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How a University Improved Spend Visibility and Forecasting with a Managed Service Programme

A leading UK Russell Group institution and global top 100 university, this organisation has a workforce of around 7,500 employees. It offers an excellent standard of higher education to over 6,500 students from around the world and holds a top‑20 position in the Complete University Guide 2023 and the Times and Sunday Times Good University Guide 2023.

How a University Improved Spend Visibility and Forecasting with a Managed Service Programme

Client

Russell Group University

Contact

University Hiring Manager

Sector

Education

Staffing Type

Procurement, Finance, Administration, Marketing, HR, IT, Technical, Engineering, Business Analysts, Project Managers, Facilities & Estates, Catering, Driving, Cleaning

Recruitment Challenge

Before the Tate Managed Service Programme went live, this University’s contingent labour costs were hard to predict. Multiple agencies charged different fees, invoices arrived from everywhere, and there was no single view of spend. Budgeting felt uncertain because fragmented agency usage produced escalating mark-ups and limited central oversight.

Recruitment Challenge

Recruitment Solution

Tate established one route to market for all temp hiring, introduced a standard rate card with uniform fees, and replaced many invoices with a single monthly bill. A firm approval workflow challenged demand early, while rate card governance kept margins consistent. All spend now sits on one set of terms with a central audit trail.

Recruitment Solution

Recruitment Journey

The University set out to move away from a fragmented, department‑led hiring model towards a more consistent and transparent approach. Working closely with stakeholders across finance, procurement and hiring teams, legacy practices were reviewed, expectations aligned, and ways of working gradually embedded to support better control, accountability and long‑term workforce planning.

Recruitment Journey

The Results

  • Savings of £1 million over three years and around 10 percent annual reductions.
  • Supplier base consolidated from 30+ ad hoc vendors to a managed PSL of 14.
  • 100% of contingent spend now centrally managed.
  • Clearer visibility through one consolidated invoice, fewer errors, and better forecasting.
The Results

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