Lessons Learnt
- Programme and knowledge management
- Risk management
- Procurement process and engaging suppliers
- Contract management and communications
- Stakeholder management

Procurement process and engaging suppliers

• Undertake effective research on understanding the market;
• Ensure there is a strong and robust process able to respond to the developments that inevitably occur during market shaping;
• Standardise documentation across the market;
• Look to improving the procurement professionalism associated with the market;
• Create a policy for encouraging innovative responses and how to measure / track them.

Engaging the suppliers

Develop a detailed strategy for engaging with suppliers at the outset and consider what will "sell" the idea to them and get them interested.

With particular reference to market shaping activities, the potential and actual suppliers (i.e. the market) are key to your success. We have learnt that you will need to ensure:

• They appreciate and understand the legal framework applicable to this exercise;
• You have considered, and are willing to meet, the suppliers' information needs;
• That you encourage them to consider and offer new ways of delivery;
• There are opportunities for honest and open discussion.

Existing suppliers

Existing (incumbent) suppliers can be comfortable with they way things are and disbelieve things would change, so, they offer the same formula. You need to address their complacency and encourage them to think differently - new pricing structures; reorganised delivery; changed attitude. You may even look to other markets and benchmark against different / new models of working.

New entrants to the market

New entrants will challenge the established ways of thinking and demonstrate the most innovative approaches. They want to get into the market but often either don't know how or are unaware that opportunities are about to arise. Sometimes you have to find them and encourage them into the market. This may require you to be creative in looking to see who else could meet the requirements - it is noted that we can be euro-centric (possibly because of needing to use OJEU), so, consider also looking to other continents.

Supply chain

As you move further into the market shaping exercise it is as well to be aware of the supply chain that main suppliers will be using to meet the requirements. You will need to consider:

• Where there may be risks - and manage them;
• How you will monitor the supply chain - be aware of players and their sub- contractors;
• Ensure main suppliers cascade requirements.

Supplier development

The fact that you are considering market shaping may imply that the suppliers could need some support - e.g. training, guidance, and instruction - to help them become better players in the market. This not usually thought of as a public sector priority / activity but you do need to do all you can to make the market work. So consider:

• Use of OGC guidelines;
• Suppliers' understanding of, and competence for, becoming involved in the public sector procurement process.