Assessor Resource

PSPPROC507A
Plan for procurement outcomes

Assessment tool

Version 1.0
Issue Date: March 2024


This unit applies to those in specialist procurement and contracting.

This unit covers advanced planning for complex procurement within established guidelines, policies and procedures. It includes applying and managing procurement governance arrangements, developing procurement and market strategies, and undertaking analysis to support achievement of procurement outcomes through definition of requirements aligned to business needs, consultation with stakeholders, establishment of tender evaluation panels, and documentation of detailed procurement planning.

In practice, planning for procurement outcomes may overlap with other public sector and local government generalist and specialist work activities, such as acting ethically, complying with legislation, providing client service, providing leadership, developing policy, and undertaking negotiations.

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 for procurement outcomes 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:

contribute effectively to forward planning of procurement activities, including developing key documents, such as business case, long-term plans and/or approval documents

align planned procurement activities with the organisation's business direction

identify, consult with and manage procurement stakeholders

plan and conduct market research for procurement activities

use the results of stakeholder consultation and market research to inform procurement planning

define more complex procurement specifications and requirements to satisfy stakeholder needs

work within organisational processes to secure the resources needed to conduct procurement processes

act within own delegation and promptly refer matters outside own delegation to correct authority

uphold probity standards applicable to the procurement process.

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 and managing contracts

codes of conduct and codes of practice

workplace scenarios and case studies relating to a range of procurement activities associated with planning for procurement outcomes

case studies that incorporate dilemmas, and probity requirements relating to planning for procurement outcomes.

Method of assessment

The following assessment methods are suggested:

questions to assess understanding of relevant legislation and procedures

review of strategies and approaches adopted for planning for procurement outcomes

review of business cases, procurement terms of reference, procurement plans, market analyses, budgets, resource requests, transition plans, approvals and sign-offs, risk assessments, procurement specifications and other documentation prepared 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:

PSPETHC501B Promote the values and ethos of public service

PSPGOV507A Undertake negotiations

PSPLEGN501B Promote compliance with legislation in the public sector

PSPPROC503B Manage contract performance

PSPPROC504B Finalise contracts

PSPPROC505A Manage procurement risk

PSPPROC506A Plan to manage a contract

PSPPROC508A Make procurement decisions.


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 and negotiate with contractors and stakeholders

network, within probity boundaries, with contractors and stakeholders

write a business case

read complex documents, such as contracts, legislation and guidelines

provide feedback

teamwork skills to:

model effective team management approaches

respond to diversity

refer issues to the correct person

problem-solving skills to:

resolve complicated procurement issues

develop options for inclusion in a business case

initiative and enterprise skills to:

apply the content of complex documents, such as contracts, legislation and guidelines

apply OHS, environmental, sustainability and corporate social responsibility practices in the context of planning for procurement outcomes

planning and organising skills to:

undertake research and business analysis

plan procurement processes in alignment with business and organisational goals

document procurement planning decisions and expected outcomes

manage and update the procurement plan and sub-plans

learning skills to keep up-to-date with:

best practice examples in procurement practice

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

procurement planning for a range of complex procurement requirements/outcomes in alignment with business and organisational goals

probity principles and issues

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

government procurement environment

legal requirements of government procurement

implications of particular procurement arrangements

whole-of-life considerations

financial and accounting issues relevant to the procurement

cultural issues relating to complex procurement and industry development in certain industry sectors

relationship management

equal employment opportunity relevant to the procurement

OHS requirements relevant to the procurement

environmental, sustainability and corporate social responsibility principles relevant to the procurement

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.

Forward procurement planning may include:

annual procurement planning

business plans

strategic plans

budget plans

Financial and budgetary framework may include:

financial management legislation

chief executive instructions

financial delegations

budget cycles and reporting processes

financial management systems

Organisational objectives may include and be contained in:

political directives

commonwealth, and state or territory government needs

responses to government strategic papers, such as White Papers, for example on long-term capability of the public sector to deliver government policy objectives

organisational strategic and business plans

Legislative, policy and probity requirements may include:

commonwealth or state and territory legislation

equal employment opportunity and anti-discrimination law

free trade and other international agreements

commonwealth, state or territory, and local government procurement policy guidelines

probity principles and issues that relate to procurement processes, systems, structures and delegations

code of conduct and standards of individual behaviour relating to procurement process and function

environmental and sustainable procurement

OHS legislation and policies

corporate social responsibility policies

organisational policies and practices

Alternatives may include:

providing services in-house

leasing

consolidation services rather than direct purchases (e.g. hotel and rental cars)

funding arrangements

public private partnerships

Probity principles:

may include:

accountability

transparency

confidentiality

management of conflict of interests

impartiality

are maintained to:

ensure conformity to processes

facilitate accountability

ensure proponents are treated in a fair and equitable manner

encourage commercial completion

preserve public and private sector confidence in government processes

Stakeholders may include:

end users, customers or clients, and sponsors

potential providers or suppliers

current providers or suppliers

technical or functional experts or advisers

commonwealth, state or territory, and local government

international governments

the buying organisation

other public sector organisations

employees, unions and staff associations

industry bodies

local communities

lobby groups and special user groups

Value for money may include:

benefits versus cost

fitness for purpose

whole-of-life costs, such as maintenance, warranty and operating costs

market considerations

government policy objectives, e.g. industry development and employment creation

strategic partnerships

quality

risks

supplier capacity

climate change, environmental considerations and energy conservation

disposal value

Aspects of market research and analysis may include:

capacity of the market to supply

maturity/life cycle placement of the goods and services

new technologies

structure of the market and key players

Procurement options may include:

whole of government arrangements

existing agency and departmental agreements

leasing arrangements

alliance and partnership arrangements

memoranda of understanding and memoranda of agreement

contracts

standing offers

deeds of agreement

inter and intra-government agreements

outsourcing arrangements

in-house agreements

Procurement methods may include:

open tender or proposal

select (restricted) tender

direct (sole) source

staged procurement

Tender evaluation panel may include:

tender evaluation working groups

selection panels

expert advisory sub-panels

subject and technical experts

users

past and present contract managers

probity experts

Risks may include:

risk identified during market research

criticality of the procurement to the organisation

supplier-related risk

product-related risk

organisation-related risk

market-related risk

national security risk

political risk

corruption risk

probity risk

Whole-of-life costs and benefits may include:

maintenance and support arrangements

warranty

firm or variable pricing regimes

industry development

environmental sustainability

transition costs (establishing and renewing/extending)

return on investment

calculations of volume discounts

operating costs

disposal

Plans and sub-plans may include:

offer evaluation plan

contract negotiation plan

risk management plan

contingency plan

probity plan

communication/public relations plan

human resource management plan

disposal plan

contract review plan

environmental sustainability plan

industry policy plan

business continuity plan

Procurement reporting requirements may include:

public notification of business opportunities

public notification of contracts and other agreements to supply (e.g. AusTender or similar)

annual or other forward procurement plans

annual reports

senate/parliament reports

internal reports

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
Contribution is made to forward procurement planning in accordance with jurisdictional requirements and in alignment with organisational goals and objectives. 
Organisational financial and budgetary framework is effectively applied to procurement. 
Organisational objectives, policies and goals are researched and applied. 
Relevant interacting legislative, policy and probity requirements are identified and applied to the proposed procurement activity. 
Procurement needs are developed and/or assessed, aligned to organisational objectives, business plan and appropriate justification of estimated procurement expenditure. 
Alternatives to procurement action are proposed where appropriate. 
Probity principles are applied and managed when planning procurement activities. 
Internal and external stakeholders for procurement activities are identified. 
Strategies are developed to effectively gather information from and distribute information to procurement stakeholders throughout the procurement process. 
Stakeholders are informed and educated on the concept of value for money. 
Strategies are developed for the ongoing consideration and management of key stakeholders. 
Market research and analysis are conducted. 
Strengths and weaknesses of the market are identified. 
Appropriate procurement options and procurement methods are determined for approaching the market, taking into account relevant jurisdictional and organisational policy requirements. 
Financial and budgetary resources required to effectively conduct procurement processes are identified, sourced and managed. 
Technical and procurement expertise required to effectively conduct procurement processes is identified, sourced and managed, including the establishment of tender evaluation panel or working group. 
Appropriate structures and processes to the conduct of the procurement are determined and applied, including operation of the tender evaluation panel or working group. 
Appropriate lead times for conducting procurement processes are planned and communicated to stakeholders. 
Procurement requirements are aligned with organisational objectives and business plans and are realistic in terms of the capacity of the market to supply. 
Statements of requirements and specifications that meet business needs of the organisation are developed and/or critically assessed. 
Previous procurements are reviewed and stakeholders consulted to inform and define the specifications. 
Viability of specifications are explored to ensure risks and whole-of-life costs and benefits are identified and to support value for money. 
Stakeholders are assisted to make meaningful contributions to procurement plans. 
Procurement risk assessments are conducted and appropriate risk management strategies determined. 
Jurisdictional and organisational legislative, policy and probity requirements are addressed. 
Procurement process is designed that achieves a value for money outcome, including consideration of whole-of-life costs and benefits. 
Detailed procurement plans and sub-plans are documented for the various activities that will be conducted throughout the procurement process, including evaluation and reporting requirements. 
Timely execution of financial delegations and other approvals are planned in accordance with legislation and jurisdictional and organisational policy and procedures. 
Procurement activity is undertaken in line with jurisdictional, organisational and best practice requirements for accountability and transparency, including record keeping and reporting regimes. 

Forms

Assessment Cover Sheet

PSPPROC507A - Plan for procurement outcomes
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