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Participation evidenced, not estimated
Reporting subcontracting participation is straightforward when every award already carries the supplier classification. It becomes a research project when that has to be worked out afterwards from names and invoices.
Evidenced against estimated
Participation reporting rests entirely on whether the classification was captured when the award was placed or worked out afterwards from whatever was available.
Reporting becomes a filter
When every award carries its supplier classification from the moment it was placed, producing the report is filtering and totalling rather than researching.
Gaps against goals show while the period is open
Discovering a participation shortfall after the period closes leaves you explaining it. Seeing it in month two leaves you able to do something about it.
The figures are defensible
Numbers derived from award records with the classification captured at the time are considerably stronger than numbers assembled from supplier names afterwards.
And what removes each
None of this is difficult in principle. It is difficult because the information is captured too late or not at all.
And what removes each
None of this is difficult in principle. It is difficult because the information is captured too late or not at all.
- Recorded at the point of award
- By the person who selected the supplier
- Certainty highest at that moment
The person placing an award knows who they are buying from. Recording the classification then is trivial, and reconstructing it from a supplier name months later is not.
- Recorded at the point of award
- By the person who selected the supplier
- Certainty highest at that moment
- No inference from names or invoices
Committed participation and actual participation are both knowable throughout the period, so the gap is visible while there is still time to act on it.
- Commitment recorded on the record
- Actuals calculated from awards placed
- Gap visible at any point in the period
- Action possible rather than explanation required
A participation figure is only as good as the awards behind it. Having the supporting documents attached to each award makes the total defensible rather than asserted.
- Documents attached to each award
- Filter and export with evidence included
- Figures traceable to individual records
- Nothing assembled separately for reporting
How participation usually gets reported
The pattern is consistent, and so is the amount of time it consumes each period.
Worked out afterwards
Supplier names are matched against classifications at reporting time, which is slow, partially accurate and impossible to fully verify.
Recorded at award
The classification is captured by the person placing the award, at the moment they select the supplier.
Compared at period end
Committed participation is compared to actuals once the period closes, which is exactly when nothing can be done about a shortfall.
Tracked throughout
The gap between commitment and actual is visible at any point, so a shortfall in month two is still addressable.
Weeks of assembly
Pulling awards from several places, matching suppliers, applying classifications and totalling, most of which is data work rather than reporting.
A filter and an export
Awards already carry classification and period, so the report derives from the records rather than being constructed.
Asserted totals
The figure is as good as the matching exercise behind it, which is difficult to explain and harder to reproduce.
Traceable to awards
Every figure derives from individual award records with their evidence attached, so the total can be broken down on request.
Where participation is won or reconstructed
Where participation is won or reconstructed
Classification captured then, by the person who knows, rather than inferred months later.
- An award is placed
- Mid period review
- The report is due
An award is placed
Classification captured then, by the person who knows, rather than inferred months later.
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Mid period review
The gap against commitment visible while there is still time to act on it.
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The report is due
Filter by classification and period, export, and the totals derive from the records.
Learn moreQuestions from small business liaison officers
How is supplier classification captured?
Can we see participation against goals during a period?
How long does reporting take?
Are the figures traceable?
What about awards placed before we had this?
Can we track more than one classification per supplier?
Does this replace our reporting submission?
Other sectors and roles worth reading
Small business and 8(a)
The same documentation expectations carried by far fewer people.
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Contracts managers
The person who has to produce the file, usually at short notice.
Learn moreBring your last participation report
We will show what producing it from award records would have looked like, and how much of it was reconstruction.
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