With the School of Communication Sciences & Disorders February 19th, 2010

1. With the School of Communication Sciences & Disorders February 19th, 2010 Achieving Procurement Excellence

2. Outline • Administration Excellence • Mission • Vision • Goals • Financial & Procurement Services • Financial Controls/Roles & Responsibilities • Procurement Cycle • Process Improvements • Faculty of Medicine and McGill MarketPlace • PCards vs. MMP • McGill MarketPlace

3. The Mission 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.

4. Our Vision 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

5. Goals 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

6. Financial & Procurement Services • Financial Controls • Roles & Responsibilities • Procurement Cycle • Process Improvements

7. Financial controls MMP Purchase Requisition with FOAPAL A Virtual Shopping Mall Budget Availability Checking Free form (non-catalog) req Local Approval Roles & Responsibilities Integrated with Minerva/ Banner

8. Roles & Responsibilities clarified FOAPAL

9. Procurement Cycle Initiate request for goods/services (6) • Identify business requirement for purchase • Estimate cost of purchase • Ensure funding is available Issue Payment (2) Selectvendor(s) • Identify potential vendors • Obtain written quotation • Review terms of purchase, warranties, return policies (5) Receive and Verify Invoice (3) Place Order • Depending on size and/or nature of the order, written confirmation of terms may be required. (4) • 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 Goods/Services Received • Ensure that terms of purchase/sale are met, i.e. quantity, quality, etc. McGill MarketPlace

10. MMP - Communication Tool 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

11. Process Improvements 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

12. Seamless Integration with Finance 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

13. MMP Steps Verify, Edit and/or Create Profile Shop with this profile Create Cart • Profile Data • Shipping Addresses • FOAPAL Favorites • Hosted Catalog • Punch-Out • Non-Catalog Select Vendor Add Products • Rename Cart • Add Internal Note • Add External Note • Edit Item Details Edit Cart • Transaction Date • Ship to Address • Delivery Date • FOAPAL information Review A Shopper will assign cart to a Requestor Place Order Assigned Cart Requestor will continue to complete the order • View Requisition Status (MMP) • View Approval History (Minerva) View Requisition History

14. Payment Request Form still used for non-order payments Payment to Vendor Outside of Procurement Cycle • Membership dues • Course registration • Subscriptions • 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

15. Faculty of Medicine & McGill MarketPlace • Procurement in the Faculty • PCards vs. MMP • McGill MarketPlace

16. Procurement in the Faculty 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

17. Procurement in the Faculty 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

18. PCard Vs MMP • 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) • 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

19. Preparing for enablement • 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.

20. Useful Web link McGill Contracted Vendors (Secured site - sign in required) • https://home.mcgill.ca/procurement/vendor MMP Tutorials • http://www.mcgill.ca/purchasing/buy/marketplace/tutorials/#1 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

21. Your 1st point of contact for support Faculty of Medicine HelpDesk 398-5656 AdminHelp.med@mcgill.ca • MedIT– For system support • (514) 398-2001 • Help.medit@mcgill.ca

22. Central Support available • 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

23. Wrap up • 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 Communication Sciences & Disorders will be a recognized MMP benchmark for the Faculty of Medicine.