Contracts Managed
Notices Published
Spend Managed
Users Onboarded
Staffordshire Police
Staffordshire Police is the territorial police force for Staffordshire. The force works in close collaboration with Staffordshire Fire and Rescue Service and the Police, Fire and Crime Commissioner (PFCC) for Staffordshire. Together, these organisations manage a substantial portfolio of procurement contracts covering operational and support services. Prior to adopting Proquro, the force managed approximately 450 live contracts and 550 archived contracts across both Police and Fire — a volume that had grown beyond what manual processes could reliably sustain.
The Challenge
Staffordshire Police was managing its entire contract portfolio through a shared Excel spreadsheet — a solution that created significant operational, compliance, and financial risk as contract volumes grew.
Single-user access, preventing concurrent editing and causing delays in updating contract records
Risk of duplicate versions circulating via email.
Manual calendar alerts for contract renewals, creating risk of lapses and auto-renewals
Approximately 10 hours per week of avoidable admin burden from manual data entry and double-keying
The impact on the organisation
Finance colleagues, budget holders, and IT teams all relied on contract data for budget planning and licence compliance — this meant that contract information was sometimes circulated outside of a centrally management system. Without a centralised system, keeping information accurate and accessible across the organisation was a persistent challenge.
The force needed a robust, multi-user system that could serve as a single source of truth across Police, Fire and the PFCC — while meeting the stringent security and compliance requirements expected of a UK police organisation.
The Solution
Following a competitive procurement process, Staffordshire Police compliantly selected Proquro as its contract and procurement management platform, going live in 2023. Proquro was configured to address both the immediate operational needs of the commercial team and the broader compliance and financial visibility requirements across the organisation.
Contract Management with Controlled, Role-Based Acces
Proquro was deployed with separate, role-based views for Staffordshire Police, Staffordshire Fire and Rescue Service, and the PFCC — enabling each entity to manage its own contracts in a controlled environment while allowing appropriate cross-organisational oversight. This replaces the uncontrolled sharing of sensitive contract data via email, giving the organisation a secure and auditable single source of truth.
Compliance & Notice Publication
Proquro was configured with built-in integration to the Central Digital Platform (CDP) and Contracts Finder. The team can now publish procurement notices to both services directly from within the platform, removing the need to log into separate external portals and reducing the risk of missed or delayed publications — helping Staffordshire Police meet its obligations under the Procurement Act 2023.
DocuSign Integration
Proquro was integrated with DocuSign to streamline contract execution. Contracts can now be signed electronically without leaving the platform, and once signed, the executed document is automatically attached to the corresponding contract record — keeping the audit trail complete and eliminating the need to manually upload signed agreements.
Reporting & Analytics
Reporting dashboards were implemented to give stakeholders across the organisation real-time visibility across the full procurement lifecycle. The finance team can now forecast future spend and analyse historical expenditure, while the commercial team has the oversight and reporting tools needed to manage activity, track performance, and support Procurement Act 2023 reporting requirements.
Sourcing
Following the successful adoption of contract management, Staffordshire Police extended its use of Proquro to include the sourcing module — bringing the entire procurement cycle into a single platform. From pipeline and tendering through to contract award and ongoing management, the force now operates end-to-end procurement without switching between systems.
The Results
Staffordshire Police was managing its entire contract portfolio through a shared Excel spreadsheet — a solution that created significant operational, compliance, and financial risk as contract volumes grew.
Why Proquro
Proquro is a UK-built procurement and contract management platform designed for public sector organisations. Purpose-built to support the full procurement lifecycle — from sourcing and tendering through to contract award, management and compliance — Proquro helps organisations replace fragmented, manual processes with a single, controlled, and auditable system.
With built-in support for Procurement Act 2023 compliance, notice publication to national platforms, financial dashboards, and e-signature integration, Proquro gives procurement and finance teams the visibility and tools they need to manage contracts confidently and compliantly.
Find out how Proquro can work for your organisation
Whether you’re evaluating options, building a business case, or simply want to understand how Proquro could work for your organisation — we’d love to hear from you. We’ll respond within one working day.