Procurement of a New Property & Housing Management System For a Leading UK Charity

• The charity’s legacy housing and property systems lacked integration, creating manual data entry and compliance risks across residential and commercial portfolios.

• Procurement required consolidating 200+ functional and non-functional requirements across Finance, Housing, Estates, and Compliance teams.

• Trustees demanded a data-driven and bias-free process, with evidence for every scoring decision.

• Tight Board deadlines meant the procurement had to be completed in 12 weeks without compromising quality or transparency.

Team Profile & Methodology

• FPB deployed a Senior Project Manager and Procurement Lead with deep expertise in social housing systems, property compliance, and supplier evaluation.

• Led multi-disciplinary workshops to build a comprehensive Requirements Catalogue aligned with the charity’s digital roadmap.

• Applied FPB’s Procurement Decision Framework to ensure transparent scoring, auditable decisions, and stakeholder confidence.

Delivery Approach

• Developed a phased procurement plan including requirements validation, ITT issuance, supplier demonstrations, and final evaluation.

• Implemented FPB’s blind voting methodology, ensuring all evaluation scoring was data-led and sponsor bias was eliminated.

• Built Power BI dashboards to visualise supplier performance, requirement coverage, and cost-benefit comparisons.

Added Value Delivered

• Delivered a fully auditable process with traceability of every procurement decision, ensuring full compliance with governance standards.

• Enabled objective, data-led decision-making through automated evaluation analytics.

• Reduced procurement delivery time by 25% through structured facilitation, templates, and proactive risk management.

The Result