Procurement and supply chain practitioner

This document explains the requirements for end-point assessment (EPA) for the procurement and supply chain practitioner apprenticeship. End-point assessment organisations (EPAOs) must follow this when designing and delivering the EPA.

Procurement and supply chain practitioner apprentices, their employers and training providers should read this document.

A full-time procurement and supply chain practitioner apprentice typically spends 18 months on-programme. The apprentice must spend at least 12 months on-programme and complete the required amount of off-the-job training in line with the apprenticeship funding rules.

Apprentices must complete a Chartered Institute of Procurement and Supply (CIPS) Level 4 Diploma in Procurement and Supply as part of their apprenticeship.

Before starting EPA, an apprentice must meet the gateway requirements. For this apprenticeship they are:

• the employer must be content that the apprentice is working at or above the occupational standard apprentices must have achieved certain units of the qualification mandated in the procurement and supply chain practitioner occupational standard.
• The qualification units required by the gateway are:

CIPS L4 – 7 units towards the CIPS L4 Diploma in Procurement and Supply:

o L4M1 Scope and influence of procurement and supply.

o L4M2 Defining business need.

o L4M3 Commercial contracting.

o L4M4 Ethical and responsible sourcing.

o L4M5 Commercial negotiation.

o L4M6 Supplier relationships.

o L4M7 Whole life asset management.

The EPA will assess occupational competence.

An approved EPAO must conduct the EPA for this apprenticeship. Employers must select an approved EPAO from the apprenticeship provider and assessment register (APAR).

This EPA has 3 assessment methods.

The grades available for each assessment method are below.

Assessment method 1 - presentation with questions:

• fail

• pass

• distinction

Assessment method 2 - interview underpinned by portfolio of evidence:

• fail

• pass

• distinction

Assessment method 3 - case study test:

• fail

• pass

• merit

• distinction

The result from each assessment method is combined to decide the overall apprenticeship grade. The following grades are available for the apprenticeship:

• fail

• pass

• distinction

The EPA is taken in the EPA period. The EPA period starts when the EPAO confirms the gateway requirements have been met and is typically 4 months.

The EPAO should confirm the gateway requirements have been met and start the EPA as quickly as possible.

Gateway should only start once the employer is confident that the apprentice is occupationally competent. That is, they are deemed to be working at or above the level set out in the occupational standard and ready to undertake an EPA. The employer may take advice from the apprentice's training provider, but the employer must make the decision. The apprentice will then enter the gateway.

The apprentice must meet the gateway requirements before starting their EPA.

The apprentice’s employer must confirm that they think the apprentice:

• is working at or above the occupational standard as a procurement and supply chain practitioner
• has the evidence required to pass the gateway and is ready to take the EPA

The apprentice must:

• confirm they are ready to take the EPA
• have achieved English and mathematics qualifications in line with the apprenticeship funding rules

• completed and passed units L4M1 Scope and influence of procurement and supply, L4M2 Defining business need, L4M3 Commercial contracting, L4M4 Ethical and responsible sourcing, L4M5 Commercial negotiation, L4M6 Supplier relationships, and L4M7 Whole life asset management of the CIPS L4 Diploma in Procurement and Supply

Unit L4M8 Procurement and supply in practice, of the CIPS Level 4 Diploma in Procurement and Supply is mapped to the apprenticeship EPA case study test assessment method and corresponding KSBs.

An apprentice may not therefore take unit L4M8 from the CIPS Level 4 Diploma in Procurement and Supply before the gateway. In the unlikely event that an apprentice has achieved this unit prior to starting the apprenticeship, this would exclude them from undertaking the apprenticeship.

Any person who believes they have prior learning is advised to check their eligibility for the apprenticeship via guidance found here: https://www.gov.uk/government/publications/apprenticeships-recognition-of-priorlearning/apprenticeships-initial-assessment-to-recognise-prior-learning

• submit a portfolio of evidence for the interview underpinned by portfolio of evidence

Portfolio of evidence requirements:

The apprentice must compile a portfolio of evidence during the on-programme period of the apprenticeship. It should only contain evidence related to the KSBs that will be assessed the interview. It will typically contain 16 discrete pieces of evidence. Evidence must be mapped against the KSBs. Evidence may be used to demonstrate more than one KSB; a qualitative as opposed to quantitative approach is suggested.

Evidence sources may include:

• workplace documentation and records, for example:
• workplace policies and procedures
• witness statements
• annotated photographs
• video clips with a maximum total duration 10 minutes; the apprentice must be in view and identifiable

This is not a definitive list; other evidence sources can be included.

The portfolio of evidence should not include reflective accounts or any methods of self-assessment. Any employer contributions should focus on direct observation of performance, for example, witness statements, rather than opinions. The evidence provided should be valid and attributable to the apprentice; the portfolio of evidence should contain a statement from the employer and apprentice confirming this.

The EPAO should not assess the portfolio of evidence directly as it underpins the interview. The independent assessor should review the portfolio of evidence to prepare questions for the interview. They are not required to provide feedback after this review.

The apprentice must submit the gateway evidence to their EPAO, including any organisation specific policies and procedures requested by the EPAO.

The assessment methods must be delivered in the following order:

• presentation with questions • interview underpinned by a portfolio of evidence • case study test

The rationale is to ensure that the mandated CIPS qualification is completed at the same time as the end-point assessment and an individual cannot complete the mandated qualification and withdraw from completing end-point assessment.

Overview

In the presentation with questions, the apprentice delivers a presentation to an independent assessor on a set subject. The independent assessor must ask questions after the presentation. It gives the apprentice the opportunity to demonstrate the KSBs mapped to this assessment method.

Rationale

This assessment method is being used because:

• Setting the presentation title post-gateway ensures the reliability and validity of the EPA, and the period between the apprentice’s submission and the actual assessment, allows the independent assessor to prepare appropriate questions pertinent to the presentation.
• The presentation will allow the apprentice to demonstrate their knowledge, skills and behaviours relating to the KSBs assigned to this assessment method, allowing the independent assessor to draw these out, and to assess performance against the distinction criteria. Questions and answers following the presentation must seek to assess KSBs not evidenced through the presentation and depth of understanding to assess performance against the distinction criteria.

Delivery

The presentation with questions must be structured to give the apprentice the opportunity to demonstrate the KSBs mapped to this assessment method to the highest available grade.

An independent assessor must conduct and assess the presentation with questions.

The presentation must cover:

• present on a project or programme that you have led or contributed to. please define your personal role in the project, your approach to the wider project including any challenges you came across, and the impact your contribution had on the project.
• present on a tendering project you have led or contributed to. define the stages you were involved in from planning and market engagement, through tendering to contract implementation.
• present on a project that you have led or contributed to which had a distinct social value or sustainability element. please define your personal role in the project and your approach to implementing social value and sustainability. what was the resulting benefit?

as well as the above topics, the epao can add further topic areas, provided they cover the relevant ksbs and give adequate opportunity for the apprentice to meet grading descriptors.

The purpose of the presentation is to allow the apprentice to demonstrate their competence against the grading descriptors.

The apprentice must submit any presentation materials to the EPAO by the end of week 4 of the EPA period. The apprentice must notify the EPAO, at that point, of any technical requirements for the presentation.

During the presentation, the apprentice must have access to:

• audio-visual presentation equipment
• flip chart and writing and drawing materials
• computer
• any other requirements as previously notified to the EPAO.

The independent assessor must have at least 2 weeks to review any presentation materials, before the presentation is delivered by the apprentice, to allow them to prepare questions. The EPAO must give the apprentice at least 1 weeks' notice of the presentation assessment.

The independent assessor must ask questions after the presentation.

The purpose of the questions is to confirm the apprentice’s understanding of the presentation and how it demonstrates the relevant knowledge, skills, and behaviours.

The presentation and questions must last 45 minutes. This will typically include a presentation of 20 minutes and questioning lasting 25 minutes. The independent assessor must use the full time available for questioning. The independent assessor can increase the total time of the presentation and questioning by up to 10%. This time is to allow the apprentice to complete their last point or respond to a question if necessary.

The independent assessor must ask at least 5 questions. They must use the questions from the EPAO’s question bank or create their own questions in line with the EPAO’s training. Follow up questions are allowed where clarification is required.

The independent assessor must make the grading decision. The independent assessor must assess the presentation and answers to questions holistically when deciding the grade.

The independent assessor must keep accurate records of the assessment. They must record:

• the KSBs demonstrated
• the apprentice’s answers to questions
• the KSBs demonstrated in answers to questions
• the grade achieved

The apprentice may choose to end this assessment method early. The apprentice must be confident they have demonstrated competence against the assessment requirements for the assessment method. The independent assessor or EPAO must ensure the apprentice is fully aware of all assessment requirements. The independent assessor or EPAO cannot suggest or choose to end any assessment methods early (unless in an emergency). The EPAO is responsible for ensuring the apprentice understands the implications of ending an assessment early if they choose to do so. The independent assessor may suggest the assessment continues. The independent assessor must document the apprentice’s request to end any assessment early.

Assessment location

The presentation with questions must take place in a suitable venue selected by the EPAO for example, the EPAO’s or employer’s premises. The presentation with questions should take place in a quiet room, free from distractions and influence.

The presentation with questions can be conducted by video conferencing. The EPAO must have processes in place to verify the identity of the apprentice and ensure the apprentice is not being aided.

Question and resource development

The EPAO must develop a purpose-built assessment specification and question bank. It is recommended this is done in consultation with employers of this occupation. The EPAO must maintain the security and confidentiality of EPA materials when consulting with employers. The assessment specification and question bank must be reviewed at least once a year to ensure they remain fit-for-purpose.

The assessment specification must be relevant to the occupation and demonstrate how to assess the KSBs mapped to this assessment method. The EPAO must ensure that questions are refined and developed to a high standard. The questions must be unpredictable. A question bank of sufficient size will support this.

The EPAO must ensure that the apprentice has a different set of questions in the case of re-sits or re-takes.

The EPAO must produce the following materials to support the presentation with questions:

• independent assessor EPA materials which include:
  • training materials
  • administration materials
  • moderation and standardisation materials
  • guidance materials
  • grading guidance
  • question bank
• EPA guidance for the apprentice and the employer

The EPAO must ensure that the EPA materials are subject to quality assurance procedures including standardisation and moderation.

Overview

In the interview, an independent assessor asks the apprentice questions. It gives the apprentice the opportunity to demonstrate the KSBs mapped to this assessment method.

The apprentice can refer to and illustrate their answers with evidence from their portfolio of evidence.

Rationale

This assessment method is being used because:

• it allows the apprentice to be assessed against KSBs that may not naturally occur as part of a case study or presentation
• it allows the apprentice to show case their depth of understanding relating to the KSBs
• it allows the independent assessor to consider the context and sector that the apprentice operates within, giving flexibility to ensure that all the KSBs can be assessed appropriately
• it is cost effective, and it allows consideration of the potential need to conduct the EPA remotely.

Delivery

The interview must be structured to give the apprentice the opportunity to demonstrate the KSBs mapped to this assessment method to the highest available grade.

An independent assessor must conduct and assess the interview.

The purpose is to assess the apprentice's competence against the following themes:

• infrastructure and governance
• financial management
• procurement and supply chain outcomes
• management of procurement and the supply chain
• sustainability
• development of team and individual

The EPAO must give an apprentice 2 weeks' notice of the interview.

The independent assessor must have at least 2 weeks to review the supporting documentation.

The apprentice must have access to their portfolio of evidence during the interview.

The apprentice can refer to and illustrate their answers with evidence from their portfolio of evidence however, the portfolio of evidence is not directly assessed.

The interview must last for 60 minutes. The independent assessor can increase the time of the interview by up to 10%. This time is to allow the apprentice to respond to a question if necessary.

The independent assessor must ask at least 6 questions. The independent assessor must use the questions from the EPAO’s question bank or create their own questions in line with the EPAO’s training. Follow-up questions are allowed where clarification is required.

The independent assessor must make the grading decision.

The independent assessor must keep accurate records of the assessment. They must record:

• the apprentice’s answers to questions
• the KSBs demonstrated in answers to questions
• the grade achieved 

The apprentice may choose to end this assessment method early. The apprentice must be confident they have demonstrated competence against the assessment requirements for the assessment method. The independent assessor or EPAO must ensure the apprentice is fully aware of all assessment requirements. The independent assessor or EPAO cannot suggest or choose to end any assessment methods early (unless in an emergency). The EPAO is responsible for ensuring the apprentice understands the implications of ending an assessment early if they choose to do so. The independent assessor may suggest the assessment continues. The independent assessor must document the apprentice’s request to end any assessment early.

Assessment location

The interview must take place in a suitable venue selected by the EPAO for example, the EPAO’s or employer’s premises.

The interview can be conducted by video conferencing. The EPAO must have processes in place to verify the identity of the apprentice and ensure the apprentice is not being aided.

The interview should take place in a quiet room, free from distractions and influence.

Question and resource development

The EPAO must develop a purpose-built assessment specification and question bank. It is recommended this is done in consultation with employers of this occupation. The EPAO must maintain the security and confidentiality of EPA materials when consulting with employers. The assessment specification and question bank must be reviewed at least once a year to ensure they remain fit-for-purpose.

The assessment specification must be relevant to the occupation and demonstrate how to assess the KSBs mapped to this assessment method. The EPAO must ensure that questions are refined and developed to a high standard. The questions must be unpredictable. A question bank of sufficient size will support this.

The EPAO must ensure that the apprentice has a different set of questions in the case of re-sits or re-takes.

The EPAO must produce the following materials to support the interview underpinned by portfolio of evidence:

• independent assessor assessment materials which include:
  • training materials
  • administration materials
  • moderation and standardisation materials
  • guidance materials
  • grading guidance
  • question bank
• EPA guidance for the apprentice and the employer

The EPAO must ensure that the EPA materials are subject to quality assurance procedures including standardisation and moderation.

Overview

In the case study test, the apprentice answers questions in a controlled and invigilated environment. It gives the apprentice the opportunity to demonstrate the knowledge mapped to this assessment method.

The case study test can be delivered at Study Centres, Exam Venues (internal invigilation) or via Remote Invigilation (external invigilation) at home or at a place of work. The subject of the case study test is different for each exam period, and currently there are four exam periods throughout a 12 month period (March, May, July and November). The case study test involves the apprentice being presented with four essay style questions with each covering one learning objective (Learning objectives 1.0, 2.0, 3.0 and 4.0). Details of these are as follows:

Learning objective 1.0 Demonstrate the application of the procurement cycle. 1.1 Apply the stages of the procurement cycle to the practical procurement and supply contexts. (The practical application of the CIPS procurement cycle)

Learning objective 2.0 Demonstrate the application of the key stages of the sourcing process. 2.1 Apply the pre-contract stages (stages 1-8) of the CIPS Procurement Cycle to the practical procurement and supply environment. 2.2 Apply the post-contract stages (stages 9-13) of the CIPS Procurement Cycle to the practical procurement and supply environment. 2.3 Calculation and assessment of performance indicators. (Stages of the sourcing process)

Learning objective 3.0 Demonstrate the application of whole life asset management. 3.1 Apply whole-life asset management principles in a range of sectors and industries

Learning objective 4.0 Demonstrate the application of ethical and responsible sourcing within an organisation. 4.1 Apply environmental, social and governance principles.

Long answer questions (LAQs) are open-ended questions used to assess depth of knowledge in an examination. LAQs require an extended factual interpretive (application of concepts or knowledge) and or evaluative answer.

Rationale

This assessment method is being used because:

• it provides an opportunity to test the apprentice’s ability to diagnose procurement and supply situations and identify appropriate outcomes. This is part of the final exam for the Chartered Institute of Procurement and Supply (CIPS) Level 4 Diploma in Procurement and Supply
• it complements the other two assessment methods. In the professional discussion, the apprentice must relate their answers to their real-work experience, and the presentation with questions involves fact-based knowledge and skills recall. This third method of assessment provides for assurance of competency by testing the apprentice’s reactions to detailed and hypothetical circumstances
• it is delivered as an online case study test exam, recognising this is the senior level to the occupation, and employers’ own experiences that apprentice procurement and supply chain practitioners will be suited to answering questions about case scenarios.

Delivery

The case study test must be structured to give the apprentice the opportunity to demonstrate the knowledge mapped to this assessment method to the highest available grade.

The case study test must be computer or paper based.

The apprentice must be given at least 2 weeks’ notice of the date and time of the case study test.

The case study test must consist of 4 long answer questions. Long answer questions need a written response. Responses to LAQs may be multiple lines, an approximate word count (such as 100 words), multiple paragraphs. This should be an extended writing opportunity for higher marked questions.

Test administration

The apprentice must have 180 minutes to complete the case study test.

The case study test is closed book which means that the apprentice cannot refer to reference books or materials whilst taking the case study test.

The case study test must be taken in the presence of an invigilator who is the responsibility of the EPAO. The EPAO must have an invigilation policy setting out how the case study test must be conducted. It must state the ratio of apprentices to invigilators for the setting and allow the case study test to take place in a secure way.

The EPAO must verify the apprentice’s identity and ensure invigilation of the apprentice for example, with 360-degree cameras and screen sharing facilities.

The EPAO is responsible for the security of the case study test including the arrangements for on-line testing. The EPAO must ensure that their security arrangements maintain the validity and reliability of the case study test.

Marking

The case study test must be marked by an independent assessor or marker employed by CIPS. They must follow a marking scheme produced by CIPS. Marking by computer is allowed where question types support this.

CIPS have a marking scheme for this assessment method as follows:

• Fail (the individual doesn’t meet the pass criteria) – 49 marks or less.
• Pass - individual has achieved 50-59 marks.
• Merit – individual has achieved 60-74 marks.
• Distinction – individual has achieved 75 or more marks.

CIPS is responsible for overseeing the marking of the case study test.

Performance in the EPA determines the overall grade of:

• fail

• pass

• distinction

An independent assessor must individually grade the presentation with questions, interview underpinned by portfolio of evidence and case study test in line with this EPA plan.

The EPAO must combine the individual assessment method grades to determine the overall EPA grade.

If the apprentice fails one assessment method or more, they will be awarded an overall fail.

To achieve an overall pass, the apprentice must achieve at least a pass in all the assessment methods, or a merit in the case study test. To achieve an overall EPA distinction, the apprentice must achieve a distinction in both assessment methods.

Grades from individual assessment methods must be combined in the following way to determine the grade of the EPA overall.

If the apprentice fails one assessment method or more, (including the CIPS case study test) they can take a re-sit or a re-take at their employer’s discretion. The apprentice’s employer needs to agree that a re-sit or re-take is appropriate. A re-sit does not need further learning, whereas a re-take does. The apprentice should have a supportive action plan to prepare for a re-sit or a re-take.

The employer and the EPAO should agree the timescale for a re-sit or re-take. A re-sit is typically taken within 2 months of the EPA outcome notification. The timescale for a re-take is dependent on how much re-training is required and is typically taken within 3 months of the EPA outcome notification.

If the apprentice fails the presentation with questions assessment method, they will be given a new subject to deliver a presentation on. Failed assessment methods must be re-sat or re-taken within a 6-month period from the EPA outcome notification, otherwise the entire EPA will need to be re-sat or re-taken in full.

Re-sits and re-takes are not offered to an apprentice wishing to move from pass to a higher grade.

The apprentice will get a maximum EPA grade of pass for a re-sit or re-take, unless the EPAO determines there are exceptional circumstances.

The EPAO must have reasonable adjustments arrangements for the EPA.

This should include:

• how an apprentice qualifies for reasonable adjustment
• what reasonable adjustments may be made

Adjustments must maintain the validity, reliability and integrity of the EPA as outlined in this EPA plan.

Internal quality assurance refers to the strategies, policies and procedures that an EPAO must have in place to ensure valid, consistent and reliable EPA decisions.

EPAOs for this EPA must adhere to the requirements within the roles and responsibilities table.

They must also appoint independent assessors who:

• have recent relevant experience of the occupation or sector to at least occupational level 6 gained in the last 3 years or significant experience of the occupation or sector

Affordability of the EPA will be aided by using at least some of the following:

• completing applicable assessment methods online, for example computer-based assessment

• utilising digital remote platforms to conduct applicable assessment methods

• assessing multiple apprentices simultaneously where the assessment method permits this

• using the employer’s premises

• conducting assessment methods on the same day

This apprenticeship aligns with:

• Chartered Institute of Procurement and Supply for Diploma Membership