M A Purdy On-Line - Procurement Fairness Planning

Fairness Planning

Workshop TOC

Procurement Fairness Planning Explained

Procurement Fairness planning is the process of identifying and executing a series of project-orientated tasks the primary aim of which is to improve procurement outcomes.

Fairness planning is often part of a much broader organisational change program and as such is often managed in a contemporary manner.

For organisations that have not previously been through the fairness planning process the use of a linear approach tempered by change teams is the recommended path to follow.

Key Points

There are a few key facts that you need to know about fairness planning before you begin your planning project.

No two fairness plans are alike
A fairness plan is a tier-2 document and therefore does not replace existing tier-1 policy documents that deal with topics such as social justice or race relations etc.
It is normal practice for suppliers to be given an abridged version of the plan and not the full plan which is intended as a guide for internal use.
Fairness planning is not intended as an exercise in adding a new layer of complexity
The decision to procure via tender maybe the catalyst for developing a fairness plan but is is not a requirement.

Differentiating between Fairness Planning and a Fairness Plan

The theoretical definitions of planning do not include any reference to a specific time horizon or the requirement to produce documentation. However, in practice the production of a documented plan is a standard output of the planning process.

The practical definition of planning, which refers to the ‘linkage between knowledge and organised activity’ more clearly differentiates between process and outputs.

In our fairness planning workshops we focus on the various elements of a Fairness Plan, rather than discussing the generic planning process.

Procurement Related Plan Types

There is an array of plans in the procurement family. In the table that follows we compare two of the most common plans (Probity & Procurement) to a Fairness Plan.

	Probity Plan	Fairness Plan	Procurement Plan
Purpose	Transparency of Process & Record Keeping Cycle / Process Orientated	Equitable Treatment of Suppliers Intended for Day to Day Use	Administrative and Financial Guidelines Cycle / Process Orientated

Content	Bidder Communications Confidentiality Conflicts of Interest Evaluation Protocols Record Keeping Security	Communication Standards Complaint Handling Identification of Decision Makers & Access Management of Past Errors Standard of Service Expected of Suppliers Stock Information Available to Suppliers Supplier Capabilities	Account Processing Approval Limits Change Orders Consulting Agreements Document Work Flows Logistical Issues Receiving Processes Review Process

The Objectives of Fairness Planning

Some of the specific objectives of fairness planning include:

Improving the efficiency and effectiveness of supplier communications:
Alignment of key procurement processes with the good governance model:
Establishment of policies and procedures that ensure equitable access to decision makers:
Development of a framework to address supplier errors including a clearly defined redemption process:
Identification of information that should be proactively provided to suppliers maintained in a corporate library context:
Development, publishing and promotion of standards expected of suppliers especially in the areas of capabilities and quality assurance:

Like to Know More?

We regularly run tailored Procurement Fairness Planning Workshops as well as directly assisting organisations to prepare their fairness plan.

Please Contact us by phone on +61 3 9331 2542 or email us at cs@rft.com.au to discuss purchasing a copy of the workshops notes.