Rebecca D’Agostino from Crown Workforce Management, explains cutting through the complexity when it comes to smarter workforce management procurement for the public sector, such as using the G-Cloud framework
Public sector organisations are under increasing pressure to manage their workforce efficiently while ensuring compliance and cost-effectiveness. Yet, the procurement process itself can be a barrier – complex, time-consuming, and filled with regulatory hurdles.
Choosing the right route for acquiring workforce management solutions is not just about compliance; it’s about ensuring that organisations get the best-fit technology to improve scheduling, reduce administrative burdens, and support strategic decision-making.
This article explores public sector organisations’ three primary procurement routes: engaging directly with a supplier, running a competitive tender, or using a procurement framework such as G-Cloud. Each approach has benefits, but the key is finding the right balance between efficiency, compliance, and innovation.
1. Procuring directly from a supplier
Some public sector organisations opt to work directly with workforce management suppliers, particularly when they have already identified a preferred provider or require a highly tailored solution. This route allows buyers to develop a deeper relationship with the vendor, ensuring their requirements are fully understood and met.
Advantages:
- Greater flexibility in contract terms and service levels.
- Direct communication with the supplier for a more tailored approach.
- Potentially quicker implementation compared to structured procurement processes.
Considerations:
- Must comply with procurement regulations.
- Requires internal procurement expertise to negotiate effectively.
2. Running a competitive tender
A competitive tender process ensures transparency for organisations seeking to compare multiple solutions. This structured approach allows buyers to assess providers based on criteria such as functionality, cost, and service levels.
Advantages:
- Ensures compliance with internal procurement regulations.
- Provides a structured way to evaluate long-term value and support.
Considerations:
- Time-intensive, often taking months to complete.
- Requires dedicated procurement and legal teams.
- Risk of delays due to negotiations and complex approval processes.
3. Using a Procurement Framework (G-Cloud and others)
Procurement frameworks like G-Cloud offer a streamlined alternative, simplifying the acquisition of cloud-based workforce management solutions. G-Cloud is a government- approved framework that reduces administrative burden and accelerates procurement.
Advantages:
- Pre-approved suppliers, reducing the need for lengthy due diligence.
- Faster procurement process compared to a full tender.
- Transparent pricing and service details to support informed decision-making.
- Supports digital transformation by providing access to cloud-based solutions.
Considerations:
- Limited to cloud-based solutions, which may not suit every organisation.
- While frameworks simplify procurement, buyers must still assess the best-fit solution for their needs.
Why G-Cloud is an increasingly popular choice
G-Cloud has become a preferred procurement route for many public sector organisations due to its efficiency and compliance assurance. With workforce management technology playing an increasingly strategic role in staff optimisation, scheduling, and compliance, having a fast and reliable way to procure solutions is vital.
For example, Crown Workforce Management is listed on the G-Cloud 14 framework, making it easier for public sector organisations to access its solutions without the delays of traditional procurement processes. This ensures they can quickly implement technology that enhances workforce visibility, improves decision- making, and integrates with broader digital transformation strategies.
More details on Crown’s G-Cloud 14 offering can be found here.
AI and digital innovation in workforce management
Beyond procurement, selecting workforce management solutions that embrace digital innovation is essential for long-term efficiency. Modern solutions leverage automation, real-time analytics, and cloud-based access to streamline workforce planning and optimise operations.
For example, intelligent workforce management platforms can enhance decision-making by automating complex scheduling, identifying patterns in absenteeism, and ensuring compliance with Working Time Regulations. These innovations empower public sector organisations to improve service delivery while reducing manual administrative burdens.
Crown Workforce Management are exploring the potential of AI-driven workforce management in duty planning, showcasing how data-led insights and automation can improve operational efficiency. While not all workforce management solutions use AI directly, selecting systems that prioritise automation and advanced analytics ensures organisations remain agile and prepared for the future.
Read more about AI’s role in workforce management here.
Making the right procurement choice for your organisation
Public sector procurement should not just be about compliance – it should be about enabling organisations to find solutions that drive efficiency, support employees, and deliver value for money.
G-Cloud presents a compelling option for those seeking a compliant, efficient, and future-ready approach, offering access to cutting-edge workforce management solutions while minimising procurement complexity.
By taking a strategic approach to procurement, public sector organisations can ensure they implement the right workforce management technology that meets today’s needs and supports long-term digital transformation.
This work is licensed under Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International.
