Incontrol summer 14

The termly magazine for all educational budget holders

PUBLICATION

Summer term 2014

Why review?

Find out why you should be rating and reviewing your suppliers

News round-up SBM question time Supplier in Focus

Under pressure

Survey reveals true state of departmental spending

Advice centre

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FUTURE YOU LOOK AFTER THEIR

AND WE’LL FOCUS ON YOURS

At Lloyds Bank we understand education.

We have relationship managers in your area with specialist knowledge and local insight. It’s one reason why more than half of all Academies already choose to bank with us.

Talk to us about how we can support your Academy. lloydsbank.com/schoolbanking

Lloyds Bank plc. Registered Office: 25 Gresham Street, London EC2V 7HN. Registered in England and Wales no. 2065. Telephone: 020 7626 1500.

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Welcome

The magazine that puts you incontrol...

Join our mailing list and receive your copy of InControl office@incensu.co.uk

Welcome to the launch issue of InControl, the termly publication exploring the opportunities and challenges of better school procurement, brought to you by Incensu, the National Register of Education Suppliers.

The aim of InControl is simple – to provide you, the education budget holder, with news, views and practical advice from the world of school procurement as we see it. We want InControl to reflect the mission of Incensu and be a trusted source of procurement information that will help you in your important role.

In this issue

In this issue we reveal the findings of our latest survey into departmental spending and suggest some practical approaches to wring more out of school spending. We also preview our new annual school procurement survey by looking at some of the fascinating insights provided by the 2013 survey.

I hope you enjoy InControl. I would very much welcome feedback on this launch issue so that we can ensure future editions provide you with the information and advice you need to help you in your vital role. I’ve put myself up for the first SBM question time and I look forward to putting many more school business managers in the spotlight to get a greater insight into the role and how, on a day to day basis, they are overcoming the challenges that school procurement can bring.

Peter Melville Editor, InControl melvillep@incensu.co.uk

4 News round-up The latest developments from Incensu.

6 Cover story: Its better together A look at how schools can buy the best quality at the best value for money by working together and sharing knowledge on suppliers.

8 SBM question time In this edition Peter Melville, School Business Director at William Edwards School in Thurrock shares his views on the challenges facing school procurement in 2014.

10 Are you paying too much?

Department spending survey reveals schools still pay over the odds for stationery and consumables

12 Why rate and review Find out why you should be rating and reviewing your suppliers and how this will benefit your school.

15 Supplier profile: Collinson The construction firm Collinson plc describes a project to build new sports facilities at an Essex school.

17 Green energy in schools Incensu registered Evogreen has access to £550 million for sustainable energy projects meaning no capital outlay for schools.

18 Legionella controlling the risk Schools must comply with strict legislation to minimise the risk of legionella, says Mitie.

21 Go the extra mile at exam time External revision support could help your school raise attainment levels for pupils, says MADE Training.

24 Advice centre Want to tighten up your departmental spending? Get quick, practical advice.

InControl is published by Incensu Ltd. Incensu Limited is a limited company registered in England and Wales with the company registered number: 8128356.

Registered office: 10 Ashes Road, Shoeburyness, Essex, SS3 9RB. VAT Registration Number: 139585669

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FACT ess 0 busin 1 r Ove 0 s on the ie categor register s Incen u

news round-up

FACT schools 94% of te & ng to ra are willi uppliers s review

FACT ely more lik Schools nsu.co.uk ce to use In irect n a th d ing market

Second national procurement survey has launched SBMs, bursars, headteachers and other senior leaders responsible for school procurement will be asked to participate in the survey, which was launched on 16 June by Incensu in association with the National Association of School Business Management (NASBM), TheSchoolBus, Minerva Procurement Consultancy and Zenergi and is supported by the National Association of Headteachers (NAHT) and the FD Forum.

As the platform of choice for companies wishing to promote themselves to the education sector and the sourcing tool for those in the sector, Incensu is continually improving.

New features soon to be added to the website include: • Discounts and offers for schools • Featured company pages and product spotlights

The survey aims to provide a complete picture of the state of school procurement and the challenges it faces.

• Procurement tips and tools for schools and companies

Incensu founder Peter Melville said: “The survey is important because it provides Incensu and the schools and business using our service to gain a full picture of the procurement landscape today and what the challenges – and opportunities – are for all concerned. This will help us plan our services for the future and provide intelligence which will be useful for the education sector as a whole.”

• Discounts on training events planned by Incensu and its strategic partners

To take part in the survey look out for the email invitation or go to www.incensu.co.uk/nsps14

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New features added to Incensu register

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• Accredited training programmes for SBMs

• Further strategic partners ”The new features will provide all schools and companies with the tools required for effective and clever procurement,” said Incensu founder Peter Melville. He added: “Incensu is driving improvements in school procurement, giving schools rich, objective information that gives them genuine freedom to select their own suppliers – and confidence in the decisions they make.“

Business award for Incensu

Top school visit destinations revealed

Incensu has won a prestigious business award, picking up a silver at the Essex Digital Awards in the online business category. The category was open to companies that do all their business online.

A list of the best school trip destinations has been revealed. The list was voted for by the UKEdchat community and Incensu was proud to support the online poll. Top 5 winners: Edinburgh Zoo, Natural History Museum, Paulton’s Park, Sutton Hoo, Ufton Court Educational Trust. View the full list at www.issuu.com/ukedchat/ docs/uked_magazine_may_2014.

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It’s better together The monumental changes in the structure of the education system in recent years present some real challenges for procurement professionals working in schools today, says Peter Melville.

Greater autonomy for schools which have converted to academy status - in effect becoming independent state schools that are outside local authority control – does give them total control over how all of their budget is spent.

For many schools academy conversion does have distinct advantages, but this transformation has brought with it a range of new challenges for schools, including how they should get best value for money from the services and products that they buy in.

But SBMs are still being expected to deliver value for money from a marketplace which puts schools at a severe disadvantage. Until recently it has been the businesses selling into schools that have the information advantage. They know that school budgets are still substantial and they have the resources to push their marketing messages at schools. Many businesses do provide high quality, good value service but there has been no way for schools to effectively share this knowledge. They simply don’t have the means to properly assess whether a company’s claims about the quality of their services and products is true or not.

The challenge for schools now is how to

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get the greatest value for their money when they are relatively small ‘prospects’ in a fiercely competitive marketplace. That was hard in the past – information sharing was often haphazard. As a school business director at an 11-16 secondary academy in Essex I have in the past found procurement a minefield. Information about a supplier came from their own marketing rather than word of mouth recommendations. I wanted to know that a company had the expertise in their industry as well as the experience of working with schools but I found a distinct lack of recommendations when I was buying products and services.

Mounting pressure on school budgets in recent years and great accountability has created an urgent need for school procurement professionals to make every penny of our spending count and to justify this to the headteacher, the leadership team, parents and the governing body.

By harnessing the powerful principle of social networking the Incensu register allows schools to take the driving seat in their dealings with commercial suppliers. Suppliers have to register with the service but are only allowed on as approved suppliers if they have

an independent testimonial from at least one school that has used and approved their service.

Once on the register businesses receive the Incensu Registration Mark to signify to schools that their profile can be found, checked and compared with others.

The profile allows businesses to include details such as industry quality marks and membership of any buying groups that schools could join to give them the opportunity to buy their services at a lower rate.

”School procurement professionals can buy the best quality and value for money services and products by working together and sharing knowledge about suppliers ”

Four steps to increasing your school’s confidence in the procurement process

This approach creates a real incentive for companies to build up their profile – the more testimonies they receive from schools that have used their services the better and more prominent their profile.

As well as giving schools a more powerful presence at the negotiating table with suppliers this approach also means that schools can focus more on building relationships with trusted local suppliers as well as national corporations. The social networking principle of the register means that local small suppliers and large national

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and international corporations can compete on the same level playing field.

Schools are in a brave new educational landscape. Autonomy is the zeitgeist but this brings with it risks like isolation. School procurement professionals know that going it alone isn’t an option today so it makes sense for schools to band together and share information. The Incensu service provides schools with the means to do this – and puts them back in the driving seat when it comes to making procurement decisions for their schools.

The termly magazine for all educational budget holders

1 Search for suppliers using the Incensu register at www.incensu.co.uk 2 View company profiles

at incensu.co.uk, check

accreditations, expertise and experience 3 Compare profiles against value for money, reliability, quality and customer service 4 Check whether the Incensu profile shows that the supplier belongs to a buying club. If they are this could help in your negotiations for a better deal

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Experienced school business director and co-founder of Incensu, Peter Melville, shares his views on the challenges facing school procurement.

”The biggest challenge in 2014 is providing more with less. Getting best value remains a priority”

Peter is an experienced School Business Director with significant experience of working in local authorities and schools focusing on project management and financial management.

His specific responsibilities at William Edwards School in Thurrock include classroom redesign and refurbishment, all academy business and the management of support services. Peter is a specialist leader of education for his expertise in academy conversion and also advises and supports other schools in school business management and governance via the Department for Education and the Education Funding Agency.

He is a governor of a primary school and a secondary school and was recently appointed as one of 12 associate practitioners for the National Association of School Business Management (NASBM).

When asked about the challenges facing school business managers in 2014 Peter commented: “The biggest challenge in 2014 is providing more with less. Getting the best value for money remains a priority.

“In order to ensure I am achieving best value for money for my school I want to hear the views of other school business managers and share their experiences of procuring specific goods and services for their school.

This was the reason for creating Incensu, a platform for SBMs to share ratings and reviews on UK education suppliers.”

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Are you paying too much?

Department spending survey reveals schools still pay over the odds for stationery and consumables

�We need to work together to provide school procurement training and share information with each other about which companies are best to do business with�

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Schools continue to pay over the odds for stationery and consumables despite static or shrinking budgets, a survey for school supplier register Incensu has revealed.

Other findings from the survey include:

The survey of department and faculty heads showed that just six per cent of respondents said their school centralised spending in this important area. Over 90 per cent said that money was spent departmentally.

•O nly 11 per cent of respondents are required to use companies approved by the school – 89 per cent of budget holders have the freedom to select their own suppliers

Respondents to the survey gave a fragile picture of school budgets – 31 per cent said that department budgets had remained the same since 2012 and 36 per cent said they had shrunk. A third of respondents said that budgets had increased – and of these only three per cent said that this had been by “significant” amounts.

•M ore than a third (37 per cent) of budget holders did not have an upper spending limit that required authorisation from a member of SLT

Peter Melville, a school business director in Grays, Essex, who created the Incensu register, said the survey showed that schools were still spending more than they had to.

“The fact that the vast majority of respondents said that they bought stationery and consumables such as printer ink in departments rather than centrally as a school means they are failing to make the most of collective purchasing.

“Buying departmentally might seem easier but it puts undue pressures on school budgets at a time when money remains scarce. It’s a fractured, chaotic approach to spending at a time centralised and collective purchasing would reap significant savings.

“By buying centrally as a school they can realise economies of scale and strike better deals. Individual departments just don’t have the buying power to be able to do this.

It’s even more powerful if schools band together as a buying group to force down costs. They can do this as local groups or join with others through online systems.”

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• J ust 7 per cent of respondents have received any meaningful budget planning training

•6 7 per cent do not have to predict or report on the impact of department spend

A survey of school leaders during summer 2013 by Incensu showed that more than 60 per cent of school leaders didn’t have complete confidence in the buying decisions made by their schools. Although almost 40 per cent of respondents said that they were “completely confident” in the procurement decisions made by their schools just over 60 per cent were only “fairly confident” or “slightly concerned” about the buying of goods and services.

At the time Peter Melville said that the survey showed that schools still lacked complete confidence in procurement.

“The question now is how to increase this confidence. We need to work together to provide school procurement training and share information with each other about which companies are best to do business with,” he said.

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Why rate and review Word of mouth has long been a way for schools to source suppliers. Now that the technology is available schools can recommend and source suppliers on a grand scale.

The practice of rating and reviewing companies has grown exponentially over the last decade. The success of Amazon, Tripadvisor and Trustatrader for example have been built on the very foundations of rating and reviews and this digital custom shows no sign of slowing down. In fact the habit of reading reviews before making financial decisions is one which is common to many of us.

The Incensu platform for rating and reviewing education suppliers is approaching its third year. During this time many headteachers, school business managers and senior leaders have been providing valuable testimonials to support other schools in making their procurement decisions.

Incensu.co.uk provides the infrastructure to enable schools to openly share their experiences of products and services.

The National School Procurement Survey, completed in the main by heads and SBMs last summer (see News, page 4), revealed the four most important factors when selecting suppliers are value for money, quality, reliability and customer service, all beating cost. The ratings tool at Incensu.co.uk gives schools the opportunity to grade suppliers on these four important criteria.

At a time when there is pressure on school budgets, finding suppliers with a proven track

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record of providing best value for money is a real asset. All UK education budget holders are encouraged to get involved, from SBMs procuring outsourced services for the whole school and middle leaders purchasing subject specific equipment to teachers wishing to share their views on school trip destinations or the latest classroom app. Everyone has their part to play.

The benefits speak for themselves. With greater involvement and increased shared best practice in procurement between schools, the quality of suppliers and value for money that can be achieved can only rise.

This empowers schools to maximise budgets and truly get the best learning environments for our students.

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Supplier profile

Collinson Built in 1962, the old gym at William Edwards Academy in Stifford Clays, Essex, was dark, dingy and had become far too small for the requirements of its 1,200 pupils.

There was a desperate need for better facilities so the school decided to create a centre of excellence for badminton with funds being raised from the sport’s governing body, Badminton England, the Department for Education and the local authority with the balance raised by the school itself.

With the budget set, research by the school showed they could get more for their money by going for a clear span tension membrane building.

A development team visited structures built by three different companies before deciding on a ‘Challenger’ sports facility from Lancashire based family firm, Collinson plc.

The decision was taken for numerous reasons: it was a high quality product and it had been endorsed by Newbridge High School in Leicestershire.

Peter Melville, business director at William Edwards, said: “We were impressed with the product and the help and advice Collinson gave us but the key was that they were a family firm and treated us like their most important customer. We knew things would be done to a high standard and had confidence they would deliver exactly what we wanted. We were proved right.”

Designed and built by Collinson, the facility comprises eight badminton courts, changing rooms and fitness suite.

The Challenger sports structure system is based on a clear span, steel superstructure which requires minimal foundations and can be quickly erected. This modular system is renowned for its efficiency. The frame is covered with a tensioned PVC membrane which lets in lots of natural light, ensuring the courts are bright and airy. Profiled colour coated cladding had also been added to a height of 3m on the exterior.

The eight courts are designed to Badminton England’s guidelines with elevated spectator galleries. The green and blue colour scheme creates a calming positive atmosphere and the lighting system means that games can be played late into the night.

As well as being used by the local community the centre hosts county and regional matches and junior badminton coaching. The centre also hosts other sports including table tennis, fitness sessions, and athletics.

Peter added: “We are more than pleased to be a centre of excellence for badminton as the students get the opportunity to watch top level matches and aspire to this sporting excellence. Interest in badminton has increased as a result, with after school clubs full to capacity. Students are voting with their feet and that is great news.”

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Green energy

Green energy in schools Evogreen is an Incensu registered supplier. Laura Alder-BentleyNunn outlines the company’s offer to schools.

Evogreen specialises in providing sustainable energy solutions, such as solar panels and biomass boilers, with no capital outlay required by the school. Schools can even make a generous income from government-backed incentives.

The company was founded with a clear goal in mind; to enable organisations to lower their energy costs and reduce their carbon footprint. We are passionate about helping schools gain a better understanding of how green energy can help reduce CO2 emissions whilst at the same time saving the school money and generating an income.

As a Carbon Trust accredited supplier, any agreement made with schools is fully audited to make sure it complies with the Carbon Trust’s strict guidelines. This gives schools peace of mind in the validity and integrity of the offering.

Evogreen also has a curriculum-assist programme and is more than happy to present to school eco-committees or assemblies where we can explain how the product works and what it is doing for the school.

We want to make sure students have the knowledge and background information to implement changes within their everyday lives to effect change. If they are fully aware of the effects of global warming and what they can do to try and help stop it then we may preserve our planet slightly longer.

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Evogreen offers three key products to schools: Solar PV, Biomass Boilers and Voltage Optimisation.

• Solar PV – convert daylight into electricity using layers of semiconducting material.

Reduces the amount of electricity otherwise drawn from the grid.

• Biomass Boilers – burn sustainable fuel such as wood chip to produce heat.

• Voltage Optimisation – stabilises and reduces the amount of electricity coming into a building. This reduces electricity consumption and prolongs the life of electrical equipment.

Evogreen works in partnership with EcoSchools, The Carbon Trust, Bauder and leading financial organisations. Evogreen has access to £550 million worth of funding for sustainable energy projects which means there is no capital outlay required from the school.

We want to make sure that we have everything in place to assist faculty and students to become leading organisations for green energy.

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Legionella – controlling the risk Schools must comply with strict legislation to minimise the risk of legionella, says Nina Palmer of Incensu registered supplier Mitie.

Legionella bacteria are common and found naturally in rivers, lakes and reservoirs, usually in low numbers.

As a result, low levels of legionella bacteria may enter water systems through the mains water supply. In most instances the bacteria pass uneventfully through the system, in water used for washing, cooking and flushing, before being drained away.

However, in certain circumstances the bacteria can multiply in a water system to levels that might present a health risk if they were inhaled as tiny droplets of water (or water aerosol), such as the fine mist from a shower, for example. Although breathing in water aerosol is the only significant way of catching a legionella infection, this risk must still be controlled.

What does this mean for schools?

All schools must engage in the appropriate scheme of maintenance as set out by the Legionella Control Association (LCA), Ofsted and their local authority strategic property services group.

Schools are required to follow these measures: • A legionella risk assessment undertaken by a specialist in legionella control • A planned scheme of prioritised remedial work to the system as identified by the risk assessment • Monthly recorded temperature checks on hot and cold water systems, also known as ‘sentinel outlets’

• Flushing procedures for ‘little used outlets’, including documentation of these works.

It’s important to note that the whole school is classed as a ‘little used outlet’ during holidays Records of all works must be held in a legionella logbook indicating all monitoring records, water risk assessment and schematics for each specific property included in the monitoring scheme.

Ensuring legionella risk is controlled doesn’t have to be complicated. Mitie has the fastest growing water treatment business in the UK, providing a one stop shop for all water treatment services.

• Procedures for the regular flushing through and cleaning of showers and other aerosol sources

Next steps: For help ensuring complete compliance with ACoP L8, the approved code of practice for legionella, please contact Nina Palmer at nina.palmer@mitie.com

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Go the extra mile at exam time

External revision support could help your school raise attainment levels for pupils, says Corin Mitchell of Incensu registered supplier MADE Training.

It’s exam time. Colleagues in schools around the country have spent months planning and delivering a multitude of mock exams, additional revision sessions and immersion days, all to help students get the best possible results.

Many schools are going the extra mile to ensure they get the best possible results by seeking specialist exam preparation and motivation support in the shape of MADE Training.

Hameldon Community College brought in MADE Training after learning about the experiences of a neighbouring school.

The school had a simple brief: they wanted their Year 11 students to be inspired and equipped with GCSE revision and exam preparation tools that could be immediately adopted and put into action.

MADE Training prescribed their fully resourced, high impact ‘Exams MADE Easy’ workshop. The dynamic and multi-sensory two hour workshop was delivered twice throughout the day to the Year 11 students.

An extra staff session was included after school, in order to share the tools and techniques delivered with all teaching and

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support staff and explore ways of continuing the support beyond the workshops.

MADE Training also held an evening workshop for parents. These twilight sessions are designed to share practical strategies with parents of all abilities and backgrounds, focusing on effective communication and support for their child in the ‘run up’ to and during the stressful exam period. At the end of the twilight, parents are provided with MADE’s Top 10 Exam Tips for Parents - a blog article that was viewed and shared over 30,000 times last academic year.

techniques to help with my children’s revision and general learning. It was presented with a good balance of direction, insight and humour, very clear. I would certainly recommend to other parents,” With an incredibly high retention rate of clients: MADE Training’s diary is already filling up fast for the next academic year. If you would like to discuss your school’s aims and objectives with one of our project managers please contact us. Be sure to mention this Incensu article when contacting us.

Headteacher Gill Broom was overwhelmed with the impact the programme had in her school. “The feedback I read from all sessions was so positive and will help us move the college forward,” she said.

Of the students taking part in the ‘Exams MADE Easy’ workshops 98 per cent enjoyed the sessions with the same percentage saying they would use the techniques. One student, Saskia, said : “’It’s given me determination to revise and never give up.”

Feedback from parents on the parent workshops was unanimously positive. Said one: “I will definitely incorporate these

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www.made-training.com info@made-training.com Freephone 0800 270 7660

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advice centre

Departmental spending – making it work harder for your school Departmental spending is putting school budgets under pressure, as Incensu’s recent survey revealed (see News, page 4).

So what can you as a school procurement professional do to tackle the challenge? we’ve put together a list of questions to help you audit your school’s current approach to departmental spending – and help you think of ways to make departmental budgets go further.

1 Take time to carefully plan at a school and department level what is needed to deliver the agreed curriculum. Scrutinise the overall school budget - is the funding fair and sufficient for all departments? Is it correctly weighted to allow for the cost of expensive consumables such as paint and materials in art/technology, and textbooks in media studies?

2 Does your school interrogate planned departmental spend from the outset? For example, if a department is planning to spend £20,000 on exercise books and stationery do you check if this will be done in a way that achieves value for money?

3 Can you co-ordinate purchasing across departments so that it is done as one order? Taken separately, departmental

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budgets are clearly not the biggest areas of spend, but they can quickly add up and are a reasonable proportion of the school budget. In many secondary schools departmental spending can be over £100,000. If the school buys all exercise books in one go it will be able to access savings because it is buying at volume. If it times the order for a particular day, with all departments submitting their requirements before a deadline, the school may also be able to access special offers.

4 Are departmental budgets in your school monitored? Building in a quick discussion at line management and leadership team meetings would be a constant reminder about the need to achieve value.

5 What access do your departmental budget holders have to their accounts? It is important they have an up to date view of their budgets – and business managers have an important role in enabling this.

6 I s departmental spending evaluated at the end of the year to determine what impact the money spent has had? Does that evaluation information help your school decide on departmental budget allocation for the following year?

7 How does your school set departmental budgets? Is it a simple roll over approach with the new budget being based on the previous year’s with a small percentage variation? Or is there a ‘zero budgeting’ approach, with the budget being created from the ground up based on needs for that year?

8 Do departments at your school buy supplies and services from credible, best value suppliers? Your school should have the ultimate say on suppliers, with the business manager vetting each new supplier that departments want to use. This approach is not about excluding suppliers, but to make sure that suppliers are aware that the school expects value for money and a set of standards for doing business.

This might for example include speed of deliveries, standards of customer service and availability of bulk buying.

Making your department budget go further Top Tips There are a range of key ways in which department leaders can ensure they are making the most of their budgets in order to have greater in their areas. One of they key ways includes knowing your calendar dates.

Know your calendar dates – Checklist When are the department budget request forms issues by the school?

When is the deadline for submission of department budget request forms?

What in-house funding opportunities are there and when is the deadline for bidding for in-house funds?

On what date is the department budget allocated?

When is the start / end of the financial year for your school / academy?

Does your school operate a start and close date for purchases, if so when?

Have you set termly dates for a department stocktake?

When do you require spend requests from department members and how are department members expected to submit spend requests?

Have you scheduled a termly (half termly if necessary) check on photocopying spend?

When will you conduct a termly budget check?

When will external funding opportunities be researched and by which member of the department?

Ensure deadlines for submitting external funding bids are on the calendar.

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Next issue...

Look out for the next issue of inControl, due out Sept 2014.

If you would like to subscribe, please email office@incensu.co.uk

We welcome quality content for future editions of InControl.

To provide articles, advertorials or adverts for the publication please get in touch at office@incensu.co.uk or call one of the Incensu team free on 0800 633 5722.

InControl is published by Incensu Ltd. Incensu Limited is a limited company registered in England and Wales with the company registered number: 8128356.

Registered office: 10 Ashes Road, Shoeburyness, Essex, SS3 9RB. VAT Registration Number: 139585669

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