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Comprehensive Procurement Guidelines at UiO Department of Psychology

Learn about the procurement guidelines and principles at the University of Oslo's Department of Psychology. Understand the process, regulations, and best practices to ensure ethical and efficient procurement.

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Comprehensive Procurement Guidelines at UiO Department of Psychology

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  1. Presentation of Guidelines for procurement at The University of OsloDepartment of PsychologyTori N SandlieJacob M Landsvik

  2. Public procurement • is regulated by The Public Procurement Act to prevent actions in the form of unethical behavior, violation of industry ethics, human rights violations, financial adultery and corruption • UiO is a member of The Ethical Trade Initiative, The Swan (the official Nordic ecolabel), Green Dot Norway plc. and Transparency Norway

  3. Quality development of the purchase process Assess the consequences and likelihood that unwanted incidents occur and implement risk mitigation measures • Risikostyring

  4. National thresholds • Trigger different procedures and guidelines: • < 100.000 is not required to competitive tendering e.g. single purchase, purchased once (but it is advised that a formal request is sent to 3-5 suppliers to ensure that the best offer is received) > 100.000 send your inquiry to the section for purchasing innkjop@admin.uio.no > 1.300.000 must be published throughout the EEA

  5. The procurement process NB! > 1.300.000 must be published in Doffin/TED Startup of procurement / start-up meeting anskaffelsesprosess/oppstartmøte No agreement Agreement Mini-competition / Order in the e-commerce solution Need Value 100.000 Order in e-commerce / account string / receipt Note! It is not allowed to divide the acquisition into smaller acquisitions to fall below the thresholds

  6. Involvement is “key” "UIOs professional competence and the need for goods and services combined with the Purchasing Sections expertise, experience and creativity is the best starting point for a successful process - if it is planned" Involvering Det gode innkjøp Fag-området Innkjøp Develop categorization strategies with proper organization and responsibility distribution between largest user and SI –Category Team – interdisciplinary procurement team–

  7. Involvement and procurement Develop specification, requirements and criteria Experience from previous contract Create Request Basis & Contract New acquisition based on needs Offer submission and opening Suppliers prepare offers Check supplier requirements and prices Publish Evaluate against set criteria Publish contract award Establish an agreement Assign contract Manage any changes Place items or services in order Export contract data to the ordering system Manage the agreement

  8. Purchaser's Job No. • Prevent • Uncover • Correct -errors and omissions to ensure that UiO achieves the best price and quality available in the current market

  9. Prevention • Risk and vulnerability analyzes within the areas of • Electronic system support • Purchase to pay • The procurement process • Knowledge Building Difi, Kluge Advokatkontor, SAS International, Anbud 365 • Internal training – Super User Forum og Purchasing forum • Part time studies in Public procurement • Imposed use of system support

  10. Uncover • Follow-up of person with budget deployment authority • 30 minutes meetings with all purchasing units 2 x per year • Invoice Verification • Tertial control of invoices over NOK 100,000 eks VAT. • Documentation is reported to all Faculty Directors • Purchase analysis • Annual Purchase Analysis • Continuous check of agreed price at invoiced price, contract coverage, contractual loyalty, use of correct agreements

  11. Advisable corrections • Take corrective action after ROS analyzes • Provide assistance to faculties for improvements after comments made in the invoice control • Further develop and update templates etc. • Provide finance executives with relevant reports and consumption / consumption patterns, error buying and incorrect connection to buying from the existing framework agreements and so on

  12. Documents for the management of procurement

  13. Management requirements The state's financial regulation 5.3 Procurement The company, UiO, must establish systems and procedures to ensure that procurement of goods and services takes place in an efficient and responsible manner • Authorizations and organization of work must be documented, and methods and measures that intend to prevent, detect and correct errors and deficiencies in the systems and practices must be established

  14. Changed behavior gives results NOK 182 million. Total savings the last 6 years Of which 39 million is saved in the section of purchasing by reducing permanent positions, no use of consultancy servicesand 143 million in savings from better framework agreements

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