User Group outputs - Procurement Contracts
A User Story workshop was held with the Contract Managerse from the Procurement Office on 11th November to gather their requirements for the new system.
The unedited results are shown below. A further workshop is planned for w/c 18th Nov with end-users.
| Ref | As a | I want | So that |
| 1 | Procurement Contracts / Admin | to see who can use a supplier/contract (e.g. E&B) | the appropriate seach results are displayed |
| 2 | Procurement Contracts / Admin | to have control over what Hunter publishes i.e. APUC not framework but mini-comp | to ensure end user selects correct selected supplier(s) |
| 3 | Procurement Contracts / Admin | Hunter to have all the necessary fields to allow us to enter the required information on PPS site | |
| 4 | Procurement Contracts / Admin | the ability to hide agreements | in case of confidentiality/safety concerns |
| 5 | Procurement Contracts / Admin | commodity code & info on the web/database | I can use as 1 point of reference |
| 6 | Procurement Contracts / Admin | supplier contact details per contract | I have correct contact details for communications |
| 7 | Procurement Contracts / Admin | reports from the system | I can view/share them |
| 8 | Procurement Contracts / Admin | a list/export of contract start/end/expiry review dates | I can provide MI (via Excel) to the Proc Officers & Proc Solicitor to ensure no crucial contractual dates are missed |
| 9 | Procurement Contracts / Admin | the system to have the ability to link to suppliers website | to allow greater product details |
| 10 | Procurement Contracts / Admin | contact details on screen or clickable | users act there and then |
| 11 | Procurement Contracts / Admin | simplicity of operation | the minimum clicks possible |
| 12 | Procurement Contracts / Admin | no double or triple clicking to access data | end users will leave the site as they get fed up |
| 13 | Procurement Contracts / Admin | to know who the contract owner is | I know who to contact if I have queries |
| 14 | Procurement Contracts / Admin | to check agreements coming to an end | to ensure that the web pages relect actuals |
| 15 | Procurement Contracts / Admin | to be able to see start, end dates & extensions | I can plan work |
| 16 | Procurement Contracts / Admin | a 'dashboard' (notice board) facility | the system will highlight contracts due for review in current month & list of new contract records created |
| 17 | Procurement Contracts / Admin | reminded when expiry dates are 3/6/12 months away | I can plan activity/decide on extension |
| 18 | Procurement Contracts / Admin | reports - easy to run which show info about to expire | |
| 19 | Procurement Contracts / Admin | to be able to link to news items | I can inform changes to relevant people |
| 20 | Procurement Contracts / Admin | to be able to link relevant supplier areas to other sites | to join up inter-dept activities |
| 21 | Procurement Contracts / Admin | to be able to inform users of SRS performance | to guide good practise update initiatives & targets |
| 22 | Procurement Contracts / Admin | to be able to add links or docs related to : suppliers, marketing, news, initiatives | to inform users |
| 23 | Procurement Contracts / Admin | to be able to add contract performance KPIs | to keep users informed |
| 24 | Procurement Contracts / Admin | to be able to place buyers guides | to guide correct use of agreements |
| 25 | Procurement Contracts / Admin | to be able to add pdf/Word/Excel attachments to individual contract records | I can store copies of signed agreements, contract change notes, addendums for each contract entry |
| 26 | Procurement Contracts / Admin | to be able to add docs/links to other info | user only have to look in 1 place |
| 27 | Procurement Contracts / Admin | mandate use of Hunter & must say you will do this within the recommendation report, adoption of APUC agreement etc | |
| 28 | Procurement Contracts / Admin | FAQ's | to stop obvious calls |
| 29 | Procurement Contracts / Admin | Hunter : when info cannot be added for whatever reason an answer is displayed to facilitate this task | |
| 30 | Procurement Contracts / Admin | the system to be able to distinguish between tenders, 1-offs and contracts | |
| 31 | Procurement Contracts / Admin | to be able to search on key fields and/or with key words against contract records (e.g. supplier, contract title, start/end dates) | I can find certain contract entries quickly & easily in order to deal with enquiries |
| 32 | Procurement Contracts / Admin | to be able to clearly show products & services per supplier | end users can find the 'stuff' without knowing who the supplier is |
| 33 | Procurement Contracts / Admin | an intelligent search by : - supplier, on/off, product, service, key works, alternatives | end users don't need to ask |
| 34 | Procurement Contracts / Admin | to be able to clearly see how I actually purchase something from a supplier | to make it easy for users to do the right thing |
| 35 | Procurement Contracts / Admin | the ability to load product as well as contract info | this will make it easier for users to find correct suppliers |
| 36 | Procurement Contracts / Admin | when complete link this to other databases if appropriate & useful | |
| 37 | Procurement Contracts / Admin | easy search facility i.e. don't know supplier name or what is the commodity group but want to search via a word or product or service | |
| 38 | Procurement Contracts / Admin | the system to be searchable by key words/supplier etc | users can find the right info |
| 39 | Procurement Contracts / Admin | the contracts register to contain the minimum requirement fields (as per the Proc Reform Bill) | UoE are compliant with new Bill (see section 30 of Reform Bill for required fields) |
| 40 | Procurement Contracts / Admin | keep the 'fields' to a minimu to allow functionality. No extraneous information requested by the system | |
| 41 | Procurement Contracts / Admin | updating system should be simple and easy | I don't spend a lot of time typing in data |
| 42 | Procurement Contracts / Admin | useful information for end users | end users stop asking me the same questions |
| 43 | Procurement Contracts / Admin | avoid jargon. Have 'fields' and 'headings' as simple as possible | |
| 44 | Procurement Contracts / Admin | keep it simple i.e. where possible non-procurement jargon | |
| 45 | Procurement Contracts / Admin | I want the layout and information delivered by the system to be consistant across areas and contracts/suppliers | end users get a consistant message |
| 46 | Procurement Contracts / Admin | simpler and for us all to use the same format/layout (display/output should all be in the same format) | |
| 47 | Staff User | the information all displayed in the same format whether contract or suppliers | |
| 48 | Staff User | intuitive. Easy to find what they require | |
| 49 | Staff User | easier than the internet. Best route to product/service | |
| 50 | Staff User | to be able to search on keywords | I can access the data record I require |
| 51 | Staff User | not too many url links etc as end users will not access or read | |
| 52 | Staff User | to see the main, relevant information at a glance | I don't have to read a huge document to find out anything |
| 53 | Staff User | the system needs to be easy to use | don't want to spend ages looking for info |
| 54 | Staff User | fast, quick access to site | |
| 55 | Staff User | a single search box | it's like Google |
| 56 | Staff User | clear & simple guidance & instructions | |
| 57 | Staff User | for multi-supplier contracts, who should I use, who is best? | |
| 58 | Staff User | an easily searchable database, supplier & product | I know who to buy from |
| 59 | Staff User | to be able to see anything I can use as a student | I can see what I can get through UoE contracts as a student |
| 60 | Staff User | to know what Uni suppliers offer me discounts as an individual | because I haven't had a pay rise for 4 years |
| 61 | Staff User | clear cut advice . . . Not miriad of options | I can do without extra work |
| 62 | Staff User | up to date info P.O.C, telephone numbers etc pricing info | |
| 63 | Staff User | the info to be accurate & up to date | I do not get frustrated |
| 64 | Staff User | what info do I need to action before I can take next step i.e. I have a requirement but no approved budget | |
| 65 | Staff User | to order good service quickly | I can get on with my job |
| 66 | Staff User | to key in what I want and it takes me to correct page 'ease of use' | |
| 67 | Staff User | to know the green credentials of the company in question | cause I'm green |
| 68 | Staff User | to know green alternatives to what I'm buying | because it's important and I have a FSA award complete |
| 69 | Staff User | to know that my & colleagues buying behaviour are making a difference | when I change I want to see impact |
| 70 | Staff User | to see both live & historic contract details | if there are problems etc I know who to contact |
| 71 | Staff User | a quick hints & tips link (not necessarily large users guides) available on the system | to assist me when I am unsure |
| 72 | Staff User | the system to be easy basic to use (not too much jargon) | I don't spend too much time searching for info |
| 73 | Staff User | the information that's useful to me | I don't have to understand lots of procurement jargon |
| 74 | Staff User | does anyone have an item of equipment/product they no longer need that I can utilise | |
| 75 | Staff User | to see the internal services available | I don't buy something that I could have got from an internal supplier |
| 76 | Staff User | Feedback option. How was it? | |
| 77 | Staff User | supplier performance issues. Is the supplier reliable etc | |
| 78 | Staff User | advice on what to do if problems exist / no contract / not product . Etc | I can do the right thing |
| 79 | Staff User | to know if I'm the only one hacked off with suppliers | because they always say so |
| 80 | Staff User | I'm unhappy with supplier what do I do? | because I'm not happy! |
| 81 | Staff User | if I have a problem who do I contact first: - supplier? UoE Procurement? | |
| 82 | Staff User | I am unhappy with procurement, what do I do? | vent frustration |
| 83 | Staff User | to find info quickly & easily | I can buy without hassle |
| 84 | Staff User | exhaustive but no more | |
| 85 | Staff User | plain / minimalism, uncluttered |