The Municipality of Oss, with an annual procurement spend of over one hundred million euros, uses ISPnext to gain control over spend and contracts. It started with Spend Analytics through procurement advisory firm COPPA CBP, and expanded to Contract Management a year later.
Fragmented procurement with limited visibility into spend and suppliers, and contracts that literally got lost within the organisation, leading to incorrect renewals or terminations.
Spend Analytics introduced via procurement advisory firm COPPA CBP so the procurement department could run its own data analysis, expanded a year later with Contract Management including a catch-up effort covering more than 150 budget holders.
Full visibility into spend down to invoice level, automated alerts for expiring contracts and an efficient regional procurement partnership with neighbouring municipalities.
Fragmented procurement and contracts that got lost
Before working with ISPnext, every budget holder within the Municipality of Oss ran their own tenders. This provided little overview, both of spending and of the contracts that resulted from it.
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Limited spend visibility
"Before we started using ISPnext, procurement was very fragmented across the organisation. Every budget holder ran their own tenders, learning as they went. We noticed we had limited insight into spend, who was spending what, and with which suppliers," says procurement coordinator Henny Geenen.
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Contracts got lost
With more than 150 budget holders across the organisation, contracts weren't centrally registered. This led to contracts being renewed when they shouldn't have been, or not renewed when they should, with no one having oversight.
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Only periodic procurement scans
The Municipality of Oss had a long-standing relationship with procurement advisory firm COPPA CBP. Once every three years, the procurement department received budget for a procurement scan, but there was no continuous insight between scans.
"Thanks to ISPnext, we have a solid understanding of what we spend, who spends it and what it is spent on."
From periodic procurement scan to in-house Spend Analytics and Contract Management
The Municipality of Oss built its solution step by step: first independent spend analysis, then centralised contract management, all supported by a tight-knit central procurement team and years of regional cooperation.
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Foundation: Spend Analytics via COPPA CBP
"After a few years, CBP offered us an alternative solution so we could run this data analysis ourselves. That solution was ISPnext," says procurement advisor Peter Nederlof. Spend data has since been loaded into ISPnext twice a year.
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A central procurement team as the engine
Henny Geenen and Peter Nederlof together form the central procurement function of the Municipality of Oss, supported by seven operational buyers per product category (IT, facilities, two for public spaces, two for care and one for real estate) and eight project leads for construction tenders.
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Expansion with Contract Management
A year after the spend module, the Municipality of Oss also acquired Contract Management, precisely because contracts had been lost. Contracts belonging to more than 150 budget holders were entered into ISPnext in a catch-up effort.
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Regional cooperation as a multiplier
The Municipality of Oss has worked with neighbouring municipalities on a regional procurement plan for 15 years. "It comes down to us running perhaps five tenders a year for the region, but getting ten back in return. It's an incredibly efficient way of working," says Henny Geenen.
Full visibility into procurement spend and contract obligations
The Municipality of Oss can now monitor an annual procurement spend of over one hundred million euros in detail, proactively manage contract obligations, and benefits from an efficient regional procurement partnership.
What it delivers for the Municipality of Oss
- Spend analysis down to a single invoice, from a single supplier, at a single point in time
- Automated alerts to budget holders and buyers for expiring contracts
- Contracts from more than 150 budget holders centralised in one system
- Combining Spend Analytics and Contract Management gives instant visibility into both spend and supplier obligations
- Efficient regional procurement cooperation: five tenders contributed, ten received in return
Frequently asked questions about Spend Analytics and Contract Management at the Municipality of Oss
The Municipality of Oss is located in the province of Noord-Brabant, the Netherlands. Its largest population centre is the city of Oss; in total the municipality has around 91,000 residents spread across 25 villages. The municipal organisation employs around 700 people and has an annual procurement spend of over 100 million euros.
The Municipality of Oss uses Spend Analytics and Contract Management. The rollout started via procurement advisory firm COPPA CBP, which initially ran periodic procurement scans for the municipality and later introduced ISPnext so the municipality could run these analyses itself.
The Municipality of Oss has worked with neighbouring municipalities on a joint procurement plan for 15 years. Each year the municipality runs around five tenders for the region, but receives ten back from other municipalities, an efficient way of working regionally.
Spend data is loaded into ISPnext twice a year. Despite an annual spend of over 100 million euros, the municipality can monitor spending in detail, down to a single invoice, from a single supplier, at a single point in time.
Contracts had been lost within the organisation, with more than 150 budget holders not always aware of which contracts were active. This led to incorrect renewals or missed necessary renewals. A catch-up effort brought all contracts into ISPnext.
By combining both modules, the Municipality of Oss has insight into who is spending money, how much, with which supplier, and whether a contract underlies it. This enables control over both spending and supplier obligations.
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