Caerphilly County Borough Council achieves end-to-end procurement with Proactis
Caerphilly Council digitised 95% of procurement with Proactis, achieving full spend visibility, standardisation, and significant efficiency savings.
Sector
Public Services
Employees
8,700+
Users
800+
Registered Suppliers
18,000+
Customer Since
2003
How Proactis Helped
“We had a long-standing vision to develop end-to-end procurement processes and workflow to manage all spending across the Council. Proactis provides complete visibility and control of spend and, twinned with Proactis' collaborative procurement portal, will help support our procurement programme for years to come.”
Supplier Relationship Officer, Caerphilly County Borough Council
Achieved full visibility of purchase orders and spend across the Council's approximately £196 million annual third-party expenditure
Standardised purchasing processes across the organisation, introducing best practice and improving compliance
Enabled 95% of procurement activity to be managed through Proactis Sourcing with built-in governance and authorisation controls
Extended supplier engagement, with over 18,000 suppliers now registered on the Council's procurement portal
Delivered cost savings and process efficiencies for both the Council and its supplier community
Expanded contract visibility and opportunity access for suppliers through the collaborative procurement portal
Supported over 800 users across the organisation, with procurement now consistently adopted as a standardised function
Provided ongoing, responsive support - with queries consistently answered within 24 hours post go-live
Overview
Caerphilly County Borough Council is one of the largest local authorities in Wales, delivering a wide range of services to over 171,000 residents. With a long-standing vision for end-to-end electronic procurement, the Council has worked in partnership with Proactis since 2003 to progressively transform its procurement function. Today, 95% of the Council's procurement processes are managed through Proactis Sourcing, delivering full spend visibility, standardised purchasing across all departments, and significant cost savings and process efficiencies for both the Council and its 18,000+ registered suppliers.
Challenge
Caerphilly County Borough Council is one of the largest local authorities in Wales, employing over 8,700 people and delivering services across education, social services, housing, communities, and business improvement. The Council's Procurement Services function has full visibility of third-party annual expenditure of approximately £196 million and administers all processes and contracts in excess of £10,000.
Prior to its partnership with Proactis, the Council faced inefficient ordering processes, compliance challenges, and limited transparency across procurement activity. Managing spend and tracking orders was difficult, with minimal ability to gain real-time visibility of committed expenditure or contract performance.
The Council set out a clear, long-term strategy to develop end-to-end electronic procurement - with full purchase spend visibility, cost savings, process efficiencies, and an experience of doing business with the Council that was as efficient and straightforward as possible for suppliers.
Solution
Caerphilly CBC was an early adopter of eProcurement and has played a leading role in its development across the Welsh public sector. The Council originally implemented Proactis Purchase-to-Pay to consolidate ordering procedures and capture spend across the organisation, with all orders sent electronically to suppliers and an increasing volume of invoices received electronically in return.
Over time, the Council extended its use of Proactis to encompass contract management, supplier management, and the collaborative procurement portal powered by the Proactis Sourcing solution. This extended visibility of contract opportunities to suppliers whilst strengthening governance, compliance, and auditability for the Council. Proactis worked closely with the team to develop streamlined, end-to-end procurement processes covering spend management, sourcing, contract management, and supplier relationship management.
Today, 95% of the Council's procurement processes are managed through Proactis Sourcing, with built-in procedures, controls, and authorisation criteria ensuring consistent and transparent procurement activity across all departments.
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