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Sourcing

Ensuring appropriate market approach is taken to secure the required products and services using various methods including competitive bidding events such as requests for quotation (RFQ), requests for proposals (RFP), requests for information (RFI), or requests for tender (RFT).
Level 1 Introductory: Demonstrates introductory understanding and ability and, with guidance, applies the competency in a few, simple situations. Can direct people to the appropriate source for further information.

BEHAVIORS

  • Describes the different purposes of using an RFQ, RFP, RFI, and RFT.
  • Liaises with user departments to determine their exact requirements and needs in routine procurement activities.
  • Drafts routine and standard pre-qualification questionnaires.
  • Lists which terms and conditions are standard in contracts.
  • Locates sources of information on suppliers’ markets and pricing structures.
  • Explains the importance of evaluation criteria and its application.
  • Describes the importance of formal contractual variations.
  • Adapts to changing circumstances without losing sight of business objectives.
  • Completes acquisition of required products and/or services.
  • Reports on sourcing activity to the customer and/or organizational executive.

QUESTIONS

  • Please describe a time you were involved in a sourcing activity.

Probing Questions

* What needed to be sourced?

* What role did you have?

* Was the end-user satisfied with the outcome?

* How long did it take to complete the sourcing process?

* How close to the budget was the purchase?

Level 2 Basic: Demonstrates basic knowledge and ability and, with guidance, can apply the competency in common situations that present limited difficulties.

BEHAVIORS

  • Adapts procurement notices to reflect the scale of the requirement and encourages a good process.
  • Explains the internal and external acquisition policies and practices.
  • Liaises with user departments to determine their exact requirements and needs.
  • Prepares standard pre-qualification questionnaires.
  • Uses knowledge of supplier markets to enable the selection of suppliers that are capable of meeting the specifications and demand.
  • Explains of pricing structure and the total cost of ownership.
  • Identifies major suppliers.
  • Describes the content of standard pre-qualification questionnaires.

QUESTIONS

  • Tell me about a time you did the complete sourcing cycle, from needs assessment to delivery.

Probing Questions

* What was your role in the cycle?

* What unique elements did you have to consider?

* How did the process end?

* What did you do to report on this activity?

* How did your organization view the sourcing cycle?

Level 3 Intermediate: Demonstrates solid knowledge and ability, and can apply the competency, with minimal or no guidance, in the full range of typical situations. Would require guidance to handle novel or more complex situations.

BEHAVIORS

  • Takes the lead on supplier contact for standard/non-contentious procurements.
  • Develops useable and effective terms and conditions.
  • Adapts standard acquisition terms within the parameters of the organization’s policies and principles.
  • Selects evaluation models appropriate for the specific needs of each requested process.
  • Liaises with user departments to determine and describe their unique requirements and needs in higher value procurement processes.
  • Drafts detailed, unique pre-qualification questionnaires for complex purchase actions.
  • Develops useable and effective procurement terms and conditions.
  • Provides practical sourcing advice and strategic direction as required.
  • Negotiates variations in the procurement process requiring appropriate approval.
  • Facilitates the procurement process to award a contract for products and/or services.

QUESTIONS

  • Please describe a time you led a sourcing project.

Probing Questions

* What was at stake in the project?

* How did you plan and organize the steps of the project?

* How did you interact with the executive sponsor/budget holder?

* How did the outcome meet the expectations of the internal team?

* What feedback did you get from the suppliers?

Level 4 Advanced: Demonstrates advanced knowledge and ability and can apply the competency in new or complex situations. Guides other professionals.

BEHAVIORS

  • Reviews and influences terms and conditions with legal staff to ensure effectiveness and alignment with current directives, legislation, and policy.
  • Advises others of appropriate sources of information (industry indices) based on good knowledge of supplier markets.
  • Interprets commercial models for procurement.
  • Ensures non-discriminatory behavior and legal compliance across the sourcing activities of the organization.
  • Plans and coordinates the entire sourcing work plan across the organization or assigned portfolio of end-users.
  • Ensures user/organizational requirements in contractors' specifications reflect the organization's policies and principles.
  • Negotiates contracts with successful suppliers of products and/or services.

QUESTIONS

  • Tell me about how you managed limited resources with the sourcing requirements of your organization.

Probing Questions

* What were the challenges?

* How did you approach these challenges?

* How did you address the requirements that were not met?

* What suggestions did you make to others at the organization to assist you in meeting their sourcing needs?

* In hindsight, what would you have done differently?

Level 5 Expert: Demonstrates expert knowledge and ability, and can apply the competency in the most complex situations. Develops new approaches, methods or policies in the area. Is recognized as an expert, internally and/or externally.

BEHAVIORS

  • Contributes to the overall procurement strategies, policies, and practices of the organization.
  • Reviews sourcing activities to ensure organizational and legal compliance.
  • Provides coaching on the application of pre-qualification and sourcing procedures.
  • Develops pre-qualification strategies, processes, and procedures, in line with customer and organizational requirements.
  • Analyzes the results of sourcing activities to ensure value for money and contribution to overall strategic business objectives.
  • Makes decisions on the approach for sourcing sensitive or volatile acquisitions processes.
  • Negotiates strategic contracts with successful suppliers of products and/or services.

QUESTIONS

  • Tell me about a time you balanced competing demands among your sourcing workload.

Probing Questions

* What pressures worked against you?

* How did you handle internal conflicts?

* How did you address ethical/illegal activity?

* What authority were you given to enforce the organization’s policies & procedures?

* How successful was the end result?