Procurement Document 20g Updated 8 June 2006

1
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20g Updated 8 June
2006
Faculty Procurement Office FPO Update - 22 June
2006
Our aim is to achieve Best Value for Money for
the Whole Life of goods or services
procured We aim to achieve this by promoting
Best Practise
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20g-fpo-upd1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
2
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20g Updated 8 June
2006
THE FPO SUPPORTS School of Medicine
(SOM) Institute for Health Sciences Public
Health Research (IHSPHR) Institute of Genetics
Heath and Therapeutics (LIGHT) Leeds Institute of
Molecular Medicine (LIMM) Leeds Dental Institute
(LDI) School of Healthcare (SOH) Institute of
Psychological Sciences (IPS) Faculty of Medicine
and Health (FMH) Purchasing Groups are
structured by Institute/School
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20g-fpo-upd1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
3
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20g Updated 8 June
2006
FPO CONTACTS Peter Holgate - Faculty Procurement
Manager Bob Lavery Deputy Procurement
Manager Beverley Watson - Procurement Office
Supervisor Jill Oakes Procurement
Assistant Paul Gibbons Faculty Buyer (HGA HGM
HGZ) Roy Banks Faculty Buyer (HGP-HKB) Not
HGZ Darren Wood Faculty Buyer (HBA-HGL)) Ken
Rivers Faculty Buyer (Mornings Only) Web -
http//www.leeds.ac.uk/medicine/admin/fmhpo
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20g-fpo-upd1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
4
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20g Updated 8 June
2006
Segregation of Duties THE PROCUREMENT
PROCESS Define Need and Requisition -------------
-------------------------------------- Purchase
Order --------------------------------------------
------- Goods Delivery ---------------------------
------------------------ Invoice
Verification -------------------------------------
-------------- Payment of Supplier
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20g-fpo-upd1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
5
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20g Updated 8 June
2006
PROCUREMENT STAFF ROLES SAP Purchasing SAP
Equipment Inventory Science Warehouse
E-Marketplace SIPR Purchasing Cards Faculty
(University) Procedures Suppliers/Vendors Other
Initiatives
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20g-fpo-upd1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
6
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20g Updated 8 June
2006
SAP PURCHASING Authorise Train New Users GRN
etc Action the Release Strategy (500 to
25k) Ensure that Faculty Procedures are
followed Create Purchase Orders (from
SIPRs) Maintain a WEB site for the benefit of
end-users Action mismatched documents via the
Query Log Liaise with SAP Team and Central
Purchasing Liaise with Internal and External
Suppliers Add New SAP Vendors
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20g-fpo-upd1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
7
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20g Updated 8 June
2006
SAP EQUIPMENT INVENTORY Authorise Train new
Users Create Initial Records from Purchase
Orders Ensure that Faculty Procedures are
followed Action the Release Strategy (500 to
25k) Liaise with SAP Team Liaise with Inventory
Contacts Ensure that Inventory is Updated
Regularly Ensure that Insurance Status is
Current Ensure that Equipment is Priced
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20g-fpo-upd1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
8
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20g Updated 8 June
2006
SCIENCE WAREHOUSE Authorise Train new Users of
SW Action the Release Strategy (500 to
25k) Ensure that Faculty Procedures are
followed Liaise with Science Warehouse Liaise
with SW Suppliers Screen Potential New
Suppliers Create Purchase Orders in Science
Warehouse Maintain records in SW User
Console Maintain a WEB site for the benefit of
end-users
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20g-fpo-upd1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
9
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20g Updated 8 June
2006
SAP INTRANET PURCHASE REQUISITION (SIPR) Create
Purchase Orders (From SIPRs) Action the Release
Strategy (500 to 25k) Authorise Train new
Users of SIPR Ensure that Faculty Procedures are
followed Action mismatched documents via the
Query Log Liaise with SAP Project Team Liaise
with Central Purchasing Office Maintain Records
in SIPR User Console Maintain a WEB site for the
benefit of end-users
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20g-fpo-upd1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
10
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20g Updated 8 June
2006
PURCHASING CARDS Authorise Train new Users of
SIPR Liaise with Local Finance Contacts FPO
Cards Devolved Cards Ensure that Faculty
Procedures are followed Liaise with SAP Project
Team Liaise with Central Purchasing
Office Maintain Faculty User Recods Maintain a
WEB site for the benefit of end-users
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20g-fpo-upd1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
11
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20g Updated 8 June
2006
OTHER INITIATIVES Aim to Improve contract
compliance Review Equipment Insurance Distribute
Inventory labels to end users Manage Duty Free
Alcohol Supplies Review Travel Insurance Undertake
competitive tendering exercises Improve forward
commitment compliance Follow up retrospective
orders Scan Purchasing Documents to reduce
storage need
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20g-fpo-upd1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager
12
Faculty Procurement Office FACULTY OF MEDICINE
AND HEALTH
Procurement Document 20g Updated 8 June
2006
PRIORITES FOR 2006 2007 Pilot Document Scanning
Progress the SAP Equipment Inventory Review
Internal Market Procedures Produce Quarterly
Procurement KPIs Carry out Procurement
Healthcare Checks End of Slide Show
http//www.leeds.ac.uk/medicine/admin/fmhpo/
Document 20g-fpo-upd1.doc was produced for
the use of staff in the Faculty of Medicine
and Health and the University of Leeds. No
responsibility is taken for the accuracy of the
content. Peter F Holgate - Faculty
Procurement Manager