As part of the strategy, the Trust started working with Proactis with the aim of addressing its £360 million third party spend. A senior member of the Procurement team at National Trust, revealed: “A procurement strategy isn’t just about saving money, it’s about delivering organisational goals. Our strategy had three pillars, for consolidating spend and developing contracts, for managing our large projects, such as putting 60,000 meters of pointing onto a castle, and for improving organisational capability.”
For the Trust, the focus was improving its procurement policies, processes, systems and making life easier for its people. It was under this pillar that the Trust implemented a new ERP system, Unit4 Business World, and a new Supplier Management system with Proactis. National Trust is a vast and diverse organisation, so it started to work closely with Proactis to help meet some of the procurement challenges”.
There were many challenges, such as staff using old legacy systems and the organisation having a database of 24,000 suppliers. “We knew we didn’t even use half of those suppliers, and staff often didn’t know which ones should be used,” revealed the Procurement Director.
“Additionally, the process for setting up new suppliers, or making any changes to any of the information, was complex and paper based. This meant that it often took weeks to onboard a new supplier.”