Procurement Timeliness: Summary of Learnings from Pilot Jurisdictions

In December 2023, ASTHO hosted a conversation with Public Health Infrastructure Grant (PHIG) recipients to discuss learnings from a recent pilot of Procurement Timeliness Measures. Pilot participants from the Illinois Department of Public Health, Maricopa County Department of Public Health, and Multnomah County Health Department shared lessons learned and key takeaways for the upcoming reporting period in February 2024, including current initiatives to improve their procurement processes and cycle time.

1. Advice for Reporting on Procurement Measures for the First Time

Start early and talk to key staff to see if the system that you are using can provide the data needed. The level of effort for reporting will vary based on whether it is a manual or automated process.
Ensure procurement records are in order, and document and summarize what you are doing.
To keep communication open and make the data-gathering and collaboration process easier, foster good relationships with your procurement and finance staff. 
Prior to starting, meet with your procurement officer for advice and a two-way dialogue about any needs for tracking procurement timeliness.
If data collection and reporting on procurement is complex, keep the first round of reporting simple and set a goal for the first round (e.g., get procurement start and end dates). Build on what you have to improve with each reporting cycle. Over time, work on the data quality, validity, and completeness.
Not all procurement systems provide procurement timeliness data. Some data may be available by running a report, and some may need to be collected manually. Over time, work to automate data collection by adjusting systems and developing or improving internal tracking sheets to help collect and track procurement timeliness.

2. Determining a Good Service Level and Defining Timeliness for Procurement

Service levels and timeliness are specific to each jurisdiction. In some program areas, a high amount of variation is expected. If the time for procurement slows down programmatic work for a grant, delays services, or inhibits spend-down, it is considered too lengthy. More data points are needed before developing a good standard and goal for service and timeliness.
The type of procurement matters as some move faster than others. Many variables affect procurement. For a small purchase, completion is expected within a month. For a complicated request for proposals (RFP), a one-year timeframe for completion is expected. As data is collected over time, a benchmark can be established.
The type of procurement matters as some move faster than others. Many variables affect procurement. For a small purchase, completion is expected within a month. For a complicated request for proposals (RFP), a one-year timeframe for completion is expected. As data is collected over time, a benchmark can be established.

3. Develop Relationships with Internal and External Departments Involved in the Procurement Process

Engage the other department and procurement staff in a two-way dialogue to learn more about procurement, help enlist subject matter experts, and get buy-in for your improvement efforts. Ask what data is collected and share your data-gathering process. Also, ask for input on what you are collecting and if it is meaningful. Gauge interest in who is open to assisting with your efforts in procurement timeliness.

4. Procurement Start Date Examples

The procurement start date is defined in the guidance as the first date the health department submits the required procurement information to the agency or office responsible for reviewing and approving procurements. Not all jurisdictions work the same way. Consider the start date definition in the context of your current procurement process. Data challenges or data context can be shared in the data quality fields in PHIVE. 
The following are examples provided by pilot participants who determined the following start dates based on the definition and in context of their current procurement process: 
The start date is when approval is granted to move forward after all the signatures have been obtained on the internal procurement form. Included in the procurement timeline is program manager work or prework.
The start date is when the request comes from the program through an Action Request Form.

5. Examples of Procurement Improvement Activities by Pilot Participants

Creating a dedicated procurement team.
Mapped procurement process to understand the current process and help determine where to improve. Based on the process map, worked to improve program staff’s understanding of and efficiency with their role in the procurement process (i.e., the first part of the procurement process).
Adapted or enhanced an existing tracking sheet to collect procurement timeliness measures.
Holding internal small group meetings on procurement to facilitate communication, problem-solving, and collaboration of program and administration staff and leaders.