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z.Commercial Cost Savings Specialists/Business Analyst

Job Overview

Ref. No.: 448   -  Posted: 3 Nov 11   -  Closing at: 19 May 12

Role:

Assignment Type:

Location: London

Rates:

Term:

JOB DESCRIPTION

Section 1: Personal Details

Job Title: Commercial Cost Savings Specialists/Business Analyst

Department: Across all functions

Line Manager: Account directors

Section 2: Job Role (A concise description of the objectives of the role)

Achievement oriented with strong analytical and interpersonal skills, excellent team player and communicator, adapting to varying management styles.  Ability to work as virtual team member with client’s internal staff.

Requirement is to manage and deliver significant cost savings for clients within their existing portfolio of IT contracts (hardware, software, managed services, networks and communications) and identify key opportunities for further costs savings (process enhancement, buying solutions, bench marketing, auditing) and bring into scope.

Specific responsibilities include:

1.                    Engage with stakeholders and agree scope, key requirements and framework for data capture, analysis and contract negotiation.

2.                    Co-ordinate and lead contract review (contractual, service provision, financial impacts, service performance, supplier relationship) with internal teams (clients) and external third parties (suppliers).

3.                    Benchmark best practice/market pricing.  Complete gap analysis and key opportunities and options for driving value (commercial, service performance, contractual) for contract and for other connected services/contracts, ensuring client aware of any key issues, constraints or risks.

4.                    Secure stakeholder buy-in to scope and approach for value generation (cost reduction and terms). 

5.                    Facilitate and lead negotiation and completion of revised contractual terms.

6.                    Work with Account director to identify key opportunities for further cost savings, share knowledge and insights and secure additional follow on work through engagement with key stakeholders e.g. facilitated workshops, benchmarking, insight reports, synergy activities.  Share insights with client and team members.

Section 3: Detailed Duties and Responsibilities.                                                                                

1                     Engage with stakeholders and agree scope, key requirements and framework for data capture, analysis and contract negotiation.

•     Ensure scope, approach, key activities, HL milestones and risk mitigation plans are agreed on project mobilisation (PID).

•     Perform any detailed project planning includes additional roles, resources, activities, deliverables, reporting and timescales (Plan)

•     Develop the stakeholder engagement and communication plan - ensure visibility and buy-in from contract owners and other key members of the client team (Stakeholder plan).

•     Secure and review initial set of documents (contract, invoices, service meetings, ticket analysis) to identify current state.

•     Run workshop/meeting to confirm current state perceptions/issues on service delivery, quality and other areas of performance.  Confirm

Vision and objectives – strategy and business requirements

Confirm over-riding principles, Service Levels and CSFs

Feed into objectives, scope and dimensions of the review, amend PID (if required)

•     Confirm in detail the framework for data collection (what data, where sourced, provision and quality review).  Agree range of methodologies to be deployed – desk review, external sources of research, interview, questionnaire etc.

•     Agree NDA exchange process with supplier and implement.

•     Agree criteria for baselining, savings secured, evaluation and evidential level and secure baseline.

•     Agree framework for contract negotiation – ‘start process with suppliers’ – letter of notification, contract (exclusive/non exclusive)

•     Set up taxonomy for data analysis if appropriate.

•     Manage the process (LOC) to request operational data/copy contracts/invoices/service reports/service request from both internal and supplier teams.

2                     Co-ordinate and lead contract review (contractual, service provision, financial impacts, service performance, supplier relationship) with internal teams (clients) and external third parties (suppliers).

•     Secure all data from agreed sources, escalate any non-compliance (from suppliers) and highlight missing data (from client side).

•     Ensure the integrity and accuracy of operational business data in collaboration with contract owners.

•     Stress test integrity and accuracy of data provided by third parties – existing suppliers and 3rd party benchmarked data.

•     Secure additional SME support if required.  Ensure new team member (SME) has agreed roles and responsibilities with regard to the contract deliverables.

•     Complete detailed analysis of:

                                               I.            Assets/Licence holdings:  held, past and future planned changes 18 months (HL assessment), client side asset/licence holdings/ processes for management of assets. 

                                             II.            Calibration:  Review scope of each major service and associated assets.  Audit the appropriateness of the cover at the individual, group and across group - calibration.  Review processes for calibration of existing assets and new assets (supplier and client side)

                                            III.            Contractual:  review the terms and conditions of contract including any onerous conditions e.g. co-terminus, exit clauses, notification periods etc.

                                            IV.            Commercial:  Review the costs of the contract, including categorisation of spend and budget ownership.  Compare and contrast IT spend financial control and asset management across business and with peer group.  Quantify the financial and organisational implications of these contracts; identifying key opportunities, issues and risks

                                             V.            Supplier relationship:  High level review of supplier performance and effectiveness including:  Supplier delivery - innovation, governance, pro-activity and capabilities. Management – vendor management, risks management/controls, termination/service monitoring.  Document and quantify the implications of these processes; identifying current state of effectiveness and document any emerging key risks and issues. 

                                            VI.            Service performance:  Review services delivery, capacity and incident management processes and results.  This will include a review on how services are defined, monitored, prioritised, maintained and delivered, how well capacity is planned, managed across network and infrastructure application, how well problems are identified and resolved, how well are processes for emergency event understood and executed (if appropriate).

•     Develop first cut analysis through interviews, workshops, data gathering, review of existing material.

•     Highlight gaps, evidence of overcharge, strengths/weaknesses (process and service), opportunities and risks  - make recommendations for change (formal report)

3                     Benchmark best practice/market pricing.  Complete gap analysis and key opportunities and options for driving value (commercial, service performance, contractual) for contract and for other connected services/contracts, ensuring client aware of any key issues, constraints or risks.

•     Competitor benchmarking.  Collate best practice data, identifying what strategies comparable organisations have chosen and identify commercial models/latest market pricing.

•     Review commercial models strengths and weaknesses, price comparisons and draw conclusions for the particular contracts under review

•     Confirm opportunities and options for securing cost reduction/value add elements of the contract/service provision.

•     Create HL summary on each key opportunity - assess indicative benefits, challenges, resource requirements and benefits.  Stress test ideas with key members of team (Account director, client side and Optimal internal team).

•     Where appropriate initiate ‘challenge panel’ to focus on any key issues/opportunities or to provide insight into relevant focus areas/local issues (e.g. changing IT strategy, governance, outsourcing or tax).

•     Transfer any longer term opportunities (not in Optimal scope) into the business.

•    Agree shortlist of focus areas and prioritisation and agree way forward.

4                     Secure stakeholder buy-in to scope and approach for value generation (cost reduction and terms).

•       Map and manage interdependencies between this cost reduction exercise and other closely related cost reduction/change programmes regularly reviewing its impact on the contract and clients objectives.

•       Maintain an in-depth understanding of the financial status of all contracts under your control at all times.

•       Confirm deal choreography (size of the prize, tactics, roles and responsibilities)

•       Secure additional negotiating support if required. Ensure each negotiator has agreed their specific role and responsibilities with regard to the contract deliverables and signed off deal choreography.

•       Secure agreement from key stakeholders/contract managers

5                     Facilitate and lead negotiation and completion of revised contractual terms.

•       Act as the principle negotiator for major contracts.

•       Ensure each client team members have agreed role clarity during the negotiations to ensure ‘supplier disruption’ kept to the minimum.

•       Co-ordinate and facilitate the negotiation plays, document each offer and counter offers and maintain regular reporting to key stakeholders.

•       Present offers for sign off to include revised terms, updated schedules/contracts, and confirmed invoices.

•       Secure sign off for re-negotiated contract, organise and implement transfer of key data, files, and insights.

•       Manage billing to clients and close down of file.

6                     Work with Account director to identify key opportunities for further cost savings, share knowledge and insights and secure additional follow on work through engagement with key stakeholders e.g. facilitated workshops, benchmarking, insight reports, synergy activities.

•       Support Account Director’s partnering with senior management, heads of and key contract managers.

•       Collaborate and support overall delivery of Account Directors account management plan – revenue growth, referrals etc.

•       Interval reports to stakeholders showing financial results, progress against plan, outstanding milestones, status, issues, risks and dependencies.

•       Reviewing the existing organisation and benchmark against leading practice, identify opportunities and help secure increased business.

•       Continuously forge and strengthen client relationships

•       Ensuring all communications, reports, presentations and deliverables are of the highest standard, delivered in a timely manner and meet the client’s requirements.

•       Resolve key issues with clients.

•       Maintain client satisfaction and retention to agreed targets

•       Support in generating results that deliver/exceed the clients anticipated ROI objectives.

•       Promote Optimal’s professionalism through manner, appearance, and delivery.

•       Identify new business opportunities, develop and present new business pitches.

•       Create and develop opportunities for growing existing business.

•       Ensure Optimal remains at the forefront of product and service development.

•       Ensure that all strategies are commercially viable and opportunities are explored and exploited.

•       Promote use of Gatekeeper in order to improve efficiency and drive revenue and retention and cross sales opportunities.

•       Identify strengths and development areas of the team and work to develop the team’s performance overall.

•       Build, maintain and share commercial, market and supplier behaviour knowledge.

Section 4: Skills Required

Subject Matter Knowledge:  Cross industry experience in IT management, outsourcing, systems integration, major business re-engineering programmes, project management, service management, line management and business management.  Current with business best practice methods, IT technology trends and can correlate potential impacts technology may have on the business.

Supplier Knowledge:  Familiar with all the major suppliers e.g. Data Logic, CSC, Xansa, Big 5, Fujitsu – service offerings, competitive landscape and behaviours.

Contractual and Procurement Best Practice Knowledge.  Sound commercial acumen with experience of UK and international markets, IT operations, Legal and Commercial and key suppliers in the field. Familiar with the design and development of framework agreements covering all types/categories of contracts, managed services (hosting, network and desktop services), software licensing, hardware maintenance) and outsourcing deals.  Highly effective in procurement, process and IT strategy formulation and delivery.

Technical, Project Management and Analytical skills.  Experienced and trained in all standard project management methods, analytical techniques and toolsets (estimating, planning, risk and issue management, and stakeholder management) as well training personal characteristics (leadership, team building and presentational skills). Demonstrable evidence of analysing complex data sets and documenting complex strategies for cost reduction while ensuring compliance (IT strategy, governance etc.) to high professional standard.  End to end experience of the contract renegotiation life cycle and can explain the importance of your role and others roles in each stage of the life cycle.

Commercial Skills:  Strong client facing skills, which have been built up while fulfilling sales and account management roles.  The candidate would have an excellent record in achieving client satisfaction whilst gaining revenue pull through.  And a considerable record in negotiating and closing complex deals.  Quick to identify opportunities and develop into avenues for change/cost reduction and successful at selling-in change proposals and new deals at Middle and Board Level Management and knowing exactly when to leverage other parts of the organisations deep level of subject matter knowledge, experiences and relationships to best advantage.

Experience:  Hands on experience of having successfully delivered significant numbers of IT cost reduction programmes where role has included full RFI/P processes, selection and negotiation/renegotiation with suppliers.

Personal Skills.  Ability to multi-task effectively and efficiently, creative problem solving and critical thinking skills.  A strong Team Player and the desire to illustrate this skill wherever possible.  Good standard of business related administration and practical hands-ons administrative experience with examples of excellent client relationship management. Ability to forecast accurately.  Familiarity with organising, planning, monitoring, reporting and delivery to deadlines. Ability to use own initiative.  Excellent time management skills. Excellent computing skills and competence in using Word, Excel, Exchange, Project, Visio and PowerPoint.  Discretion in the handling of confidential information.

Section 5: Skills Matrix

1                     PROJECT AND PROGRAMME MANAGEMENT

•                     Large project portfolios

•                     Project and programme structuring and definition

•                     Project & programme office

•                     Project monitoring and control

•                     Project & programme management

•                     Advice and fire fighting                 

2                     CONTRACT SERVICES

•                     Contract construction

•                     Contract negotiation

•                     Supplier selection

•                     SLAs

•                     Contract management

•                     Third party products and services

•                     Penalty payments

•                     Risk/reward

•                     Contract termination

•                     Outsourcing

•                     Large programmes

3                     PERFORMANCE IMPROVEMENT – DELIVERY

•                     Best practice models for both systems projects and business change programmes

•                     Vast portfolio of delivery experience across many sectors and countries

•                     International and national delivery management for major IT service companies

•                     TQM/ISO9000               

4                     PERFORMANCE IMPROVEMENT – SERVICES

•                     Best practice models including CMM, ITIL and enhanced Lexington version

•                     Performance measurement and management

•                     Tools and methods

•                     Operations management experience

•                     Service delivery improvement programmes

•                     IT merger programmes

•                     Transition planning

•                     Transition management

•                     Legacy portfolio management

5                     BUSINESS AND IS RE-ENGINEERING

•                     Operational excellence models

•                     Business benefits case

•                     Governance process definition

•                     Role and organisation definition

•                     Legacy portfolio management

•                     Process definition

•                     Stakeholder management           

6                     LINE MANAGEMENT

•                     P&L

•                     IT Operations (Service)

•                     Data centre and communications

•                     Recruitment & staff development

•                     Sales & sales support

•                     Quality

•                     IT delivery

7                     OUTSOURCING ADVICE

•                     Outsourcing methodologies

•                     Outsourcing evaluation studies

•                     Benefit & risk assessment

•                     Partnership models

•                     Procurement management

•                     Supplier proposal evaluation

•                     Supplier selection

•                     Transition planning

•                     Transition management                

8                     OUTSOURCING MANAGEMENT

•                     Outsourcing contracts

•                     Transnational contracts

•                     Renegotiation

•                     Termination

•                     Due diligence & transition

9                     SERVICE MANAGEMENT

•                     Management of mainframes, client/server, communications, distributed systems, desktop, applications, third parties and staff.

•                     Developing and implementing service management frameworks

•                     Establishing controls, including SLAs

•                     Innovative contracts for telephony

If you have the following skills matrix, are able to use your own initiative and have a keen eye for detail, we would like to hear from you.

Salary: £21,000 to £30,000 (depending on experience) with potential to earn bonuses up to total OTE £50-60k.

Please forward your current CV and a covering letter outlining your suitability to the role to Kristina Rainey at kristina@optimaluk.com. Application closes on 30th of November 2011. Due to the high level of responses we will unfortunately be unable to reply to all, if you do not receive a response from us within 7 days of the closing date then your application has unfortunately not been shortlisted on this occasion.

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