OIG Bulletin, June 2021: Succession Planning with Procurement Staff

Procurement is an essential part of most organizations. In general, you rely on professional staff with the experience and expertise necessary to successfully manage procurement activities. However, have you considered what will happen to your organization when your procurement personnel changes?

Staff may retire or leave for other reasons, or organizational growth may require that you expand your procurement functions. To the extent possible, you should be prepared for such changes.

Ensuring Continuity of Procurement Functions

Qualified candidates for public procurement positions often are not easy to find, and hiring and training new staff takes time. How can you ensure the continuity of procurement functions beyond simply hiring new staff when the time arrives? Here are some suggestions:

Back-up staff: Identify current employees who can be trained to conduct or assist with procurements. Consider paying for these employees to take the MCPPO (Massachusetts Certified Public Purchasing Official) program core classes. With proper training and supervision, these employees can support current procurement staff and provide interim support in the event of staffing changes.

Automation: Use an electronic bidding platform and shift to electronic records. These changes could simplify the procurement process and make it easier to transition to new staff because electronic records are more easily accessible. Third-party electronic bidding platforms are available, including the state’s free COMMBUYS system.

State contracts: Take advantage of existing contracts that are Chapter 30B compliant. See M.G.L. c. 30B, § 1(c). The state has many existing contracts created specifically for use by local jurisdictions. Additionally, local jurisdictions can participate in cooperative purchasing agreements (see M.G.L. c. 30B, § 22) and collective procurements (see M.G.L. c. 30B, § 1(c)). Using existing contracts significantly reduces the workload of your procurement staff and could simplify new staff transitions.

Templates: Create standard documents for all types of procurements whenever possible, including specifications, scopes of work and contracts. Develop a library of these templates that can be reused for future procurements. Because most jurisdictions purchase similar supplies and services, this library could include procurement documents from other jurisdictions. Always review information obtained from other jurisdictions to ensure that it is appropriate for your jurisdiction and that it has been prepared correctly.

Evaluation: Take time each year to review your organization’s procurement policies and identify best practices to incorporate into future work.

Additional Resources

OIG Bulletin, June 2021, Vol. 2, #2

Date published:	June 9, 2021