Achieving Procurement Excellence With the Department of Biochemistry

Achieving Procurement Excellence With the Department of Biochemistry July 7 th, 2009

Outline Administration Excellence ◦ Mission ◦ Vision ◦ Goals Financial Services & Procurement ◦ PCards vs. MMP ◦ Anatomy & Cell Biology Experience Mc. Gill Market. Place

The Mission Transform Medicine’s Administrative Support Services into one focused effort that will enable the best possible service levels in Student Centered Stewardship, Human Resources, Financial Services, Facilities Management and Stakeholder Affairs; and to therefore: Free-up the Faculty of Medicine and all of its units to continue to make and even increase breakthroughs in medicine.

Our Vision Mastery in all aspects of Administration Administrators who are: ◦ Trained in all aspects of administration, ◦ Integral part of Administration Excellence, ◦ Backed by: One Administration Excellence Champion, One web portal, and One set of administration processes/systems Efficient cost effective administration units

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

Financial Services & Procurement Goal: Best-in-Class procurement practices for the Faculty of Medicine Tool: Mc. Gill Marketplace “MMP” ◦ Web based purchasing tool to ◦ Get it right the first time & ◦ Significantly reduce administrivia

MMP Experience Proactive management of funds and budgets Users will not go back to PCards: ◦ Just as fast ◦ Better control over spending ◦ Significant reduction in administrivia When it hasn’t worked & why? ◦ Spending over budget ◦ Routines not respected ◦ Approvals not in place

PCard Vs MMP 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. MMP - Pro ◦ ◦ ◦ ◦ Accessible 24/7; 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; Track what purchases are being made and by whom; Invoices sent directly to Accounts Payable; You cannot buy goods with insufficient funds.

MMP in Anatomy & Cell Biology and Pharmacology & Therapeutics What worked? Securing the Department Chair’s complete support; Presenting an information session to ALL Fund Financial Manager’s (FFM’s) and their purchasers; Partnering with Financial/Procurement services to ensure questions/concerns/comments could be addressed immediately Ensuring everyone was setup prior to “Go-live” Administrator being very pro-active post “Go-live” What didn’t? Delaying the “Go-Live” date - should be done no more than 2 or 3 weeks following this info session; Lecture style training session with little hands-on – live examples from A-Z with active participation are the best approach.

MMP in Anatomy & Cell Biology and Pharmacology & Therapeutics Importance of the Behind-the-Scenes work of the Administrator was crucial in: Communicating with the FFM’s and purchasers Reserving dates and rooms that best suited everyone (for the most part) Worked with each FFM to: Explain what was needed to be done Assist with the decisions that needed to be made prior to “Go live” Worked with each FFM to enter required information in Minerva Communicating all issues/comments/feedback

Mc. Gill Market. Place Preparing for Unit enablement

Mc. Gill Market. Place It is your virtual shopping mall at Mc. Gill 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

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

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

Why? Single access point for your purchases Secure environment for making purchases which reduces risk of abuse ( i. e. PCards) Increases control over who can make purchases Instant validation of available funds

Why? Better tracking of expenditures to budgets Better control over purchasing & therefore spending Elimination of duplicate orders Significant reduction in “wrong charges” i. e. incorrect FOAPALs being used Significant reduction in PCards which frees us up from the bureaucracy necessary to replace PCards

Why? Reduces administrative tasks such as: ◦ No post purchase reconciliations to PCards (no need to approve in MOPS) ◦ All invoices will be sent directly to Financial Services ◦ Document retention is managed centrally therefore no need to keep paper records in departments or labs ◦ Frees up department heads, administrators, PI’s…to proactively manage their funds and budgets

Finance controls Roles & responsibilities surrounding MMP ◦ Shopper ◦ Requestor ◦ Approver

Roles & Responsibilities clarified Shopper Requestor Approver ØSearch ØPrepares ØIntercepts products in the on-line catalogs. ØAdd products to a cart. ØEnter a delivery date. ØEnter internal and vendor notes ØThe shopper will assign the cart to a requestor who will assign FOAPAL(s) and place the order ØAll active employees and students are automatically established as shoppers and completes orders ØReceives carts from shoppers to complete −Notification by email. −Will find the cart assigned in their pending carts. −Assign FOAPAL(s) ØFund Financial Managers (FFM) are automatically deemed as Requestors ØFFMs may sponsor other employees to be Requestors ØOnce a Requestor, they can place orders on any FOAPAL in any amount. and reviews orders originated by others, to assess whether: −Meets the objectives of the fund(s) charged −Is legitimate, reasonable and an appropriate use of funds −Adheres to policies and guidelines −Complies with any restrictions imposed by external funding sources ØBy default, the Approver is the FFM ØThe FFM may name one or more delegates and establish $$ limits fund by fund.

Tutorials MMP Tutorials http: //www. mcgill. ca/purchasing/buy/marketplace/tutorials/#1 Procurement Administration Tutorials http: //www. mcgill. ca/financialservices/training/tutorials/procureadmin/ Approvals Tutorials http: //www. mcgill. ca/financialservices/training/tutorials/approvals/

What’s next ØYou will be invited to a Mc. Gill Marketplace implementation workshop 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.

Wrap up The Faculty of Medicine commits to providing you with an ongoing support system to ensure a smooth and easy transition to using Mc. Gill Market. Place; With your support, by August 31 st, Biochemistry will be a recognized MMP benchmark for the Faculty of Medicine.