comptrollers conference november 2010. what we heard…. ◦ client expectations ◦ financial...
TRANSCRIPT
Comptrollers ConferenceNovember 2010
What we heard….
◦ Client Expectations
◦ Financial Shared Services Functional Design
◦ Procurement Shared Services Functional Design
◦ Detailed Employee Baseline Data
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Turnaround time◦ Travel Claims◦ Vouchers◦ Timing
Dependent on Transaction Type Provided example timeframes
Processing◦ Ability to handle peak periods (month/year ends)◦ Ability to process urgent requests (responsive to client
needs)
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Clear commitment in the Service Partnership Agreements◦ Commitment to client readiness
Interfaces/relationships with clients Client preparedness
Document Flow◦ How documents will actually flow to/from service centres◦ Who will maintain the official documents
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Design◦ Single point of contact
Maintain Confidentiality of Information
Contract Reporting and Administration
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Activity Function
GNWT Departments
Procurement Shared Services
Financial Shares Services Central Agency
Cost recoveries: interdepartmental and third
party???
Resolve exceptions – cost allocations, matching,
authorization
Could be both depending upon the nature of the
program.
Accounting officer: subject to expenditure officer
certification, payment conditions of contract or
purchase order and other agreements or policy.
May require some residual capacity for
complex/technical payments. E.g. Construction
contracts.
Process payment and distribute remittance advice
Currently a central agency function
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Activity Function
GNWT Departments
Procurement Shared Services
Financial Shares Services
Central Agency
Primary supplier/customer contact/resolve routine
inquires
Escalated supplier/customer issue resolution
GST – reconciliations, filings and payments
Maintain AP system/module setupFinance -
SAM
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Identify Procurement Requirement
Competitive Non-Competitive
Goods Services Construction
Tender Request for Proposals Negotiated Sole Source
Bid/Proposal
Evaluation/Analysis
Executive Council Approval
Deputy Minister Approval
Award
Change Order(s)/Commitment Addendum(s)
Decision Paper Documented Decision
Evaluation/Analysis
Contract Summary and Commitment Approval
Quotation/Proposal Quotation/Proposal
Evaluation/Analysis
Public Notice
Requisition for Supplies and Services & Financial Commitment Approval
Executive Council Approval
Records Management
Contract Register/Report
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MAJOR RESPONSIBILITY LESSER RESPONSIBILITY
Activity Function
GNWT Departments Procurement Shared
Services
Financial Shares
Services Central Agency
Procurement of
Goods and Services
Procurement/Contracting/Tendering Policy/Requirements –
Regs., FAM, BIP
Developing Guidelines
Maintain Whole of Government Supplier Data Base
/Catalogues
Specialized
catalogues
Negotiate Whole of Government Standing Offers
Identify Needs & Develop Specifications and Requirements
Initiate/Approve Purchase Requisition (with cost allocations)
Pre-encumbrance
Validate budget
Validate specifications
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Activity Function
GNWT Departments
Procurement Shared Services
Financial Shares
ServicesCentral Agency
Validate BIP Local Communities, other BIP
Requirements
Multiple Closing Locations Considered
Pre Bid Meeting
Develop Bid Documents – Tender Forms, RFP
Templates from Internal Services
Approve Bid Document
Bidder Identification – to send document to
Public Notice - Advertising – web, newspapers,
specialized
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Activity Function
GNWT Departments Procurement Shared
Services
Financial Shares
Services Central Agency
Procurement greater than $5,000 excluding construction,
and other contracting defined by regulation
Conduct competitive tender or bid process
Receive Inquiries
Issue addendums, changes
Maintain Plan Holder/Vendor Log
Closing bid process and Public Opening
Post Bid Results to CRRS / CIS
Evaluation – for compliance w Tender and Technical
Requirements
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Activity Function
GNWT Departments
Procurement Shared Services
Financial Shares
ServicesCentral Agency
BIP Evaluation – Post BIP info to CRRS/CIS
Clarifications, Negotiations
Sign Purchase Order, Service Contract, Pro Forma
– Contract with Vendor
Post Award Info to CRRS/CIS
Verify/Obtain Contractors Insurance & WSCC Good
Standing
Approve Purchase Order (Contract - with cost
allocations) – SAM PO
Commitment
Issue Change Orders
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Activity Function
GNWT Departments
Procurement Shared Services
Financial Shares Services
Central Agency
Order Goods & Services
Receive, inspect and accept goods/services
Contract administration / Project Management
(ensure goods or services are received per contract)
Expenditure Certification
Contract administration (ensure expenditure
authorized and correct accounting)
Accounting Certification
Contract Reporting
Records Management
Procurement for construction and other defined
by regulations
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Activity Function
GNWT Departments
Procurement Shared Services
Financial Shares Services Central
Agency
Procurement under $5,000 – Informal
Tenders (may be conducted by depts. or sole
sourced as per FAM)
Conduct competitive tender or bid process
Sign Purchase Order – Contract (Procurement card)
Approve Purchase Order (Contract - with cost
allocations)
Commitment
Contract administration (ensure goods or services
are received per contract)
Expenditure Certification
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Activity Function
GNWT Departments
Procurement Shared Services
Financial Shares Services
Central Agency
Contract administration (ensure expenditure
authorized and correct accounting)
Accounting Certification
Order Goods & Services
Receive, inspect and accept goods
Contract Reporting
Records Management
Exercise run as a trial to collect information ◦ On activities◦ What people do in there days
Overall the format was well received, received about 30 forms submitted
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Comments from submissions◦ Trouble estimating time spent on activities
Estimate on a monthly basis rather than weekly? When sending these out:
Provide forms a month in advance Give employees a heads up well in advance so they can track time
◦ Received lots of feedback on the activities Include training, educating and assisting on SAM, as well as
policies and procedures HR Duties Requesting clarification on certain activities listed
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Follow up questions or comments?
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