Defence Online

MOD procurement system changes and the roll-out of CP&F

Homeland August 31, 2016

The Ministry of Defence will be introducing a new procurement system called Contracting, Purchasing and Finance (CP&F) in September 2016.

This new system will provide business and associated changes to enable far-reaching improvements and efficiencies in how the MOD undertakes acquisition. It will provide a single end-to-end capability that streamlines processes across the MOD and its supplier base, as well as delivering a significant step towards the Government directive to ensure all procurement action is electronically conducted by 2017.

What you need to know as a supplier…

Release 1 took place in September 2015 and only affected MOD staff with no change to processes or systems affecting suppliers.

Release 2 is scheduled for early September 2016. This phase of the programme re-platforms the procurement and finance systems and integrates the associated processes.

The key points for suppliers to consider are:

• The main systems which suppliers use (Defence Contracts Online and Exostar) remain intact with no changes being implemented.
• The MOD’s P2P system (the main procurement system used by MOD staff) will be re-platformed to CP&F.
• Support for suppliers will cease to be provided by Capgemini and will be provided by Defence Business Services (DBS). Contact details will be advertised a month before the cut-over on Exostar and DCO.
• Paper Orders and Invoicing will cease to be offered as an option for contracting.
• Supplier connections to CP&F will be managed either through Exostar or directly with the supplier where required (all specific suppliers needing to be engaged have been).
• The catalogue uploading process will change internally for MOD staff but will not change for suppliers. Suppliers with catalogues requiring upload to CP&F will be contacted directly to discuss any changes.
• There will be down time while the systems are being migrated. The exact timing will be promulgated through both DCO and Exostar websites in the coming weeks.
• MOD staff will be briefed to ensure they understand the implications of the cut-over plan down time and will be informed of emergency procedures for payment should they be required.

Release 3 will commence from December 2016; this is the final release for the implementation of CP&F. This introduces an array of opportunities for suppliers and will add the sourcing and contract management elements of the end-to-end process.

Key points to note about this release are:

• No system down time is planned as it is enabling new functionality.
• With the introduction of an i-Supplier Portal suppliers will be able to:
  • Request a log-in to CP&F and view information relating to their contracts with the MOD (you will not be able to see other suppliers’ contracts and they will not be able to see yours).
  • Respond to PQQs and ITTs directly in CP&F. DCO will be used for advertising contracting and sub-contracting opportunities only.
  • Securely make changes to their data direct within CP&F, eg company data, contact details, location of delivery etc.
  • Upload catalogues directly where they are required in the contract.

CP&F from a supplier’s perspective

Suppliers will interface with specific tools tailored to the activity being performed.

For specific FAQs relating to the programme, please visit:

www.gov.uk/government/publications/mod-contracting-purchasing-and-finance-e-procurement-system

Should you have any questions regarding CP&F not answered in the FAQs above, please send them to:

DefComrclCPF-BTT@mod.uk

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Post written by: Vicky Maggiani

Vicky has worked in media for over 20 years and has a wealth of experience in editing and creating copy for a variety of sectors.