241108_ARCtteePaper4ProcurementActionPlan (1)
Audit and Risk Committee Paper 4
8 November 2024
Page 1 of 5
For information
Title: Procurement action plan
Prepared by: Louise Allen, Head of Finance and Corporate Operations
Purpose
This paper presents an action plan towards improvement of the Park Authority’s procurement processes, procedures and internal controls. It has been developed in response to the Internal Audit review of procurement carried out by Azets as part of the approved 2023⁄24 audit programme.
Recommendations
The Audit and Risk Committee is asked to:
a) Review progress made against each activity in the programme for improvement developed by management.
Programme for improvement
- The table below sets out actions required towards improving the Park Authority’s procurement processes and controls.
Audit and Risk Committee Paper 4
8 November 2024
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| Report ref | Management action | Target date | Responsible officer | Progress | Date of review / comment |
|---|---|---|---|---|---|
| All | Further discussion of offering from Central Government Procurement Shared Services (CGPSS) team and Scotland Excel | Ongoing | Louise Allen | Relationship with Scotland Excel (SE) continues to develop well. Membership of SE in place providing access to their procurement frameworks COMPLETE | 25/10/24 |
| 1.1 | Draft strategy received from Loch Lomond and the Trossachs National Park Authority (LLTNPA) | 30.06.24 | David Cameron | The procurement strategy was approved by the Audit and Risk Committee 27/09/24. COMPLETE | 25/10/24 |
| All | Procurement officer in post | 30.09.24 | Louise Allen | Mikko Saari in post 19/08/24 and working through probation. COMPLETE | 25/10/24 |
| 1.1 | Update policies and procedures. Include: • Process flow for different procurement thresholds | 31.12.24 | Louise Allen/Mikko Saari | Procurement guidance has been developed for Cairngorms 2030 projects with process steps provided for project managers using Microsoft Project. | 25/10/24 |
Audit and Risk Committee Paper 4
8 November 2024
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| Report ref | Management action | Target date | Responsible officer | Progress | Date of review / comment |
|---|---|---|---|---|---|
| • Explanation of each step in the procurement route • Approvals and levels of authority Delegated Levels of Authority (DLA) • Non-competitive actions | Approach will be rolled out around the organisation once tested. | ||||
| 2.2 3.1 3.2 | Formalise controls: • Approvals required at each stage of procurement process • Formal evaluation process • Required due diligence checks | 31.12.24 | Louise Allen/Mikko Saari | Interim control arrangements established through Senior Management Team to heighten scrutiny of procurement plans / procurement journey to be followed for any contracts over £25,000. Supporting documentation is being retained centrally within Sharepoint. Formal evaluation template now in use. | 25/10/24 |
| 1.1 | Provide formal training for staff | 30/06/25 | Louise Allen/Mikko Saari | Formal training for wider staff group on hold pending relaxation of Scottish Government budget controls. Consideration of training needs ongoing. | 25/10/24 |
Audit and Risk Committee Paper 4
8 November 2024
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| Report ref | Management action | Target date | Responsible officer | Progress | Date of review / comment |
|---|---|---|---|---|---|
| 1.1 | Draft guidance for staff | 31.12.24 | Louise Allen/Mikko Saari | DRAFT CNPA guidance document in progress (route 1 complete). Process document developed by C2030 team to be rolled out to wider organisation after testing. | 25/10/24 |
| 2.1 | Draft templates for each stage of the procurement journey | 31.12.24 | Louise Allen/Mikko Saari | Ongoing development of tailored resources for use by Park Authority colleagues as process development continues. | 25/10/24 |
| 1.2 | Set up contracts register | 31.12.24 | Louise Allen/Mikko Saari | This can be done in PCS. Will need to consider: • Any procurements done outside of PCS • How long data is held within PCS. | |
| 4.1 | Develop procurement KPIs | 31.03.25 | Louise Allen/Mikko Saari | ||
| 1.2 | Develop reporting for procurement activity | 30/06/25 | Louise Allen/Mikko Saari | ||
| 2.1 | Review existing contracts and prepare schedule for retendering | 31.03.25 | Louise Allen/Mikko Saari |
Audit and Risk Committee Paper 4
8 November 2024
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Conclusions
Three actions are now complete, and progress is being made with procedural improvements. Consideration remains to be given to monitoring and reporting processes.
Progress against the plan will continue to be provided monthly to the Chair and Vice-Chair of the committee and will be presented to the full committee at its next meeting in November.
Louise Allen
25 October 2024
louiseallen@cairngorms.co.uk