Achieving Procurement Excellence
May 10th, 2010
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 Faculty
Roles & Responsibilities
PCards vs. MMP
McGill 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 requirements
Save money across the University by
negotiating better pricing
Easier access to purchasing data
Improvement of processes and financial
controls
PCard - Pro
◦ You order goods with a phone call MMP - Pro
◦ Your goods are delivered
◦ Accessible 24/7;
PCard – Con ◦ Single access point for your purchases
◦ After the fact reconciliation – you ◦ Secure environment for making
must approve on MOPS and add a purchases
FOAPAL; ◦ Same day order turn around time and in
◦ You must store original invoices in many cases next day delivery;
orderly fashion for 7 years – subject ◦ You decide who can make purchases in
to after-the-fact compliance reviews; MMP;
◦ You cannot easily identify what was ◦ You can approve the transactions before
purchased without going back to the order is made and charged to your
original invoice; FOAPAL; (reduces wrong charges,
◦ Card sharing – you cannot easily duplicate orders)
identify who made the purchase – ◦ Track what purchases are being made
vulnerability to fraud; and by whom;
◦ The charges are automatically ◦ Invoices sent directly to Accounts
charged to your FOAPAL without Payable;
approval;
◦ You cannot buy goods with insufficient
◦ Significant delays for replacement funds.
cards.
◦ Vendor is not paid immediately (net 30
◦ Vendor is paid immediately days)
Payment to •Membership dues
Vendor Outside of •Course registration
•Subscriptions
Procurement
Cycle
• Payments to individuals for living and clothing
Non-Invoice allowances
Payments • Subject fees originated by the paying
department.
• Institutional advances and transfers relating to
research
grants
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
Roles & Responsibilities
Shopper Requestor Approver
FOAPAL
Search products in the Prepares and completes Intercepts and reviews
on-line catalogs. orders orders originated by
Add products to a cart. Receives carts from others, to assess whether:
Enter a delivery date. shoppers to complete −Meets the objectives of
−Notification by email. the fund(s) charged
Enter internal and vendor
−Will find the cart −Is legitimate, reasonable
notes
assigned in their and an appropriate use
The shopper will assign of funds
pending carts.
the cart to a requestor −Adheres to policies and
−Assign FOAPAL(s)
who will assign FOAPAL(s) guidelines
and place the order. Fund Financial Managers
−Complies with any
(FFM) are automatically
restrictions imposed by
deemed as Requestors
external funding sources
FFMs may sponsor other
employees to be
Allemployees, students By default, the Approver
Requestors
and casuals are is the FFM
Once a Requestor, they
automatically established can place orders on any The FFM may name one
as shoppers FOAPAL in any amount. or more delegates and
establish $$ limits fund by
Best Practice: Requestor
fund.
should not be Approver
McGill Contracted Vendors (Secured site - sign in required)
https://home.mcgill.ca/procurement/vendor
MMP 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
Faculty of Medicine HelpDesk
398-5656
AdminHelp.med@mcgill.ca
MedIT– For system support
◦ (514) 398-2001
◦ Help.medit@mcgill.ca
DEMO
Procurement Services – Purchasing policy and procedures
◦ Marketplace.purchasing@mcgill.ca
Finance Helpdesk – Setting up Requestors, Delegating Approvals,
Approving Documents
◦ (514) 398-3463
◦ FIShelp.acct@mcgill.ca
ICS service desk – For system support
◦ (514) 398-3398
◦ Support.ist@mcgill.ca