| ID | PROCESS NAME | PROCESS DESCRIPTION |
|---|
SET UP
| F01 | Optimal Systems – Set up | GK, File Server, Assign Service Delivery Manager & Consultants with commissions |
| F02 | Issue Appendix 1 to Client | Provisional baseline for review |
| F03 | Process Appendix 1: Client Sign off | Contract officially ‘in-scope’ |
| F04 | Optimal Issue LoN to Supplier from GK | Send Letter of Notification (LoN) from GK requesting NDA and key contact from SuSpDpMlier |
| F05 | Exchange NDA & Store Supplier Contact | Add Supplier contact(s) & role on GK. NDA received, executed & stored on GK |
| F06 | Issue Contract Request Email | Issue Contract Request Email from GK to Supplier |
| F07 | Process Contracts | Store contracts on GK & notify assigned Optimal consultants |
| F08 | Create CQ, SQ, EQ©, EQ(S) templates | Store the Supplier & Client Questionnaire (SQ)(CQ) & Evaluation Questionnaire (EQSD) Mon GK |
DATA COLLECTION
| F09 | Kick Off Workshop: Client | Intro, Methodology, Next steps Consultant Kick off Workshop Agenda: Client |
| F10 | > Process Kick Off Workshop: Client | Meeting notes, meeting actions to Client via GK Consultant Kick off Workshop Agenda: Client |
| F11 | Issue CQ & EQ © | Issue Client Questionnaire (CQ) & Evaluation Questionnaire (EQ) Client © |
| F12 | > Process CQ & EQ © | Store on GK & File Server |
| F13 | Kick Off Workshop: Supplier | Intro, Methodology, Next steps |
| F14 | > Process Kick Off Workshop: Supplier | Meeting notes, meeting actions store on GK |
| F15 | Issue SQ, EQ(S) to Supplier | Issue Supplier Questionnaire (SQ) & Evaluation Questionnaire (EQ) Supplier (S) |
| F16 | > Process SQ, EQ(S) | Store on GK & File Server |
| F17 | Keyman research (KR) | Client & Supplier: store on GK |
| F18 | Supplier Due Diligence (SDD) | Financial report & analysis: store on GK |
| F19 | Contract review (CR) | Contract gap analysis & key clause review, store on GK |
| F20 | Audit report (AR) | Triangulate Client, Supplier and Contract financial data |
| F21 | Market Intelligence Report (MIR) | MIR & Benchmarking: store on GK |
ANALYSIS & OPTIONS
| F22 | Prepare Interim Report | Analyse, action & integrate AR, CR, CQ, SQ, EQ©, EQ(S) into Interim Report |
| F23 | Interim Report Presentation Workshop | Highlights of Supplier Review Process & Proposed Deal Choreography |
| F24 | > Process: IR Presentation Workshop | Meeting notes, actions & IR revisions: store on GK |
| F25 | Interim Report Workshop – sign off | Secure Client Sign off via GK or store on GK |
| F26 | Issue Interim Report [Final] | Circulate to key stakeholders |
| F27 | Re-issue Appendix 1 sign off | Revise baseline (if required): store on GK |
NEGOTIATION
| F28 | Execute Deal Choreography | Execute as per signed off Interim Report |
| F29 | Re-issue Appendix 1 sign off | Revise baseline (if required): store on GK |
IMPLEMENTATION
| F30 | Issue LoRT to Supplier from GK | Letter of Revised Terms (LoRT) confirming secured savings from Supplier |
| F31 | Handover to Client procurement/legal | Handover the LoRT and contract terms to the client procurement/legal team |
CLOSE DOWN
| F32 | Appendix 1 Final Sign Off | Final savings secured & Optimal fee sign off |
| F33 | Supply Purchase Order to Optimal | PO to include in Optimal invoice |
| F34 | Issue Optimal Invoice | Issued with Client PO & Appendix 1 |
| F35 | Issue Final Report: Confirmed Savings | Interim Report expanded with negotiation highlights, key learnings & savings |
| F36 | Optimal Systems – Close Down | Change GK Status, Archive File Server Folders |
