Resource backfill, technology and process change drive state procurement improvements
Many institutions in the public sector are faced with improving the efficiency and responsiveness of their services and operations to better serve stakeholders and the public. High turnover and lengthy recruiting cycles are creating both a loss of tribal knowledge and an influx of inexperienced resources, leading to significant delays in day-to-day operations.
Our client, a state procurement group, was experiencing just that situation, this team was faced with a critical backlog of hundreds of procurement requests that caused risks for expiration and gaps in service due to inconsistent procurement procedures and poor compliance with state procurement laws and policies. Contracts were retained in four different locations, ranging from outdated systems to paper contracts housed within the department. This department had also failed a procurement management review conducted by the state’s department of general services with 38 specific procedural violations cited.
The procurement team’s leadership were looking to improve efficiency as they addressed the need to quickly reduce the department’s contract backlog challenges while processing hundreds of aging procurement requests that, left too long, might result in government services delivery interruptions.
A state procurement department was facing high employee turnover and needed support to improve department efficiency and address contract request backlogs.
This department had a backlog of more than 250 contract requests and failed a procurement management review with 38 procedural violations. It needed to quickly resolve identified issues.
Protiviti introduced new technologies for greater accountability and collaboration, improved database metadata for better reporting and introduced a contract assignment process to reduce backlogs. We also provided training on new purchasing processes, including improved authorisation procedures.
Reduced average time to complete contracts by 51%; reduced backlog of 250+ aging contract requests by 66%
This project left the client better prepared to efficiently manage its work and accelerate onboarding of new team members.