Sustainable Procurement Project Jimmy BranniganDr Neil Smith ESD Consulting LtdUniversity of Southampton

2 Sustainable Procurement Project Structure  Brief background on the project  Hear from the University of Southampton on how they took the project forward  Summary of the key findings and progress

3 Sustainable Procurement Project What is the challenge?  Public commitment to sustainability and sustainable procurement  Some staff engaged and enthused  Lots of guidance  Growing understanding of the need to be doing something!

4 Sustainable Procurement Project What is the challenge?  Still a gap between the policy and practice  Lots of guidance – but not always helpful  Sustainable procurement perceived to be too difficult  People don’t always know where to start

5 Sustainable Procurement Project Background  Three year project  Reducing negative environmental and social impacts through purchasing  Steering group, partners from Further Education and Higher Education  Worked with 16 colleges and universities  Action learning, networks and dialogue and hands on support

6 Sustainable Procurement Project Year One Establishing baselines, gaining an understanding of the different challenges from colleges and universities, work up action plans for each institution Year Two Running training, developing the tools and skills amongst the partners, action plan review, production of guidance documents Year Three ‘Hands on Support’ work with the institutions to train staff, implement action plans, communicate to the institution

Sustainable procurement at University of Southampton Dr Neil Smith 1 st April 2008

8 Aims Background Project approach What went well & not so well What have we achieved Recommendations

9 Background 5,000 staff & 20,000 students £110M non-manpower spend in 2005/6 Devolved budgets <£20k no Procurement involvement No sustainable procurement policy We use more than 1 million sheets of A4/A3 copier/printer paper every week

10 Project approach Sponsors –Malcolm Ace, Director of Finance –Kevin Monaghan, Director of Estates Project team: –Justin Candy, Head of Procurement (Executive) –Neil Smith, Environment Manager (Manager) –John Gordon, Senior Procurement Officer –Jon Beale, Business & Community Services Manager –Inez Scudder, ISS Manager –Candy Snelling, SU Environment & Ethics Officer –Prof Richard Lamming, Head of School of Management –Dr Ian Williams, School of Civil Engineering & Environment

11 Project approach Change in behaviour and attitudes of staff, students and suppliers Commitment – senior managers Support & guidance – staff, students & suppliers Supplier selection – PQQ & tender evaluation Measure – KPIs, Supplier audit Work with others – SUPC, HEIs, Las etc Communication – Inform to raise awareness

12 What went well… Senior management commitment EAUC workshops Specific items –Paper –Food (HELO) Communication Total UK (not including local spend) (48%) Main site & piazza spend on fresh produce, 2006/7 Total non-UK spend (30%) Total local spend (22%) Total UK spend is 70% Local spend is 32% of UK spend

13 What didn’t go so well… Change to internal processes Mis-match between supplier claims & practice Market place not ready to respond

14 What have we achieved? Opportunity to introduce sustainable procurement into University Achieved Level 1 of flexible framework by April 2007 More to do…

15 Recommendations Get senior management support Cross-functional team approach Use EAUC support Concentrate on specific items/products Look at internal processes Good luck!

16 Sustainable Procurement Project Summary of progress  Procuring the Future  Partner progress  Key learning from the project

17 Procuring the Future

18 The Flexible Framework

19 Sustainable Procurement Project People trained / capacity built  Level 1 achieved At the start of the project8% At the end of the project92%

20 Sustainable Procurement Project Policy, strategy and communications  Level 1 achieved At the start of the project25% At the end of the project100%

21 Sustainable Procurement Project Procurement process  Level 1 achieved At the start of the project8% At the end of the project92%

22 Sustainable Procurement Project Supplier engagement  Level 1 achieved At the start of the project8% At the end of the project92%

23 Sustainable Procurement Project Measurement and results  Level 1 achieved At the start of the project8% At the end of the project100%

24 Sustainable Procurement Project Level 3 or above by April 2009  People67%  Policy / strategy67%  Procurement process67%  Supplier engagement41%  Measurement & results41%

25 Sustainable Procurement Project Key learning from the project  It’s a journey  It’s ok not to have all the answers  It’s about building confidence  It’s about creating a space for people to explore, innovate and learn  What next?

Sustainable Procurement Project Jimmy Brannigan ESD Consulting Ltd