Streamlining pre go-to-market procurement with VendorPanel's Policy Guide

By Kathryn Dalley, Manager Procurement Technology and Contracts Administration

In the complex landscape of Local Government procurement, adherence to policy and regulations is paramount. VendorPanel’s ‘Policy Guide’ tool brings clarity, transparency and ease to the procurement process before going to out to market. Policy Guide is a key component of the Local Buy Nex Gen technology program that is fully funded for Queensland Councils. 

“The Policy Guide provides clear guidelines to help streamline procurement processes and ensure consistency across the organisation. The steps are straightforward, making it easy to follow and implement”. Natacha Jones, Procurement & Contracts Officer - Mareeba Shire Council

Policy Guide acts like a buying wizard by using configurable workflows to guide purchasers through the purchasing process in line with procurement policies in easy to follow steps. The platform provides a set of instructions specific to the procurement task the purchaser needs to undertake, whether going to market for three quotes, or exercising the Local Government exception by going directly with one (or more) Local Buy Suppliers, or even just kicking off a formal procurement planning and approval process.

The tool displays purchasing instructions based on the criteria entered by the purchaser such as value thresholds, category of goods or services, and whether there is a panel arrangement or contract in place. These instructions can include links to policy documents, forms, and templates which can be downloaded for future reference. This ensures purchaser compliance, as well as guiding purchasers to direct more procurement activity under a contract, where available.

In any purchasing and procurement environment, helping staff understand which procurement policies apply, and when, is critical. VendorPanel’s Policy Guide provides a seamless and intuitive experience that empowers purchasers with the knowledge and tools they need to make informed purchasing decisions, in the procurement process.

“It’s an intuitive, transparent, and easily customised policy guide feature,  that brings our procurement partners on a compliant journey, based on Councils procurement policy and procedures”. Martin Dunn, Senior Strategic Procurement and Contracts Manager – Central Highlands Regional Council

Ease of Use  Policy Guide simplifies the procurement process by providing a user-friendly experience that guides purchasers through the necessary steps required before going out to market to ensure that their planned procurement acitvity is in line with policy and local government regluations. This also provides an educational opportunity for new staff and ensures that even the most complex procurement policies are understood and followed.

Compliance Assurance  Policy Guide helps organisations maintain compliance with procurement policies. By guiding purchasers through the correct procedures, the tool helps to minimise the risk of errors and non-compliance.

Risk Management  Policy Guide assists in identifying and managing risks associated with procurement. By ensuring that policies are followed correctly, the tool helps prevent issues such as non-compliance, fraud, overspending, and potential supplier disputes.

Scalability As organisations grow, their procurement needs evolve. Policy Guide is scalable, ensuring that it remains effective regardless of the size of the organisation or the complexity of its procurement activities.

Customisation The Policy Guide is customisable, which means that the tool can be tailored to fit the unique procurement policies and processes of any council. This adaptability ensures that the Policy Guide remains relevant and effective, even as policies evolve or change. 

“Overall, VendorPanel's Procurement Policy Guide serves as a valuable resource for organisations aiming to refine their procurement procedures. It promotes best practice and helps ensure that procurement activities are conducted in a fair, transparent, and compliant manner”. Natacha Jones, Procurement & Contracts Officer - Mareeba Shire Council

VendorPanel’s Policy Guide is an indispensable tool for any Council looking to optimise its procurement process at the front end of procurement. Its ability to ensure compliance, improve efficiency, manage risk, and provide actionable insights makes it a valuable asset in your Council’s procurement technology Hub.

To learn more about Policy Guide, or to discuss your Council’s existing Policy Guide, email the Nex Gen team at Local Buy or call 07 3155 4104.