Procurement

Procurement is the process whereby goods, services and works are acquired. The procurement process spans a life cycle from identification of need, through selection of suppliers, purchasing, contract management and disposal. Purchasing is the transactional process of buying the goods/services and is just one part of Procurement.

Ways in which Procurement can add value

• Reduction of Supply Chain Risk
• Reducing Lead Times
• Centralising Purchasing
• Negotiation
• Re-engineering Internal Processes
• Outsourcing Non-Core Activities
• Developing Supplier Relationships
• Using IT Solutions
• Using Value Analysis/Engineering Techniques
• Consolidating Orders
• Buying in Sub-Assemblies
• Encouraging Standardisation
• Using Whole-Life Costing Methodology
• Reducing Inventory Skills
• Consignment Stocking
• Using E-Procurement
• E-Auctions
• Global Purchasing
• Greater Collaboration with Suppliers
• Open Book Costing
• Payment Terms

To make Oxford Brookes University, a leader in sustainable procurement processed and achievements.

To foster an environment for Oxford Brookes University, where the best value is obtained for all non-pay expenditure.  

The Environment: minimise the impact of all purchasing activity on the environment in its wildest sense.

Our Community: educate, inform and encourage in support of minimising environmental impacts.

Thought Processes: encourage 'creative' thought before action.

Financial Impacts: minimise spend by not purchasing and/or by understanding whole life costs.

Natural Resources: maximise efficient use of resources, minimise materials used and waste produced.

Our Employees: engage and encourage active support for all of the above.

The purpose of the Sustainable Procurement section is to embed sustainability within Procurement and reflect its importance across all areas that Oxford Brookes Procurement touches upon. It aims to prompt staff involved in the procurement of goods and services to use sustainability as a factor in their purchasing decisions. 

The objectives:

The Environment: minimise the impact of all purchasing activity on the environment in its wildest sense.

Our Community: educate, inform and encourage in support of minimising environmental impacts.

Thought Processes: encourage 'creative' thought before action.

Financial Impacts: minimise spend by not purchasing and/or by understanding whole life costs.

Natural Resources: maximise efficient use of resources, minimise materials used and waste produced.

Our Employees: engage and encourage active support for all of the above.

We aim to manage all Purchasing activity across the University in an environmentally responsible and sustainable manner within the confines of the devolved budgeting structure in which we operate. To achieve this, we will:

1. Make all procurement decisions based on a pragmatic balance between economic, social and environmental factors, encouraging the active use of ‘whole life costing’ methodologies to validate the decision made. (See the Forum for the Future sustainable procurement analysis tool). 
2. Provide appropriate levels of education to all those involved in the procurement process, including:
   1. Procurement & environmental legislation updates
   2. Active use of and adoption of sustainable procurement tools and techniques to understand and measure the environmental and social impacts of any purchasing decision taken
   3. Creating capability to assess and improve supplier production or administrative processes to eliminate waste throughout the entire supply chai
   4. Creating a mindset whereby reduction and re-use drive any purchasing decision
   5. Understanding the impact of waste and re-cycling and how they can be used to positive effect.
3. Specify, wherever practical and reasonable, the use of sustainable materials and products.
4. Actively encourage suppliers to specify or identify environmentally friendly materials and products for both supply and for use in any production processes.
5. Actively investigate University spend areas to maximise any opportunities to rationalise the supply base whilst being mindful of the opportunity to enhance relationships with environmentally responsible suppliers.
6. Encourage the use of local suppliers to work with the University for any products or services that they provide which can contribute to our overarching sustainability, corporate responsibility and environmental objectives.
7. Continually review all internal processes with a view to eliminating waste
8. Manage tenders to ensure that:
   1. Environmentally friendly or sustainably sourced alternatives to products or service can be suggested and properly considered,
   2. Suppliers who understand and actively contribute to improving their environmental performance can demonstrate the value that delivers and be appropriately rewarded by points allocation within the assessment process
   3. Environmental/sustainability claims are duly checked and validated to confirm their value
9. Share best practice and learn from the best to ensure that we continuously improve our performance.
10. Review activity as appropriate to introduce both preventative and corrective actions as necessary.

We aim to manage all Purchasing activity across the University in an environmentally responsible and sustainable manner within the confines of the devolved budgeting structure in which we operate.

To deliver demonstrable ‘best value’ and best practice to the University, through the procurement of goods and services.

How we achieve our aim

Within Oxford Brookes University, some aspects of procurement are devolved in line with Financial Accountability. Ultimately, Financial Regulations determine the extent to which the Procurement Team are directly or indirectly involved in the acquisition of products or services. Regardless of the methods deployed and subject to on-going continuous improvement, the following strategic guidelines apply:

• Having clearly defined policies & procedures fully supported by the Senior Management Team, Deans of Faculties & the Directors of Directorates.
• Ensuring contracts meet the needs of the University community by obtaining regular feedback from Faculties, Directorates and Students (where appropriate).
• The creation and appropriate broadcasting of good quality information concerning ‘best practice’ procurement.
• Having supported from qualified professional procurement specialists who understand the implications of Public Procurement Regulations applicable to the University.
• Enable robust and intuitive data analysis, communication and procurement tools which provide access to accurate data with which savings can be measured and reported.
• Benchmarking performance against sector and other best practice standards – including internal assessments of service and standards provided within the University.
• Maximise the advantageous use of consortia or national purchasing contracts or agreements whilst providing feedback to the managing organisation to improve performance.