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With theSchool of Nursing
November 30th, 2009
Achieving Procurement Excellence
Administration Excellence◦ Mission◦ Vision◦ Goals
Financial & Procurement Services◦ Financial Controls/Roles & Responsbilities◦ Procurement Cycle◦ Process Improvements
Faculty of Medicine and McGill MarketPlace◦ PCards vs. MMP◦ Our Experience◦ 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
Financial & Procurement Services
Financial ControlsRoles & ResponsibilitiesProcurement CycleProcess Improvements
Financial ControlsRoles & ResponsibilitiesProcurement CycleProcess Improvements
Financial controls
Budget Availability Checking
Roles & Responsibilities
Local Approval
MMP Purchase Requisition
with FOAPAL
Free form(non-catalog) req
A Virtual Shopping Mall
Integrated with
Minerva/Banner
Roles & Responsibilities clarifiedRoles & Responsibilities clarified
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
Initiate request for goods/services
Select vendor(s)
Goods/Services Received
Receive and Verify Invoice
Issue Payment
Place Order
Identify business requirement for purchase Estimate cost of purchase Ensure funding is available
Identify potential vendors Obtain written quotation Review terms of purchase, warranties, return policies
Depending on size and/or nature of the order, written confirmation of terms may be required.
Ensure that terms of purchase/sale are met, i.e. quantity, quality, etc.
Ensure that information on the invoice (i.e. price, quantity, quality, etc) matches the information contained in the original purchase agreement Obtain approval to issue payment of the invoice
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(6) McGill MarketPlace
The only point of entry for any radioactive material purchases – full integration with Hazardous Materials Management System (November 2009)
Intervention on foreign purchases to clear customs Terms and conditions to protect you Bill 17 – Act Respecting Contracting by Public
Bodies will be respected◦ All orders > $100K require public bid◦ Contracted or preferred vendors
University Signing Bylaws are respected
PO’s to catalog vendors◦ <$2500 bypass Procurement Services’ approval◦ Issued daily by Procurement Services if approved
by 3:00 p.m. Inappropriate, frozen or terminated funds not
available for selection Cost Sharing
◦ FOAPALS can be applied by line item◦ Avoid after-the-fact manual adjustments Create complicated annual maintenance
contracts only once and copy Audits will be directed to Accounts Payable
Budget Availability Checking MMP will verify if you have sufficient balance on
the fund(s) charged to cover the order Considers ‘pipeline’ transactions (already
completed but not yet posted to FOAPALs) If insufficient funds
◦ Requestor will receive an ‘auto disapproval’ email and the order is cancelled
◦ Simply copy the original order, make changes, and resubmit
Helps you to avoid over-expenditures
Shop with this profile
Create Cart
Select Vendor
Add Products
Edit Cart
Review
Place OrderAssigned Cart
View Requisition History
Profile Data Shipping Addresses FOAPAL Favorites
Hosted Catalog
Punch-Out
Non-Catalog
Rename Cart Add Internal Note Add External Note Edit Item Details
A Shopper will assign cart to a Requestor
Requestor will continue to complete the order View Requisition Status (MMP)
View Approval History (Minerva)
MMP StepsMMP StepsVerify, Edit and/or Create
Profile
Transaction Date Ship to Address Delivery Date FOAPAL information
•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
Procurement in the FacultyMMP ExperiencePCards vs. MMPMcGill MarketPlace
Procurement in the FacultyMMP ExperiencePCards 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 to◦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
Allows for proactive management of funds and budgets
Users will not go back to PCards:◦Just as fast◦Better control over spending◦Significant reduction administrative tasks
When it hasn’t worked & why?◦Spending over budget◦Routines not respected◦Approvals not in place
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)
Preparing for Unit enablement
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
DEMO
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
DEMO
McGill Contracted Vendors (Secured site - sign in required) https://home.mcgill.ca/procurement/vendorMMP Tutorials http://www.mcgill.ca/purchasing/buy/marketplace/tutorials/#1Procurement 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://www.mcgill.ca/purchasing/buy/marketplace/tutorials/#1Procurement 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
Procurement Services – Purchasing policy and procedures◦ [email protected]
Finance Helpdesk – Setting up Requestors, Delegating Approvals, Approving Documents◦ (514) 398-3463◦ [email protected]
ICS service desk – For system support◦ (514) 398-3398◦ [email protected]
McGill Marketplace hands-on training be setup where you will learn:
How to get setup in MMP;
Know what role you have in MMP;
How to make it work efficiently for you;
How to track & expedite your orders;
How to perform approvals (if implicated);
How to manage these events and records.
McGill Marketplace hands-on training be setup where you will learn:
How to get setup in MMP;
Know what role you have in MMP;
How to make it work efficiently for you;
How to track & expedite your orders;
How to perform approvals (if implicated);
How to manage these events and records.
The Faculty of Medicine commits to providing you with an ongoing support system to ensure a smooth and easy transition to using McGill MarketPlace;
With your support, the School of Nursing will be a recognized MMP benchmark for the Faculty of Medicine.
The Faculty of Medicine commits to providing you with an ongoing support system to ensure a smooth and easy transition to using McGill MarketPlace;
With your support, the School of Nursing will be a recognized MMP benchmark for the Faculty of Medicine.
