Changes

At the Canada School of Public Service, procurement requests are often done at the last minute, when they have become urgent. Because they are under pressure and rushing, clients often submit poorly developed documentation. To meet the timelines, the procurement team often has to cut corners and produce documents that are only “good enough” to ensure that programs and services continue to be delivered.  

At the Canada School of Public Service, procurement requests are often done at the last minute, when they have become urgent. Because they are under pressure and rushing, clients often submit poorly developed documentation. To meet the timelines, the procurement team often has to cut corners and produce documents that are only “good enough” to ensure that programs and services continue to be delivered.  

How might we, then, facilitate the procurement process so that clients find it easier to fill out forms, and the procurement team spends less time in back-and-forth with clients and more time on document quality and alignment with policy framework, hence minimizing risks for the School?  

''How might we, then, facilitate the procurement process so that clients find it easier to fill out forms, and the procurement team spends less time in back-and-forth with clients and more time on document quality and alignment with policy framework, hence minimizing risks for the School?''

This is what our team set out to explore.  

This is what our team set out to explore.  

=== <big>Our Prototyped Solution</big> ===

=== <big>Our Prototyped Solution</big> ===

The Canada School of Public Service Procurement Portal is our solution. This one-stop portal streamlines the procurement process and centralizes all the required information based on a client’s level of knowledge. With a few clicks, clients have access to the information they need to accurately complete their procurement request with less effort. The portal includes some pre-filled templates, frequently asked questions, a chatbot, access to coaching and training resources and key documents, such as the procurement policy framework. Clients can also receive personalized advice and services that are customized and tailored to their needs.  

The '''Canada School of Public Service Procurement Portal''' is our solution. This one-stop portal streamlines the procurement process and centralizes all the required information based on a client’s level of knowledge. With a few clicks, clients have access to the information they need to accurately complete their procurement request with less effort. The portal includes some pre-filled templates, frequently asked questions, a chatbot, access to coaching and training resources and key documents, such as the procurement policy framework. Clients can also receive personalized advice and services that are customized and tailored to their needs.  

We hope to make life easier for everyone, including clients, stakeholders and us, the procurement team. The end product will be user-friendly and interactive with information, documentation and embedded processes, policies and approvals. What needs to happen now is to take our prototype to the next level by taking an iterative approach. Our goal is to launch the portal this fiscal year and add capabilities as they are developed, while waiting for confirmation of the hosting platform.  

We hope to make life easier for everyone, including clients, stakeholders and us, the procurement team. The end product will be user-friendly and interactive with information, documentation and embedded processes, policies and approvals. What needs to happen now is to take our prototype to the next level by taking an iterative approach. Our goal is to launch the portal this fiscal year and add capabilities as they are developed, while waiting for confirmation of the hosting platform.