We are testing a new beta website for gov.scot go to new site

Frequently Asked Questions

1. What is a P2P Review?

2. What criteria do I need to meet to be eligible?                                                                                     

3. How long will a P2P Review take to carry out?

4. What are the benefits of a P2P Review?

5. What do I need to consider before requesting a P2P Review?

6. What governance arrangements should be in place?

7. What resource needs to be in place?

8. What is expected of the Senior Responsible Owner (SRO)?

9. What Management Information will be required?                                                                                                

10. Who needs to be involved in the P2P review interviews?

11. What is expected of the organisation following the P2P Review?

12. What support will the Scottish Government (SG) provide following the P2P Review?

13. How do I request further information or a P2P Review?

1. What is a P2P Review?

A P2P Review is a free service to Public Bodies that are part of the eCommerce Shared Service. It reviews the P2P capability of the Public Body, provides advice, support and guidance to enhance the P2P capability.

2. What criteria do I need to meet to be eligible?

The Scottish Government’s eCommerce Shared Service provides solutions which are available to Public Bodies, these include PECOS, PECOS Gateway and eInvoicing. In order to be eligible for a P2P Review you need to be either already using or signing up to use one of the solutions. Back to top.                                                                                        

3. How long will a P2P Review take to carry out?

This is dependent on the scope of the review. As a guide P2P reviews are carried out over a 3 month period. This allows time for the kick of presentation, data analysis, staff interviews, issue and analysis of the online survey, presentation of findings and the creation of the action plan. Back to top.

4. What are the Benefits of a P2P Review?

  • It’s an independent review

  • People can give their honest opinions

  • Highlight potential savings

  • Review systems

  • Optimise processes

  • Facilitating change

A full description of key benefits is also available. Back to top.

5. What do I need to consider before requesting a P2P Review?

Prior to the P2P review starting there are three main points which need to be considered:

Scope: This needs to be evaluated and areas identified that are included as part of the review.

Resource: This needs to be planned in advance as resource is critical to the success of the review. See question 7 for what resource need to be in place.

Data: The Public Body needs to think about how they will gather and present data for each system. See question 9 for more information on the data required. Back to top.

6. What governance arrangements should be in place?

To  ensure the project has the appropriate governance in place, you will need:

  • Senior Responsible Officer

  • Project Board

  • Project Manager(s)

  • Project Team.  Back to top.

7. What resource needs to be in place?

Senior Responsible Officer (SRO) - Prior to the P2P Review starting, a SRO will need to be appointed. The SRO will introduce the Scottish Government (SG) at both the kick-off & final presentation. Update meetings will also be held between SG and the SRO to provide updates on the progress of the review.

Dedicated Resource – The Scottish Government team will need support throughout the review. This will include organising/setup of meetings/presentations, assistance should any issues arise and provision of management information. Following the review, resource is needed to implement the findings.

Staff Time – This will be required when conducting interviews and completing the online survey. Back to top.

8. What is expected of the Senior Responsible Owner (SRO)?

The SRO will drive the P2P Review within the organisation. They will be responsible for motivating staff involved in the review, managing any organisational changes the review may bring and the subsequent actions. The SRO will be responsible for reporting progress against the action plan on a quarterly basis to the Scottish Government and will  be the main  point of contact for the Scottish Government, should any issues occur. Back to top.

9. What Management Information will be required?

As part of the review, Scottish Government requires access to the public bodies management information for all P2P systems. For more detailed information, the Purchase to Pay Review Guidance outlines the format and information required under the management information section. Back to top.

10. Who needs to be involved in the P2P review interviews?

The Scottish Government will be looking to interview members of staff from:

  • Procurement Department

  • Finance Department

  • I.T Department

  • Budget Holders

  • Users of main P2P System

  • Users of Legacy Systems.  Back to top.

11. What is expected of the organisation following the P2P Review?

An action plan will be created for the Public Body detailing the actions that have arisen from the review. It is the responsibility of the organisation to implement these changes over an 18 month period and report progress on a quarterly basis to the Scottish Government. Back to top.

12. What support will the Scottish Government (SG) provide following the P2P Review?

The SG will assign a Customer Service Manager (CSM) following the Review. The CSM will provide support and guidance throughout the implementation of the Action Plan. Quarterly meetings will take place between the CSM and the Senior Responsible Owner to monitor the progress against the action plan. Back to top.

13. How do I request further information or a P2P Review?

You can contact the P2P Review team through the P2P Review Team Mailbox. Back to top.