NTISthis.com

Evidence Guide: LGADMIN422A - Develop and maintain supplier relationships

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

LGADMIN422A - Develop and maintain supplier relationships

What evidence can you provide to prove your understanding of each of the following citeria?

Plan for procurement of goods and services

  1. The purpose and specifications of required goods and services are identified.
  2. A market assessment is used to identify options for acquiring goods and services in accordance with legislative requirements and organisational policies and procedures.
  3. Quantities of required goods and services are determined.
  4. Frequency of ordering or requesting goods and services is analysed.
  5. The criteria to evaluate potential or existing contractor performance are established.
  6. Policies and procedures are developed for management of purchasing systems.
The purpose and specifications of required goods and services are identified.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

A market assessment is used to identify options for acquiring goods and services in accordance with legislative requirements and organisational policies and procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Quantities of required goods and services are determined.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Frequency of ordering or requesting goods and services is analysed.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

The criteria to evaluate potential or existing contractor performance are established.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Policies and procedures are developed for management of purchasing systems.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Evaluate potential suppliers

  1. The process and criteria for evaluation of suppliers of goods and services are developed.
  2. Suppliers of requested goods and services are identified.
  3. Comparative costings for goods and services are obtained.
  4. Supplier's ability to provide a consistent level of performance on repeat contracts is assessed.
  5. Suppliers are evaluated against criteria.
  6. A prioritised supplier shortlist is established based on the capacity of the supplier to provide cost competitive, quality goods and services.
  7. The outcomes of the supplier selection process are documented including recommendations for agreements/contracts with selected suppliers.
The process and criteria for evaluation of suppliers of goods and services are developed.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Suppliers of requested goods and services are identified.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Comparative costings for goods and services are obtained.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Supplier's ability to provide a consistent level of performance on repeat contracts is assessed.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Suppliers are evaluated against criteria.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

A prioritised supplier shortlist is established based on the capacity of the supplier to provide cost competitive, quality goods and services.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

The outcomes of the supplier selection process are documented including recommendations for agreements/contracts with selected suppliers.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Administer supplier contract

  1. Procedures for the receival of supplied goods and services are implemented.
  2. Supplied goods and services are assessed for conformity to contracted requirements.
  3. Non-conformance of supplier with contracted requirements is accurately detailed.
  4. Actions to rectify non-conformance are undertaken in accordance with organisational procedures and within scope of authority.
  5. Issues of non-conformance beyond scope of authority are referred to designated personnel in accordance with organisational procedures.
  6. Systems records are maintained and updated in accordance with organisational procedures.
Procedures for the receival of supplied goods and services are implemented.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Supplied goods and services are assessed for conformity to contracted requirements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Non-conformance of supplier with contracted requirements is accurately detailed.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Actions to rectify non-conformance are undertaken in accordance with organisational procedures and within scope of authority.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Issues of non-conformance beyond scope of authority are referred to designated personnel in accordance with organisational procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Systems records are maintained and updated in accordance with organisational procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Maintain supplier relations

  1. Cooperative relationships are developed with supplier representative according to organisational policies and procedures.
  2. Arrangements with suppliers are negotiated and implemented according to organisational policies and procedures.
  3. Market factors that may affect the supply of goods and services are identified and communicated to relevant personnel.
  4. Immediate corrective action is taken in consultation with the supplier where potential or actual problems are indicated.
  5. Suppliers are continuously reviewed in regard to quality, profitability, service, delivery status and other relevant performance indicators.
  6. Suppliers are deleted from supplier shortlist according to criteria.
Cooperative relationships are developed with supplier representative according to organisational policies and procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Arrangements with suppliers are negotiated and implemented according to organisational policies and procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Market factors that may affect the supply of goods and services are identified and communicated to relevant personnel.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Immediate corrective action is taken in consultation with the supplier where potential or actual problems are indicated.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Suppliers are continuously reviewed in regard to quality, profitability, service, delivery status and other relevant performance indicators.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Suppliers are deleted from supplier shortlist according to criteria.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

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.

Required Skills and Knowledge

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

Range Statement

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