Post on 30-Apr-2020
Research Administration Network
October 18, 2013
Overview 1. Procurement 101 Lite Version
Crystal Yu – Procurement Trainer, Procurement Services
2. New Online Advances & Expense Reports Course
Salimah Janmohamed – Communication & Training Officer, Finance Infrastructure & Support
3. Travel Management Program
Gloria Bachar – Travel Program Manager, Procurement Services
4. Questions
Procurement 101Lite Version
Crystal Yu – Procurement Trainer, Procurement Services
• Procurement Objectives
• McGill’s Procurement Cycle
• Payment Matrix
• MMP Roles & Responsibilities
• MMP Key Functions
• Procurement Website
• What’s coming…
• Questions
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Agenda
• Service unit
• Attain procurement excellence through customer-focusedservices and value-added strategies, while optimizing resources in support of the University’s Mission
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Procurement objectives
Procurement Cycle
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Procurement Cycle
Why use a Purchase Order?
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Why is it important to follow proper procurement cycle and obtain Purchase Order (PO)?
Contractual document: contains McGill’s Standard Terms and Conditions of purchase to protect the financial interests of the University
Once accepted by the vendor, the Purchase Order becomes a legally binding purchase agreement
The FOAPAL(s) implicated are encumbered for the total value to ensure funds are available at the time of invoice payment
Select Vendor(s)
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Where possible, priority should be given to contracted and preferred vendors, including internal University stores and services:
Higher assurance that the vendor is a legitimate entity with acceptable financial stability service
As a whole, the University can capture all purchasing data with a view to negotiate better terms of purchase now and in the future
Visit the Procurement Services website for a list of McGill Contracted and Preferred Vendors sorted by good/service
Best Practice of Payment Method
Finance Services Knowledge Base - Article # 4111: OVERVIEW of Procurement and Payment Methods
McGill MarketPlace
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The McGill MarketPlace (MMP) is an e-procurement system, a virtual shopping mall where users can view, compare and order products from various catalog vendors, as well as place non-catalog requisitions.
FOAPALs are used as methods of payment
Shopper
Access MMP to:- browse catalogs- add items to a cart- enter a delivery date to a cart- enter internal and vendor notes - add attachments- assign (i.e. forward) cart to a Requestor
All employees, students and casuals are automatically established as shoppers
MMP Roles & Responsibilities
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Financial Services KB - Article # 4033
Requestor
Access MMP to:- Create PRs from their own carts or carts assigned to them- Assign FOAPAL(s) for overall order, or by commodity- Assign shipping address- Submit PR (‘place order’) for approval
Automatic for Fund Financial Managers (FFM);
FFMs may sponsor other employees to be Requestors
Once a Requestor, they can place orders on any FOAPAL in any amount
Approver
Access Minerva Finance menu to:- Intercept and review purchase requisitions- Assess whether order is legitimate, reasonable and an appropriate use of fund(s)- ‘Approve’ or ‘Disapprove’ (with comments) an order
By default, the Approver is the FFM
The FFM may name one or more delegates and establish $$ limits fund by fund
Ordering - Roles & Responsibilities
Requisition is approved
locally & centrally
Approvers (FFM,
FFM’s delegates)
/ Fund Admin
Requisition Approval
Submit requisition
for approval
Requisition Submission
Requestor
Invoice received by A/P;
Payment issued to supplier
Payment
Supplier
Requestor
Accounts Payable
Auto PO for <$10K;
P.S. Buyer release
PO for >$10K
POIssuance
Auto Buyer /
P.S. Buyer
Change/Cancellation Request Form
Verify G & S received;
Invoice >$10K signed
by FFM
G & SReceived
Requestor
MMP Key Functions
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Copy old or rejected requisitions by 3 simply clicks:
Available Actions Copy to New Cart Go
MMP Key Functions cont’d
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Search orders by multiple parameters: requestor, date, supplier...
MMP Key Functions cont’d
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Search orders by multiple parameters (cont’d): FOAPAL elements
Tracking your order
https://www.mcgill.ca/procurement/mmp/tracking
• Track requisition status – Approval History
• View PO status
• Search for a Requisition / PO
• View a purchase related document
Order Modifications
• If Req is pending for approval disapprove req: http://www.mcgill.ca/procurement/mmp/tracking - Disapprove a pending requisition
• PO already issued confirm with vendor that order can be changed or cancelled
• Send request to Procurement Services:
• http://www.mcgill.ca/procurement/forms/cancellation
• http://www.mcgill.ca/procurement/forms/changeorder
• Feedback.purchasing@mcgill.ca
MMP – Current look
MMP –New Look Nov. 2013
PS website –most visited
• McGill Marketplace: How to, tips, trouble shoots http://www.mcgill.ca/procurement/mmp
• Our Supplier: contracted and preferred suppliershttp://www.mcgill.ca/procurement/supplier
• New Supplier Request Form: http://www.mcgill.ca/procurement/forms/new-supplier-request
• How to do Business with McGill: requirement, payment terms, invoice template http://www.mcgill.ca/procurement/howto/do-business-mcgill
PS Website: Hidden Treasure
• How to: http://www.mcgill.ca/procurement/howto
New Tools (work in progress)
Project Name Description Estimated Start
Contract Monitoring and Compliance Tool
Contract pricing repository, contract details and visibility through MMP.
F13 Q3
E-Settlement/e-Invoicing Automation of receipt and processing of conforming invoices/automatic rejection of non-conforming invoices
F14 Q1
Supplies Manager Standardization of the inventory management of various stores across campus (I.e. Chemical Store, Animal Resource Pharmacy, Chemistry stores) as well as supplier Biobars.
F14 Q1
Vendor Registration Management Tools
A self-serve tool that would allow suppliers to register and maintain their own information in MMP
F14 Q2
Change Order Integration Integration of change order between Banner and MMP, with a proper approval workflow.
F14 Q3
Proposed New Tools cont’d
Project Name
Asset RedistributionAsset Tracking (Life Cycle)Attachments integration between MMP & BannerAuto assignment of buyers to requisitionsAuto-Buy up to $25,000Commodity CodingContract Authorization ManagementIncoming Shipment ReportsMCS enablement on MMPMMP Order FormsProcurement Reporting ViewsSourcing ToolVendor Catalog EnablementWeb Surveys
Upcoming Courses (work in progress)
Procurement 101
• Procurement cycle, how to tips, day to day purchasing activities, etc.
Procurement 201
• Procurement policy, Public Tender procedures, evaluation methods, etc.
Sustainable Procurement
User Support
• Financial Services Knowledge Base
http://kb.mcgill.ca/fskb/Purchase & Payments > MMP
Who to contact and when – Article #3953
• Procurement Services http://www.mcgill.ca/procurement
feedback.purchasing@mcgill.ca
514.398.2840
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QUESTIONS?
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New Online Advances & Expense Reports Course
Salimah Janmohamed – Communication & Training Officer, Finance Infrastructure & Support
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Presentation to Research Network Administration
October 18, 2013
Gloria Bachar, Travel Program Manager, Procurement Services
McGill UniversityProcurement Services
30McGill UniversityProcurement Services
Confirmed as SRI (Strategic Reframing Initiative) project by Steering committee in Fall of 2011
Sponsored by office of V-P Di Grappa
Procurement Services mandated for the research/benchmarking
Program development in collaboration with Financial Services
McGill TMP - Consultative Approach
Internal Consultations, Benchmarking and Market Research
Advisory and Steering Committees
Risk Mitigation Committee
RFI (Request for Information) and Calls for Tender (CFT) for
each element prepared by Procurement Services
Benchmarking with other Universities
Market Research
One–on-One meetings with Deans of Faculties & Top Travelers
Faculty/Staff Survey Feb/March/April 2013
Focus Groups March to September 2013
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Here they are:
Travelers Administrators
Current Process
Hotels AirlinesRental Cars
Online booking sitesTravel Agencies
Cash Advances
Accounts Payable
University-wide adopted Travel Management Program
• improve customer service
• one stop shopping for all travel-related services = less time spent on
travel research and manual data entry
• process efficiencies (without restricting travelers’ choices)
• reduce advances and out of pocket expenses
• consolidate travel volume for tendering and contracted discounts
• compliance with the Act respecting contracting by public bodies -R.S.Q. c. C-65.1
• https://www.mcgill.ca/procurement/regulation/government/act
33McGill UniversityProcurement Services
1.Travel Management Company and Online Booking Tool
• save time due to one-stop shop
• access to market pricing, contracted prices and University regulations
2. A Travel Card Program – a two tier program
• a virtual travel credit card to pay for airline tickets at time of purchase
• individual travel credit cards issued to travelers to cover out-of-pocket
and on-the-road expenses – reducing cash advances
McGill TMP –Main elements with potential benefits based on industry standards
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3. End-to-end Integrated Booking and Expense Management System
• booking trip, preparing expense report, obtaining approvals (online)
• quicker turnaround time for payment
• minimize the manual handling of paper receipts
4. Mitigating travel risks
• develop guidelines, awareness programs
• provide the community with tools and best available practices
5. Expansion of Expense Reimbursement Regulations to include travel
• clear , consistent procedures for booking and payment choices
• easy access to information
McGill TMP – Main Elements with Potential Benefits based on industry standards
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Best practices approach to Travel Management: integrated, automated, cost effective
1 TMC or 1 Online Booking Tool
Book Trip
Online Approvals
Audit
PayTraveler
PaymentTake Trip
Virtual & individual Credit Cards
Complete Expense Report
Data Analysis
Reporting
Future Process
McGill UniversityProcurement Services
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Destination
Airline
Flight options
Hotel
Car Rental
Any TMC or OBT
TMC: Travel Management Company
OBT: Online Booking Tool
Today’s Choices Tomorrow’s choices
Destination
Airline
Flight options
Hotel
Car Rental
•One stop shop
•Customized Services
•Automated reconciliation of expenses
•Consolidation of spend /better pricing
McGill TMP – “As Is” vs. “Proposed” Process
McGill UniversityProcurement Services
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Questions and Feedback
Thank you!
Questions?