The introduction of Modern Slavery legislation required a significant amount of work to update our Council’s policies and procedures. We applied for funding through the LGP Procurement Capability Grant Program to support our staff with implementing these changes. The grant allowed us to increase work hours to help get it done.
We approached the project in four key stages:
1. Policy Review and Update
Our first priority was to review and update our procurement policies to reflect the new legislation. Understanding our obligations involved a substantial amount of work reviewing our internal procedures and processes.
2. Data Collection and Annual Reporting
Once our policies were updated, we began collecting and compiling the data needed for our annual Modern Slavery reporting.
We worked closely with Central NSW Joint Organisation to help establish a centralised supplier database, used by all councils within the Joint Organisation. This created a single point of contact for suppliers and made it easier to collect consistent data across councils.
We developed a supplier questionnaire and assessment process to determine risk levels. This process has helped extend our professional network and connect with others facing similar challenges.
3. Documentation
In addition to updating our Purchasing Policy, we also created or improved the following documentation and procedures:
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Centralised Supplier Database
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Supplier Questionnaire, Information Sheet and Code of Conduct
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Software updates for tracking data on current and new suppliers and spend
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Annual Audit of Creditors
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Annual Reporting Templates
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Tender Clauses, KPIs, Prequalification Questionnaires and Weighting Procedures
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Risk Management Policy and Grievance Mechanism
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Training Materials
The introduction of the ASC Guidelines disrupted the process of data collection and we needed to adjust timelines with LGP because of the additional work. LGP allowed us to pushback our timeline for the completion of the Grant by six months. Our processes were reviewed, and documentation was updated to be in line with the guidelines.
4. Training
We rolled out training for staff at all levels, from executive to general staff. We also provided individual tender training to each department for purchases over $150,000 to ensure a consistent approach across the organisation.
Outcomes
The LGP Procurement Capability Grant made a significant difference to our Council. With our annual reporting and data collection protocols now in place, supporting documentation developed, and a strong connection to the Modern Slavery Network, we’re well on our way to meeting our compliance obligations.
The 2024 Capability Grant Program is open now, closing Thursday 5 June.
If your council is working on procurement improvement projects, we highly recommend applying.
For more information, visit: LGP Procurement Capability Grant