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CONTEXT: Managing your organisation's performance is an integral component of good governance and improving procurement outcomes. The performance management tool provides a basis for continuous improvement and reporting to internal and external stakeholders. The tool lists a number of measures to report against. Areas noted
with 'Y' are suggested as minimum reporting standards for performance management. The greater the number of indicators reported against, the more comprehensive an overview of performance. The tool should be tailored to reflect the specific performance measures applicable to the structure of your organisation and the complexity of
your procurement activities. The tool provides two examples that detail how relevant elements of the tool can be synthesised to present performance measures to internal and external stakeholders.
2.01 Operational Top 10 procurement-related risks present in the organisation No metric profile only
2.02 Operational List of short-term procurement improvement initiatives and delivery dates No metric profile only
2.03 Operational List of long-term procurement improvement initiatives and delivery dates No metric profile only
2.04 Operational Number of contracts under management No metric profile only
2.05 Operational Contract management load (e.g. resourcing) Number of contracts under management per contract manager
2.06 Operational Y Contracts approaching renewals or expiry Number of contracts due for renewal or expiry in the next three months
2.07 Operational Y Contracts past expiry date Number of contracts expired but still in operation
2.08 Operational Failure to review performance by contract Number of failures to undertake performance reviews/No. of contracts under management
2.09 Operational Value targets included in contracts Per cent of contracts that include KPI targets
2.1 Operational Conflicts of interest Number of COIs declared
2.11 Operational Continuous improvement Number of continuous improvement opportunities implemented/Number of continuous Yes
improvement opportunities identified
2.12 Operational Risk management (Number of high-rated risks) Number of high risks/number of contracts
2.13 Operational Risk management (open issues ageing) Average across contracts: risk open date risk close date (days)
2.14 Operational Y Organisation-wide procurement plan and strategy developed Completion date
2.15 Operational Audit frequency Number of regular audits or independent reviews of procurements against plan Yes
2.16 Operational Y Non-compliance rate Number of issues of non-compliance found by audit rated at or above Medium Yes
2.17 Operational Contract splitting reductions Number of contract splitting occurrences reduced /numberof contract splits identified
3.01 Clients and suppliers Progress towards planned date to report customer satisfaction No metric profile only
3.02 Clients and suppliers Progress towards planned date to report supplier performance
3.03 Clients and suppliers Profile of key customers and assessment of customer satisfaction
3.04 Clients and suppliers Profile poor performing suppliers (based on self assessment)
3.05 Clients and suppliers Customer satisfaction rating Average rating per customer satisfaction index/questionnaire
3.06 Clients and suppliers Supplier performance (maximum of five for top segments) Average supplier performance rating per package (rating out of five)
3.07 Clients and suppliers Supplier reporting Reports received satisfactory on time/number of reports required
3.08 Clients and suppliers Service standard Proportion (%) of services standards met or number of contracts where KPIs are met Yes
4.01 People No. of staff in central procurement team (central and regional personnel) No metric profile only
4.02 People Procurement staff (qualification) Number of procurement staff with procurement accreditation /number of total procurement staff
4.03 People Y Capability assessment of procurement staff completed Completion date to actual date Yes
4.04 People Mandatory conflict of interest and ethics training Per cent of staff who failed to complete mandatory annual COI and ethics training Yes
4.05 People Number of contract managers appropriately trained/skilled Number of contract managers appropriately trained/qualified /number of contract managers
4.06 People Y Procurement team capability Per cent of procurement staff with >7 years procurement experience or professional qualification Yes
4.07 People Y Strategy and structures are in place to address capability, resourcing and training needs Due for completion
4.08 People Number of procurement staff trained for tenders Number of procurement staff trained against procurement plan Yes
Accountable officer performance dashboard SAMPLE ONLY.
FOR ILLUSTRATION
Insert logo here Month Year ONLY.
$100m
2. Operational excellence Target Month YTD Trend
Risks and issues ( only risks and issues rated at or above 'high' to be listed)
4. People Target Month YTD Trend
Risk/issue Rating Mitigation action Owner
4.03 Mandatory procurement conflict of interest and ethics training 5% 3
4. People Target Month YTD Trend Risks and issues ( only risks and issues rated at or above 'high' to be listed)
4.01 Capability Assessment of procurement staff completed 5% 3 Risk/issue Rating Mitigation action Owner
Savings profile
$200m
$150m
$100m
$50m
$m
Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11
IT and
Travel, food and communications
entertainment Transport,
Vehicles; 7% ; 10%
services; 10% storage and mail Learning and
services; 4% development;
Building and 8%
construction Financial and
supplies; 10% insurance
Management
Public utilities; services; 4%
Office equipment and business Printing and
17%
and supplies; professionals ; supplies; 4%and
Food
5% 11% beverage; 7%
Fuels; 3%
Top 10 suppliers
Supplier Size Category size No. of contracts Total