Cost Control & Reduction | Process Improvement | Supplier Leadership

University procurement teams are expected to deliver savings in an environment where stakeholders have autonomy to buy whichever way they like. Delivering real value to the business becomes critical.

Several rounds of funding cuts to Universities over the past years mean a greater expectation for procurement to deliver savings. University procurement teams often struggle with complex stakeholder groups, public sector-like compliance requirements and underdeveloped systems.

Grosvenor works with leading Universities to deliver cost control and reduction. But we don’t stop there. We help our clients with process improvement to uplift their own capabilities to be fit for the future. This includes state of the art spend analysis with our proprietary tool SPAT. Our supplier leadership offer ensures that benefits actually flow to the University post contract award as contract management and supplier relationship management are often underdeveloped in this industry.

We are happy to dive in wherever you need us but no matter what your specific requirements maybe as part of any prospective engagement we offer an initial Situation Analysis.

In this consultation we analyse your current situation benchmarked against best practice and a roadmap of the options and activities that could be undertaken to improve your results.

We will also share how we have worked with UNSW, Monash University, University of Queensland, Charles Sturt University, RMIT, Macquarie University and La Trobe University to drive real change.

Client Stories

Resources

Is your University or procurement team facing the following challenges?

  • Tasked with finding another round of cost savings
  • Tasked with buying complex services we don't have any expertise in
  • Forced to procure within unreasonable timeframes
  • New to your position, looking for focus and some quick wins
  • Struggling engaging meaningfully with academic and non-academic stakeholders
  • Frustrated with how procurement works and how little value it is perceived to deliver
  • Unsure how to deliver a large pipeline of work from a capacity and subject matter expertise perspective

We help universities and their teams:

  • Identify which categories present the most likely cost savings and bang for buck
  • Analyse quickly where they stand in terms of procurement capability, systems and gaps to best practice
  • Align the procurement function so that it delivers business objectives
  • Supplement your own team with our category expertise (eg in travel, property, FM, capital works and ICT procurement)
  • Supplement the capacity of your team through our 'team on-demand offering 
  • Become highly effective at maximising the value from contracts and driving expected behaviours from suppliers
  • Implement better practice contract and performance framework

We do this by:

  • Embedding our team of industry leading category experts into your project team for rapid upskilling of your procurement capabilities
  • Work closely with your stakeholder early and throughout the engagement
  • Diagnosing problems with your contracts, systems, process and capabilities and implementing better practice
  • Benchmarking your procurement function with the leading Universities in Australia
  • Training and coaching your team and transferring knowledge across the whole contract lifecycle

Our Consulting Services

Cost Control and Reduction

When it comes to cost control and reduction there is more than one way to skin the cat. University Procurement teams actually have 4 levers at their disposal - Pay Less, Buy Cheaper, Buy Less, Buy Smarter.

Our team will:

  • Help you identify and apply a 4 levers strategy to your procurement function and buying process.
  • Deliver real value and savings while working closely with all stakeholders, including Academics
  • Provide you with deep category insight that quickly identifies cost saving opportunities (including in travel, property, professional services and cleaning/FM)
  • Give you on demand access to our resources to supplement your own team.

Process Improvement

Transforming the way procurement is done often receives internal resistance particularly if to date it has been ineffectual or an impediment to getting things done.

Our team will:

  • Streamline procurement policies, processes, guidelines and templates
  • Analyse your spend data with our proprietary tool SPAT, which is a machine learning tool trained on University spend data
  • Getting all stakeholders aligned and ready for change
  • Assess the procurement capabilities of people, systems and processes.
  • Diagnose exactly where the pain is, what is causing it and then implement the changes with you.
  • Give you the time to focus on the important not only the urgent through improved planning and better category management.

Supplier Leadership

More often than not service providers disappoint. Managers end up spending most of their time putting out fires and dealing with poor performance rather than making strategic decisions.

We help you:

  • Introduce a contract management and supplier relationship management framework to drive the required behaviour from your suppliers.
  • Determine if your contracts are on track and where they are under-performing and get them up to scratch through our contract health checks.
  • Fix a dysfunctional contract or relationship.

Where to Start?
THE SITUATION ANALYSIS

Following initial discussions, the Situation Analysis is how we start most engagements.

The Situation Analysis workshop, which typically runs for 3 hours, commences with an educational session on cutting edge procurement practices that drive real savings and marked supplier performance improvements. We’ll also discuss in broad terms projects we’ve undertaken with organisations similar to yours and how we have helped them achieve their goals.

We will then perform a three step diagnosis:

Diagnostic 1: Understand your customers

  1. What are the business objectives outlined in your organisations business plan?
  2. How can procurement deliver against each business objective?

Diagnostic 2: Understand your spend

  1. Based on your general ledger data we will run high level spend analysis to understand who you are spending money with, how much, when and on what.
  2. We will then identify where your biggest savings opportunities are.

Diagnostic 3: Understand current capabilities and maturity

  1. We will ask a series of questions from our better practice comparator to understand the capability of your procurement team, systems and processes.
  2. We then identify how your function can deliver against the opportunities identified during the Situation Analysis.

On completion, we will provide you with a high-level 3-4-page Situation Analysis (we all love brevity) that aligns procurement’s strategic direction with your overall business strategy. It will outline the short and long-term steps you need to take to ensure your procurement function is best practice and the right fit for your organisation now and into the future.

The only provisos for this workshop (which is no charge) are:

  • All attendees read the ‘Procurement Manifesto’
  • Your CFO, COO and CPO are present.
  • Our travel costs are covered if applicable

If you’d like more information or would like to undertake a Situation Analysis complete the form and we’ll be in contact shortly.