National Trust Presented with Excellence in Procurement Award for Supplier Onboarding Success

Charlotte Sutton
Charlotte Sutton,
National Trust is one of five companies recognised for driving innovation, organisational transformation and bottom-line impact by leveraging PROACTIS Spend Control and eProcurement solutions

About National Trust

National Trust, is a conservation organisation in England, Wales, Northern Ireland. The charitable organisation owns and manages more than 620,000 acres of land, plus about 700 miles of coastline. The trust also protects and opens to the public more than 350 historic houses, gardens and ancient monuments. Established in 1895, The National Trust has grown to over 4.5 million members and some 62,000 volunteers.

Simon Dadswell, PROACTIS Global Marketing Director, presents the award for ‘Excellence in Procurement’ to Claire Smart (Procurement Director) and the Procurement team at National Trust 

The Trust recognised the importance of capturing accurate supplier information to effectively operate downstream processes and drive improvements: sourcing, supplier performance, risk management, and contract compliance. During a process transformation review they recognised the need for change. Their legacy supplier system contained 24,000 supplier records, over half of which were inactive. In addition, over 350 suppliers were being added every month. The supplier records offered a lack of visibility on who their suppliers were and what they spent with them. Supplier information was inaccurate and their system for setting up suppliers and making changes to supplier records was slow, error-prone and costly. 


National Trust wanted the ability to streamline supplier communications and transform their supplier onboarding process. This included obtaining a ‘single version of the truth’ of supplier information and an electronic process to: send out requests to collect appropriate information, provide ongoing follow-up with suppliers to collect responses quickly, update and maintain all documents and data and inform and update stakeholders on progress. They also wanted to increase competition through improved supplier visibility and management information. The Trust selected PROACTIS Supplier Management as part of a wider business transformation project, where the Trust was replacing their finance system with UNIT4 Agresso Business World, which needed to be communicated across 5000 staff and their existing suppliers.


In just four months, 12,000 suppliers had self-registered to the National Trust Supplier Portal, almost all the suppliers they needed to take forward onto their payment system. Not only is it now faster to set up new suppliers, but suppliers can update their own profile information which has reduced the administrative workload. For the first time employees can see a catalogue of what their suppliers provide, related to CPV codes and the Trist could manage the process of onboarding new suppliers. After seven months, the National Trust had halved their supply base, and achieved their efficiency, accuracy and management information targets. This transformation delivers a strong platform for procurement transformation including the roll-out of solutions for Sourcing, Contract Management and Supplier Accreditation by category.
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