1 Purchasing Services

2 Objectives  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 McGill Purchasing Presentation

3 Introduction of Purchasing Team  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

4 Reengineering of the Purchasing Processes Why?  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

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

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

7 Reengineering of the Purchasing Processes Why is it important to issue a PO prior to receiving the goods/services?  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 –

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

9 MMP - McGill MarketPlace McGill MarketPlace MMP  What is the McGill MarketPlace?  Where can I find it?  Why should I use it?  How do I get trained? Purchasing Presentation

10 MMP - McGill MarketPlace What is MMP?  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

11 MMP - McGill MarketPlace Where can I find it? → Minerva → Finance (Fund) Administration → McGill MarketPlace  FIS Users  Valid PCard Purchasing Presentation

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

13 MMP - McGill MarketPlace Why should I use it?  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

14 MMP - McGill MarketPlace How do I get trained?  Purchasing website  Online video  Printable how to’s  Individual training  Faculty/departmental visit Purchasing Presentation

15 MMP - McGill MarketPlace Questions? Suzanne Boyd Tel: Normand Laguë Tel: Purchasing Presentation

16 Purchasing Services Thank you!