate and colourful >It's a source of good practice that's continually updated for the public sector >Would like to see an extension of the procurement journey where more best practice is shared for example Community Benefit questions etc. >Clarity, completeness and assurances that the information is up to date (via alerts)

>Clear information about what we should / shouldn't do Step by step information is also extremely useful and we signpost staff to use the Procurement Journey in lieu of a corporate procurement manual. >Provides samples of some documentation so that you can see what is required. >Able to search on key words to find possible guidance >Gave a clear outline of what needed to be included in publishing a tender between 10k - 50k. >It is a good point of reference. It would be more efficient to point all hyperlinks, eg, the espd, to one master file >Updates keep me abreast of any changes minor or major in relation to regulations or best practice. >It is useful to be able to go directly to the relevant part of the journey. >Plain English, easy to follow

Procurement Journey - Survey 2019 Survey Analysis Report Question 10. Have you ever been unable to find the guidance that you were looking for on the Procurement Journey? 10000% 9000% 8000% 7000% 5664.0% Percent 6000% 5000% 4336.0% 4000% 3000% 2000% 1000% 0% Yes No Procurement Journey - Survey 2019 Survey Analysis Report Question 11. Please can you provide brief details of the information you needed but could not find? Please note, the results have been grouped into themes: Functionality and Content Content >More detailed information on newer OJEU procedures >Information on using PINs >FAQs

>ITT template >Include construction/works >Guidance for nonprocurement staff >ESPD breakdown >Tender evaluation guidance practicalities >Route 1 RFQ template >Equality & Diversity >Language too technical can find what I need but takes a while to understand it >Guidance on exemptions from procurement processes/CPV codes exempt from regs >Model wording for award notices >Formation of the contract using Terms and Conditions from Frameworks or own T&C's. >Direct Award templates & guidance >More detailed guidance around selection stage

questions under a Restricted Procedure. >Evaluation criteria guidance - when and what should be published. >Mandatory/ discretionary exclusions for Route 2 Procurement Journey - Survey 2019 Survey Analysis Report Question 11. Please can you provide brief details of the information you needed but could not find? Please note, the results have been grouped into themes: Functionality and Content Content page 2 of 2 >Cyber security & GDPR >Information on OJEU timescales >Contract novation >SLA &KPI examples >I imagined there would be a simple guide - a guide for dummies if you will. >New updated clauses for Fair Work, Community Benefits and Cyber Security. >Contingency planning >Community benefits

>Nondisclosure Agreements. >Competitive tender with negotiation. >Using ESPD for call-off from a DPS where subcontractors are required to submit an ESPD. >Contract management examples >VEAT notices >Make the ESPD easier to find >Abnormally low bids >More detailed guidance and templates for the Negotiated Procedure without Prior Publication. >ESPD Standard Statement, not all are covered, little explanation of how to use them other than the wording from the Regs and "consider". Procurement Journey - Survey 2019 Survey Analysis Report Question 11. Please can you provide brief details of the information you needed but could not find? Please note, the results have been grouped into themes: Functionality and Content Functionality >Broken links >Search function >More often than not it is finding the

information that is the issue, not that the information is not available. Procurement Journey - Survey 2019 Survey Analysis Report Question 12. How would you rate the following when using the Procurement Journey? 70.00% 60.00% 50.00% 40.00% 30.00% 20.00% 10.00% 0.00% e Us l re / s es n l fu e nc a ev of s nt e nt co Ea

se e us f o w Ho e th e sit rg si o ise an d sig De n ua vis m or f In Very Good Poor Good Very Poor

a le ty s l n tio Neither Good or Poor Dont Know a th s ti c le a ar nd o yt s ea de un nd a t rs Procurement Journey - Survey 2019 Survey Analysis Report

Question 13. If you could make one change or enhancement to the Procurement Journey, what would it be? Please note, the results have been grouped into themes: Functionality and Content Functionality >Option to hide/expand non-relevant info >Include various pathways within routes e.g. Direct award, minicompetitions >Improve search function >Option to access documents/templates on front page >Improve document library >Programming of OJEU minimum days into path/route >No changes >Make it easier to navigate Procurement Journey - Survey 2019 Survey Analysis Report Question 13. If you could make one change or enhancement to the Procurement Journey, what would it be? Please note, the results have been grouped into themes: Functionality and Content Content >Refresh the Care & Support Services guidance >Links to supporting templates e.g. a worked example for each route >Include more specific, practical guidance e.g. how to consider x,

y, z and incorporate into your ITT >Sometimes too much information on a single page >Improve all templates to include user guidance and more user-friendly >Explanations guides of terms and phrases that assume no knowledge. >Quickfire guides for non procurement personnel. Explanations guides of terms and phrases that assume no knowledge. Help pop ups or live chat facility. >Too detailed and complex > Include fuller examples for the Light Touch Regime >Too much generic information. Not focussed enough >Help pop ups or live chat facility. >It's not clear what steps you have to do, doesn't always follow a clear path >More visibility of what documents are available e.g. I did not realise there was guidance on IR35 nor a handbook on the

Light Touch Regime Procurement Journey - Survey 2019 Survey Analysis Report Question 14. Have you utilised the "search" function on the PJ? 10000% 9000% 8000% 7000% 6250.0% Percent 6000% 5000% 3750.0% 4000% 3000% 2000% 1000% 0% Yes No Procurement Journey - Survey 2019 Survey Analysis Report Question 15. The Procurement Journey comprises various stations and each station includes procurement guidance. Does this concept work well for you and help you through the procurement process? 10000% 9000% 8967.0% 8000% 7000% Percent 6000% 5000%

4000% 3000% 2000% 1033.0% 1000% 0% Yes No Procurement Journey - Survey 2019 Survey Analysis Report Question 16. What do you find least helpful about the Procurement Journey? Technical level of vocabulary Difficult to interpret how the journey should be applied Procurement Journey - Survey 2019 Survey Analysis Report Question 17. Please tell us why this doesn't work and what would work and what would work better Functionality >It's difficult to get the information you require >The system feels clunky and does not flow well >I know the process, I do not need guidance at every stage

>Shortcut to commonly accessed documents and guidance >Search function does not work well >Doesn't align easily to our internal processes > Would be easier if process/stage driven rather than in the routes >It's not clear what steps you have to do, doesn't always follow a clear path >Able to adapt to fit around our own internal governance arrangements >Could be more streamlined Procurement Journey - Survey 2019 Survey Analysis Report Question 17. Please tell us why this doesn't work and what would work and what would work better Content >Routes 2 & 3 almost the same >The station system works well if you are an experienced Procurement person >I know the process, I do not need guidance at every stage

> It could be better summarised. >Plain english > Would be easier if process/stage driven rather than in the routes >It enhances the view that procurement is all about "process" and not about outcomes. Use of the word "process" should as far as possible be eliminated. >Too much generic information. Not focussed enough >Could be more streamlined >Doesn't align easily to our internal processes >Able to adapt to fit around our own internal governance arrangements Procurement Journey - Survey 2019 Survey Analysis Report Question 18. Which device(s) do you use to access the Procurement Journey? 10000% 9000% 9000.0% 8000% 7000% Percent

6000% 5000% 4000% 3000% 2000% 1000% 400.0% 600.0% 0% Laptop/PC Mobile Phone iPad/Tablet 0.0% Other (please specify) Procurement Journey - Survey 2019 Survey Analysis Report Out of Scope Responses >Introduction of the ESPD makes the selection stage difficult >To drop the ESPD, it is a formulaic and flawed document that does not achieve its objectives from both a buyers and suppliers point of view >Offer a better contract management lifecycle tool/software. The existing Bravo solution is cumbersome and difficult to use. 11/10/2016 11:45

Route Route 11 Aug Aug 19 19 Phase 1 Aug 19 Improve search function Improve navigation Improve document library Access document and templates on the home page Improve page layout and composition Embed construction and sustainability best practice guidance Templates Templates & & documents documents refresh refresh Routes Routes 22 & & 33 Jan/Feb Jan/Feb 20 20 Phase 2 Nov 19 Phase 3 Mar 20 Quick-fire guides e.g. Guidance for non-procurement staff Supporting WebEx guidance Bite size guidance videos Checklists

Case studies Survey on Phase 2 Further improvements, including but not limited to: DPS guidance lifecycle costing Contract management VEAT notices Light Touch Regime# M.I & benefits reporting guidance Public procurement of innovation best practice guidance Simplify language plain English when possible Route 1 templates & documents refresh User engagement / testing on Phase 1 Survey on Phase 2 Thank you to all that participated in the survey! .

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