Purchasing Services 1 Objectives o o o

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Purchasing Services 1

Objectives o o o To get to know our customers and introduce the Purchasing team To learn more about your faculty procurement needs To address your questions and concerns relating to the procurement process at Mc. Gill Purchasing Presentation 2

Introduction of Purchasing Team q q q q Normand Laguë – e-Procurement Project Manager Suzanne Boyd – e-Procurement Project Coordinator & Buyer Pierre Leblanc – Senior Buyer – Office and IT Products Nancy Duplessis – Senior Buyer – Scientific Products Pierre Landry and Frederic Beaudry – Senior Buyers - CFI Anna Gentile – Buyer – Facilities Management & Development Linda Rosser, Maureen Turvey & Crystal Yu – Support Staff Kathy Zendehbad – Associate Director Purchasing Presentation 3

Reengineering of the Purchasing Processes Why? q q To support the University’s renewed focus on governance and control To promote institutional fairness, transparency and accountability To comply with the Regulations Relating to the Approval of Contracts and Signing Authority To adopt best business purchasing practices Purchasing Presentation 4

Reengineering of the Purchasing Processes Examples of best purchasing practices q q Purchase through Mc. Gill contracted vendors Public tendering for all acquisitions valued at more than $100 K Follow an adequate purchasing cycle Issue a purchase order to the vendor prior to the receipt of goods/services Purchasing Presentation 5

Reengineering of the Purchasing Processes Follow an adequate purchasing cycle 1. 2. 3. 4. 5. 6. 7. 8. 9. Requestor obtains quotations (ideally from more than one vendor) Requestor completes a purchase requisition (departmental/financial approvals) Purchasing Services reviews the purchase requisition Purchasing Services creates a purchase order (PO) Purchasing Services obtains the approval(s) of the designated signing officer(s) Purchasing Services issues the PO to the selected vendor Vendor delivers the goods/services Requestor acknowledges reception of the goods/services Mc. Gill issues payment Purchasing Presentation 6

Reengineering of the Purchasing Processes Why is it important to issue a PO prior to receiving the goods/services? q q Reserve and encumber the funds in advance Comply with financial approvals Comply with the Regulations Relating to the Approval of Contracts and Signing Authority Establish the terms and conditions of purchase → Protect the University’s best interest Purchasing Presentation – 7

Communication Channels We want to communicate with our customers… o o o Purchasing web site: www. mcgill. ca/purchasing Purchasing listserv Purchasing newsletter Departmental visits Procurement training courses (under development) → and we seek your feedback Purchasing Presentation 8

MMP - Mc. Gill Market. Place MMP o What is the Mc. Gill Market. Place? o Where can I find it? o Why should I use it? o How do I get trained? Purchasing Presentation 9

MMP - Mc. Gill Market. Place What is MMP? o o o Web based online ordering system Including over 30 vendors Hosted catalog or punchout A variety of products from test tubes to toner cartridges Virtual shopping mall Operational in 56 campuses across North America Purchasing Presentation 10

MMP - Mc. Gill Market. Place Where can I find it? → Minerva → Finance (Fund) Administration → Mc. Gill Market. Place o o FIS Users Valid PCard Purchasing Presentation 11

MMP - Mc. Gill Market. Place Why should I use it? o o o Single user ID and password Shop from multiple online catalogs from contracted Mc. Gill vendors or other preferred vendors, using the popular "shopping cart" model Search for products by keyword, part number, category or vendor Purchasing Presentation 12

MMP - Mc. Gill Market. Place Why should I use it? o o o Compare products from different vendors before purchasing Save a list of favorite products, i. e. frequently ordered products, for faster online shopping View order history and details → Will replace the Banner and Minerva purchase requisition form Purchasing Presentation 13

MMP - Mc. Gill Market. Place How do I get trained? o Purchasing website o Online video o Printable how to’s o Individual training o Faculty/departmental visit Purchasing Presentation 14

MMP - Mc. Gill Market. Place Questions? Suzanne Boyd Tel: 514 -398 -5027 Email: suzanne. boyd@mcgill. ca Normand Laguë Tel: 514 -398 -3540 Email: normand. lague@mcgill. ca www. mcgill. ca/purchasing/buy/marketplace Purchasing Presentation 15

Purchasing Services Thank you! 16

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