CAPS Project
Overview
The University of Dundee plans to develop and adopt a more strategic and standardised approach to its procurement and related financial practices, maximising the purchasing power of the University and providing improved management information.
The University has approved an initiative called the Commitment and Advanced Procurement Service (CAPS) Project. It is a project that will introduce e-Procurement, Commitment Accounting, Advanced Procurement and the streamlining of invoice processing.
The Scottish Executive as part of its Efficient Government Agenda is providing funding and resources through the APUC Ltd (Advanced Procurement for Universities and Colleges) to the University to assist in the implementation of this project.
Working collaboratively, the University can realise up to £5m in savings over the next five years.
How will we achieve our vision?
We will achieve this by:
Working in collaboration
- across the University
- across the HE/FE sectors
- with Centres of Expertise for Procurement
- with suppliers
to deliver well negotiated contracts, sharing of best practice and exploitation of efficiency savings.
Building a strong procurement community
A strong procurement community is vital to achieve our vision and the engagement of staff is the key.
Recognising that people make the processes work, it is important that staff are enabled to carry out daily procurement activities in a supportive environment. All users will be fully trained in the new system.
Once the project is complete, work will continue to monitor and improve our practices.
Implementing leading-edge technology to underpin our financial activities
A new electronic procurement system, integrated into our financial system, will support more efficient and effective methods of working.
Benefits include:
- providing access to approved contracts and suppliers (and savings)
- purchasing information feeding into financials to provide commitment against budget
- reducing paper work through automated processes
- providing consistent and high quality management information
- cost economies through operational efficiencies
How will this be implemented and supported?
A team of experienced staff has been brought together to form the CAPS Project Team.
Sourced from within the University and via the APUC Ltd, the team will draw information and experience from across the University to gain a clear understanding of current policies, procedures and practices. This will help inform best practice and establish University processes, while implementing the technology to support them.
Information will be collated in each College/Directorate on current practices and to assess the impact of change on staff.
A comprehensive Communications Strategy and Training Strategy will ensure everyone receives the information and support they need throughout the project and beyond.
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