Presentation of Guidelines for procurement at The University of Oslo Department of Psychology Tori N Sandlie Jacob M Landsvik

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

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

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

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

–Category Team – interdisciplinary procurement team– 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–

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

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

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

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

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

Documents for the management of procurement

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

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 services and 143 million in savings from better framework agreements De siste 10 årene har vi jobbet systematisk med å rigge organisasjonen for å gjøre smartere og bedre innkjøp. De siste 5 årene har resultatene vist seg tydelig. Vi har spart 182 millioner kroner akkumulert. (1143 millioner er penger spart på grunn av bedre rammeavtaler. 39 millioner er penger spart i innkjøpsseksjonen og i regnskapsavdelingen.)