Unit of Competency Mapping – Information for Teachers/Assessors – Information for Learners

LGADMIN422A Mapping and Delivery Guide
Develop and maintain supplier relationships

Version 1.0
Issue Date: April 2024


Qualification -
Unit of Competency LGADMIN422A - Develop and maintain supplier relationships
Description This unit covers developing and maintaining effective relationships with suppliers to the organisation to ensure efficient supply chain processes. The unit is appropriate for those responsible for supply chain processes within a unit or the organisation as a whole.
Employability Skills This unit contains employability skills.
Learning Outcomes and Application This unit supports the attainment of skills and knowledge required for competent workplace performance in councils of all sizes. Knowledge of the legislation and regulations within which councils must operate is essential. The unique nature of councils, as a tier of government directed by elected members and reflecting the needs of local communities, must be appropriately reflected.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.
Prerequisites/co-requisites Not applicable.
Competency Field
Development and validation strategy and guide for assessors and learners Student Learning Resources Handouts
Activities 		Slides
PPT 		Assessment 1 Assessment 2 Assessment 3 Assessment 4
Elements of Competency Performance Criteria              
Element: Plan for procurement of goods and services
  • The purpose and specifications of required goods and services are identified.
  • A market assessment is used to identify options for acquiring goods and services in accordance with legislative requirements and organisational policies and procedures.
  • Quantities of required goods and services are determined.
  • Frequency of ordering or requesting goods and services is analysed.
  • The criteria to evaluate potential or existing contractor performance are established.
  • Policies and procedures are developed for management of purchasing systems.
       
Element: Evaluate potential suppliers
  • The process and criteria for evaluation of suppliers of goods and services are developed.
  • Suppliers of requested goods and services are identified.
  • Comparative costings for goods and services are obtained.
  • Supplier's ability to provide a consistent level of performance on repeat contracts is assessed.
  • Suppliers are evaluated against criteria.
  • A prioritised supplier shortlist is established based on the capacity of the supplier to provide cost competitive, quality goods and services.
  • The outcomes of the supplier selection process are documented including recommendations for agreements/contracts with selected suppliers.
       
Element: Administer supplier contract
  • Procedures for the receival of supplied goods and services are implemented.
  • Supplied goods and services are assessed for conformity to contracted requirements.
  • Non-conformance of supplier with contracted requirements is accurately detailed.
  • Actions to rectify non-conformance are undertaken in accordance with organisational procedures and within scope of authority.
  • Issues of non-conformance beyond scope of authority are referred to designated personnel in accordance with organisational procedures.
  • Systems records are maintained and updated in accordance with organisational procedures.
       
Element: Maintain supplier relations
  • Cooperative relationships are developed with supplier representative according to organisational policies and procedures.
  • Arrangements with suppliers are negotiated and implemented according to organisational policies and procedures.
  • Market factors that may affect the supply of goods and services are identified and communicated to relevant personnel.
  • Immediate corrective action is taken in consultation with the supplier where potential or actual problems are indicated.
  • Suppliers are continuously reviewed in regard to quality, profitability, service, delivery status and other relevant performance indicators.
  • Suppliers are deleted from supplier shortlist according to criteria.
       


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.

Overview of assessment requirements

A person who demonstrates competency in this unit will be able to perform the outcomes described in the Elements to the required performance level detailed in the Performance Criteria. The knowledge and skill requirements described in the Range Statement must also be demonstrated. For example, knowledge of the legislative framework and safe work practices that underpin the performance of the unit are also required to be demonstrated.

Critical aspects of evidence to be considered

The demonstrated ability to:

plan for the procurement of goods and services

enhance policies and procedures for management of purchasing systems

develop a process and criteria to evaluate potential suppliers and establish a prioritised supplier shortlist against the criteria

monitor the performance of supply contractors

apply high level communication and interpersonal skills to maintain effective relationships with suppliers to ensure efficient supply chain processes and to mediate and resolve issues surrounding supply, maximising positive outcomes for the organisation and individuals within it.

Context of assessment

Competency is demonstrated by performance of all stated criteria, with particular attention to the critical aspects and the knowledge and skills elaborated in the Evidence Guide, and within the scope of the Range Statement.

Assessment must take account of the endorsed Assessment Guidelines in the Local Government Training Package.

Assessment of performance requirements in this unit should be undertaken in an actual workplace or simulated environment.

Assessment should reinforce the integration of the key competencies for the particular AQF level. Refer to the key competency levels at the end of this unit.

Relationship to other units(prerequisite or co-requisite units)

To enable holistic assessment this unit may be assessed with other units that form part of the job role.

Method of assessment

The following assessment methods are suggested:

observation of the learner performing a range of workplace tasks over sufficient time to demonstrate handling of a range of contingencies

written and/or oral questioning to assess knowledge and understanding

completion of workplace documentation

third-party reports from experienced practitioners

completion of self-paced learning materials including personal reflection and feedback from trainer, coach or supervisor.

Evidence required for demonstration of consistent performance

Evidence should be collected over a set period of time that is sufficient to include dealings with an appropriate range and variety of formal and informal situations, involving different types of problems and clients.

Resource implications

The learner and trainer should have access to appropriate documentation and resources normally used in the workplace.

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assignment, 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.

This describes the essential skills and knowledge and their level, required for this unit

Required Skills

evaluation

negotiation and consultation

problem solving

communication

interpersonal

numeracy skills for evaluating suppliers and contractual time frames

cross-cultural

literacy

Required Knowledge

legislative and organisational procurement guidelines

organisation's code of conduct

suppliers in the marketplace

common use arrangements

financial accountability requirements

probity and ethical issues

procedures for receipt and payment of goods and services

procurement approval procedures

organisational procedures for monitoring the performance of suppliers

contract performance and dispute policies and procedures

business policies and plans as they relate to supply contracts

operation of recording, reporting and statistical analysis systems and resources

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 in the Performance Criteria is detailed below.

A market assessment may include:

structure of the market and key stakeholders

market capability

market maturity

market strength

factors and conditions that may affect supply

potential impact of intended contracting activity

Options may include:

stakeholder consultation

confirmation that a procurement process is necessary

development of a business case

comparison of internal and outsourced provision

whether to buy or lease

Suppliers of requested goods and services are identified by:

open or restricted tendering and contracting

expression of interest

request for proposal

request for quotation

request for tender

request for offer

direct purchases using existing supply arrangements such as standing offers

common use arrangements

oral and written quotations

direct purchases from retail or wholesale outlets

electronic arrangements

Conformity to contracted requirements may include:

price

quantity

quality

delivery schedules

Arrangements may include:

verbal and written orders

purchase orders

credit card

petty cash

memoranda of understanding or memoranda of agreement

in-house service level agreement

contracts

common use arrangements and standing offers

Negotiation process may include:

face to face

correspondence

meetings

telephone

electronic media

Performance indicators which assist in reviewing suppliers may include:

price

quality

supply reliability

stock range

delivery schedules

warranties and post-purchase support

variation from supply specifications

appropriateness

supplier relationships

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
The purpose and specifications of required goods and services are identified. 
A market assessment is used to identify options for acquiring goods and services in accordance with legislative requirements and organisational policies and procedures. 
Quantities of required goods and services are determined. 
Frequency of ordering or requesting goods and services is analysed. 
The criteria to evaluate potential or existing contractor performance are established. 
Policies and procedures are developed for management of purchasing systems. 
The process and criteria for evaluation of suppliers of goods and services are developed. 
Suppliers of requested goods and services are identified. 
Comparative costings for goods and services are obtained. 
Supplier's ability to provide a consistent level of performance on repeat contracts is assessed. 
Suppliers are evaluated against criteria. 
A prioritised supplier shortlist is established based on the capacity of the supplier to provide cost competitive, quality goods and services. 
The outcomes of the supplier selection process are documented including recommendations for agreements/contracts with selected suppliers. 
Procedures for the receival of supplied goods and services are implemented. 
Supplied goods and services are assessed for conformity to contracted requirements. 
Non-conformance of supplier with contracted requirements is accurately detailed. 
Actions to rectify non-conformance are undertaken in accordance with organisational procedures and within scope of authority. 
Issues of non-conformance beyond scope of authority are referred to designated personnel in accordance with organisational procedures. 
Systems records are maintained and updated in accordance with organisational procedures. 
Cooperative relationships are developed with supplier representative according to organisational policies and procedures. 
Arrangements with suppliers are negotiated and implemented according to organisational policies and procedures. 
Market factors that may affect the supply of goods and services are identified and communicated to relevant personnel. 
Immediate corrective action is taken in consultation with the supplier where potential or actual problems are indicated. 
Suppliers are continuously reviewed in regard to quality, profitability, service, delivery status and other relevant performance indicators. 
Suppliers are deleted from supplier shortlist according to criteria. 

Forms

Assessment Cover Sheet

LGADMIN422A - Develop and maintain supplier relationships
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:

Assessment Record Sheet

LGADMIN422A - Develop and maintain supplier relationships

Student name:

Student ID:

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

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: