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Enhancing Procurement Excellence in the Faculty of Medicine

Explore how McGill MarketPlace can streamline procurement processes in the Faculty of Medicine, aiming for cost efficiency and effective administration. Learn about roles and responsibilities, comparison between PCards and MMP, and the benefits of using this web-based tool.

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Enhancing Procurement Excellence in the Faculty of Medicine

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  1. with the Department of Human Genetics April 13th, 2010 Achieving Procurement Excellence

  2. Outline • Administration Excellence • Mission • Vision • Goals • Faculty of Medicine and McGill MarketPlace • Procurement in the Faculty • Roles & Responsibilities • 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. Faculty of Medicine & McGill MarketPlace • Procurement in the Faculty • Roles & Responsibilities • PCards vs. MMP • McGill MarketPlace

  7. 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

  8. 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

  9. 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

  10. 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

  11. McGill MarketPlace

  12. McGill MarketPlace • 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

  13. Complete and Order using FOAPAL(s) • 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

  14. Roles & Responsibilities FOAPAL

  15. Useful Web links 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

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

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