Assessor Resource

PSPPROC411A
Plan procurement

Assessment tool

Version 1.0
Issue Date: March 2024


The unit applies to those who plan for procurement, including those who specialise in procurement.

This unit covers the ability to plan, justify and approve of procurement requirements to achieve the required outcome. It includes defining and justifying the need, researching potential impact and risks, and securing organisational support to proceed with procurement activity.

In practice, planning procurement overlaps with other generalist and specialist public sector and local government work activities, such as upholding and supporting the values and principles of public service, identifying and treating risks, exercising delegations, applying government processes, encouraging compliance with legislation in the public sector or local government, developing and distributing requests for offers, selecting providers and managing contracts.

No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.

You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)

Prerequisites

Not applicable.


Employability Skills

This unit contains employability skills.




Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Competency must be demonstrated in the ability to plan procurement consistently in accordance with legislative and organisational requirements.

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Assessment must confirm the ability to:

consult with a wide range of stakeholders in order to identify, confirm and clarify procurement requirements

undertake market research

develop business case, using templates if available

develop a procurement plan, using templates if available

act within own delegations and refer issues to higher authority when necessary.

Consistency in performance

Competency should be demonstrated by providing evidence of undertaking a range of relevant work tasks in an actual or simulated procurement environment on at least two separate occasions.

Context of and specific resources for assessment

The unit of competency is to be assessed in the workplace or a simulated workplace environment.

Access may be required to:

legislation, policy, procedures and protocols relating to procuring goods and services

codes of conduct and codes of practice

workplace scenarios and case studies relating to a range of procurement activities

case studies that incorporate dilemmas, and probity requirements relating to planning procurement of goods and services.

Method of assessment

The following assessment methods are suggested:

questions to assess understanding of relevant legislation and procedures

review of strategies selected for procurement planning

review of business cases, budgets, procurement plans, risk assessments, procurement approvals and other documentation prepared or obtained by the candidate in a range of contexts

review of stakeholder engagement approaches adopted by the candidate.

In all cases, practical assessment should be supported by questions to assess underpinning knowledge and those aspects of competency which are difficult to assess directly. Questioning techniques should suit the language and literacy levels of the candidate.

Guidance information for assessment

Evidence must be gathered over time in a range of contexts to ensure the person can achieve the unit outcome and apply the competency in different situations or environments.

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

PSPETHC401A Uphold and support the values and principles of public service

PSPGOV417A Identify and treat risks

PSPGOV421A Exercise delegations

PSPLEGN401A Encourage compliance with legislation in the public sector

PSPPROC412A Develop and distribute requests for offers

PSPPROC413A Select providers and develop contracts.


Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)


Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

Required skills

communication skills to:

consult with stakeholders, involving complex oral and written exchanges of information

write a procurement requirement, which may require complex style and language expressed in unambiguous terms

provide feedback

teamwork skills to:

work independently or under direction as appropriate to the situation

model team leadership approaches if appropriate

respond to diversity

refer issues to the correct person

problem-solving skills to:

undertake analysis of issues relating to procurement need

make comparisons, justify a point of view and provide supporting evidence

initiative and enterprise skills to apply OHS, environmental, sustainability and corporate social responsibility practices in the context of developing requests for offers

planning and organising skills to:

research issues relating to procurement need

plan issues relating to procurement need

learning skills to keep up-to-date with relevant procurement legislation, policies and procedures

technology skills to:

operate organisational IT systems

use electronic procurement templates

Required knowledge

commonwealth, state or territory, and local government legislation, policies, practices and guidelines:

relating to contract management, including environmental purchasing and corporate social responsibility guidance

such as OHS and equity and diversity

organisational procurement policies, practices and approval processes

probity principles and issues

codes of conduct, codes of practice and standards of individual behaviour relating to procurement

life cycle costs

whole-of-life considerations

technical knowledge or subject matter expertise in the goods or services being procured

aspects of law of contract, laws of tort, trade practices law, commercial law and other legislation relating to receipt and evaluation of offers, negotiation and award of contracts

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Stakeholders may include:

end users, customers or clients, and sponsors

current or potential providers or suppliers

technical or functional experts or advisers

commonwealth, state or territory, and local government

the organisation

other public sector organisations

employees, unions and staff associations

industry bodies

local communities

lobby groups and special user groups

experts, including financial, legal, technical, commercial and probity.

Market analysis may include:

structure of market

'players' in the market

market capability

market maturity

market strength

factors or conditions that may affect supply

supplier positioning and referencing

supplier viability analysis

potential impact of intended contracting activity.

Procurement approvals and appropriations may require:

ministerial authorisation

compliance with instructions or finance circulars

CEO or board authorisation

confirmation by chief financial officer

delegate approval

budget approval

business case approval

special consideration if they concern:

long-term travel deals

long-term computer deals

long-term lease deals

issuing indemnities.

Information on sources of supply may include:

Yellow Pages

buyers guides, supplier brochures and advertisements

purchasing contract awareness service

suppliers' previous histories and files

peer, supplier and customer networks

computer-aided purchase of computers

newspapers, journals, bulletins or directories

government gazettal notices

internet.

Legislation, policy and probity requirements may include:

commonwealth or state and territory legislation

equal employment opportunity and anti-discrimination law

commonwealth, and state or territory government procurement guidelines

organisational policies and practices

probity guidelines

codes of conduct, codes of practice and standards of individual behaviour relating to procurement

security and confidentiality

risk management

environmental, sustainability and corporate social responsibility principles.

Issues and opportunities may include:

risk sharing

cost sharing

cost escalation

intellectual property rights

knowledge management

corporate knowledge

libraries and archives

capital equipment and asset ownership

value engineering

value management

innovation

continuous improvement

future organisational requirements

quality

whole-of-life considerations

organisational integration and cooperation.

Resource requirements may include:

facilities

information technology

personnel

budget support equipment

use of contractor staff

professional service providers

risk assessment.

Procurement approval documentation may include:

business case

justifications

delegate submissions.

Procurement plan may include:

formal documented procurement plan, either using an organisational template or not using a template

procurement strategy

acquisition strategy

leasing strategy.

Probity risks may include:

corruption

fraud

conflict of interest (actual, perceived or potential)

unfair treatment of providers or potential providers

misuse of resources

misuse of information

manipulation of the marketplace.

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Consultation is undertaken with stakeholders to determine whether viable alternatives to procurement exist that address identified business need, to define and clarify requirements, and to justify the procurement decision. 
Scoping of procurement requirements is conducted identifying outcomes, objectives and logistics/supply chain factors. 
Market analysis is conducted to identify factors that may impact on procurement decisions. 
Procurement approvals and appropriations are confirmed for whole-of-life of the activity. 
Information on sources of supply is accessed to determine possible providers and any conflict of interest is identified and resolved. 
Planned provider contract arrangements are specified in accordance with legislation, policy and probity requirements. 
Issues and opportunities are investigated for integration into procurement activity. 
Procurement requirement that meets legislative, policy and probity requirements is outlined from transition to close-out. 
Opportunities to obtain stakeholder input at all stages of the procurement process are actively planned. 
Resource requirements are confirmed and committed in a timely manner and responsible authorities are nominated. 
Strategies for briefing potential bidders are included when required, are practical and meet probity requirements of fairness and impartiality, public sector standards and organisational protocols. 
Consideration is given to environmental and sustainability practices along with corporate social responsibility practices at all stages of the procurement process. 
Procurement approval documentation and procurement plan are developed and approved which contain relevant detail about the procurement process and desired business outcomes, according to organisational policy and public sector standards. 
Stakeholder input is sought at all stages during the development of the procurement plan. 
Probity risks in the procurement process are expressly considered during the development of the procurement plan. 
Approved procurement plan or strategy is communicated to stakeholders. 

Forms

Assessment Cover Sheet

PSPPROC411A - Plan procurement
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Assessment Record Sheet

PSPPROC411A - Plan procurement

Student name:

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Assessment task 1: [title] Result: Competent Not yet competent

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Overall assessment result: Competent Not yet competent

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