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April 30th, 2010
Achieving Procurement Excellence
Administration Excellence◦ Mission◦ Vision◦ Goals
Faculty of Medicine and McGill MarketPlace◦ Procurement in the Faculty◦ Roles & Responsibilities◦ PCards vs. MMP◦ McGill MarketPlace
Transform the Faculty of Medicine’s administrative infrastructure into one that supports the vision and mission of the Faculty in its role of teaching, research and service to the community.
Develop administrators who are:◦ Knowledgable in all aspects of administration◦ Integral part of our Learning Collaboratives◦ Supported by:
An Administration Excellence team at the Faculty level A web portal specifically designed to their needs On-going training and mentoring
To achieve efficient, cost effective administrative units
Mastery in all aspects of department administration: Student Centered Stewardship – undergrad to post-grad
to doctoral to post doctoral Human Resources – recruitment to retirement or exit Financial Services – financial management of the
Faculty, its departments, and research funds Facilities Management – responsible management of all
facilities Stakeholder Affairs – relations with donors, alumni,
students & faculty
Procurement in the FacultyRoles & ResponsibilitiesPCards vs. MMPMcGill MarketPlace
Procurement in the FacultyRoles & ResponsibilitiesPCards vs. MMPMcGill MarketPlace
Goal:Best-in-Class procurement practices for the Faculty of Medicine. Let’s get it right the first time.
Tool:McGill Marketplace “MMP”◦Web based purchasing tool◦Available 24/7, worldwide
Objectives:Provide a one-stop shop for all purchasing of goods & services requirementsSave money across the University by negotiating better pricingEasier access to purchasing data Improvement of processes and financial controls
PCard - Pro◦ You order goods with a phone call◦ Your goods are delivered
PCard – Con◦ After the fact reconciliation – you
must approve on MOPS and add a FOAPAL;
◦ You must store original invoices in orderly fashion for 7 years – subject to after-the-fact compliance reviews;
◦ You cannot easily identify what was purchased without going back to original invoice;
◦ Card sharing – you cannot easily identify who made the purchase – vulnerability to fraud;
◦ The charges are automatically charged to your FOAPAL without approval;
◦ Significant delays for replacement cards.
◦ Vendor is paid immediately
MMP - Pro
◦ Accessible 24/7;◦ Single access point for your purchases◦ Secure environment for making
purchases◦ Same day order turn around time and
in many cases next day delivery;◦ You decide who can make purchases in
MMP;◦ You can approve the transactions
before the order is made and charged to your FOAPAL; (reduces wrong charges, duplicate orders)
◦ Track what purchases are being made and by whom;
◦ Invoices sent directly to Accounts Payable;
◦ You cannot buy goods with insufficient funds.
◦ Vendor is not paid immediately (net 30 days)
•Membership dues•Course registration•Subscriptions
Payment to Vendor Outside of Procurement
Cycle
• Payments to individuals for living and clothing allowances• Subject fees originated by the paying department.• Institutional advances and transfers relating to research grants
Non-Invoice
Payments
It is your virtual shopping mall at McGill
You can:◦ View, compare, search for products◦ Order products charging FOAPALs◦ Shop from multiple online catalogs using a
shopping cart◦ Save a list of favorite products◦ View order history
It is your virtual shopping mall at McGill
You can:◦ View, compare, search for products◦ Order products charging FOAPALs◦ Shop from multiple online catalogs using a
shopping cart◦ Save a list of favorite products◦ View order history
Can assign FOAPAL per line item or globally Can have zero $ line item User shopping profiles will allow for FOAPAL
favorites Purchase Requisitions approved locally by FFM
(Fund Financial Manager) or delegate All Purchase Orders will be sent to vendor Roles & responsibilities are clearly defined
Can assign FOAPAL per line item or globally Can have zero $ line item User shopping profiles will allow for FOAPAL
favorites Purchase Requisitions approved locally by FFM
(Fund Financial Manager) or delegate All Purchase Orders will be sent to vendor Roles & responsibilities are clearly defined
Roles & ResponsibilitiesRoles & Responsibilities
Shopper Requestor Approver
Search products in the on-line catalogs.Add products to a cart.Enter a delivery date.Enter internal and vendor notesThe shopper will assign the cart to a requestor who will assign FOAPAL(s) and place the order.
All employees, students and casuals are automatically established as shoppers
Prepares and completes ordersReceives carts from shoppers to complete
−Notification by email.−Will find the cart assigned in their pending carts.−Assign FOAPAL(s)
Fund Financial Managers (FFM) are automatically deemed as RequestorsFFMs may sponsor other employees to be RequestorsOnce a Requestor, they can place orders on any FOAPAL in any amount.Best Practice: Requestor should not be Approver
Intercepts and reviews orders originated by others, to assess whether:
−Meets the objectives of the fund(s) charged−Is legitimate, reasonable and an appropriate use of funds−Adheres to policies and guidelines−Complies with any restrictions imposed by external funding sources
By default, the Approver is the FFMThe FFM may name one or more delegates and establish $$ limits fund by fund.
FOAPAL
McGill Contracted Vendors (Secured site - sign in required) https://home.mcgill.ca/procurement/vendorMMP Tutorials http://knowledgebase.mcgill.ca/fskb/easylink/article.html?id=10100
Procurement Administration Tutorials How to Sponsor a Requestor -
http://knowledgebase.mcgill.ca/article.asp?article=63791&p=64 How to Delegate Approvals –
http://knowledgebase.mcgill.ca/article.asp?article=6381&p=64
Approvals Tutorials http://knowledgebase.mcgill.ca/article.asp?article=6382&p=64
www.mcgill.ca/medadmin/presentations
McGill Contracted Vendors (Secured site - sign in required) https://home.mcgill.ca/procurement/vendorMMP Tutorials http://knowledgebase.mcgill.ca/fskb/easylink/article.html?id=10100
Procurement Administration Tutorials How to Sponsor a Requestor -
http://knowledgebase.mcgill.ca/article.asp?article=63791&p=64 How to Delegate Approvals –
http://knowledgebase.mcgill.ca/article.asp?article=6381&p=64
Approvals Tutorials http://knowledgebase.mcgill.ca/article.asp?article=6382&p=64
www.mcgill.ca/medadmin/presentations
