STRICTLY PRIVATE AND CONFIDENTIAL
October, 2010
Contract and Procurement Specialists (CPS) and Buyers - Roles and Responsibilities
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3SO
Agenda
Objectives
Review Rules of Engagement
Review Roles of 3SO Contract and Procurement Specialists
Review Roles of EMH Buyers (namely, Buyers, Contract Coordinators, Purchasing Assistants, Purchasing Clerks)
Discuss and develop an clear understanding of the roles and responsibilities
Next steps
Other
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3SO
Meeting Objectives
Develop a set of working guidelines for the contract and procurement specialists and buyers which clarify the roles and responsibilities
Provide a clear delineation of the roles and responsibilities, wherever possible
Identify grey areas within the roles and responsibilities, including resolution actions
Provide a foundation for process and procedural development
Embrace the roles and responsibilities as agreed today
Identify teams to complete next steps
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3SO
Rules of Engagement
Provide input
Share ideas
Be objective and factual
Listen – let one person finish their ideas
Discuss and develop an clear understanding of the roles
Don’t personalize, and don’t take anything personally
Embrace your role and responsibilities
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3SO
3SO Contract and Procurement Specialists – Roles and Responsibilities
Responsible for generating group procurement efficiencies through the development of strategic sourcing contracts between vendors and partnering hospital for in-scope capital/non-capital and clinical supplies
Follows hospital policy, government guidelines pertaining to the Broader Public Sector (BPS), and best business practices
Responsible for the negotiation, contracting and overall management of the procurement cycle on behalf of 3SO and its equity member hospitals
Facilitates the development of, and the execution of a contract management strategic plan for 3SO equity member hospitals.
Leads Regional Focus Groups ( RFG’s) across the region in an effort to drive cooperation, collaboration, & consolidation of regional contract opportunities Initiate and drive product standardization initiatives
Coordinates buying activities for the buyer(s), contract coordinator(s), and purchasing assistant(s) across the region.
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3SO
3SO Procurement Specialists – Roles and Responsibilities (cont’d)
Initiates and drives new contract development opportunities
Ongoing management of existing and new contracts and vendor relationships
Leads the competitive bid process through RFx development and assessment
Maintains/ Manages the SAP Material Master and Vendor Master file database on behalf of 3SO and its equity members
Responsible for data analysis on product/service usage, vendor service, vendor performance, and in support of the overall regional contract management process and adherence
Resolves discrepancies with Accounts Payable when created by the contract
Leads back order/recall process, identifying substitutions wherever possible with the assistance of the EMH staff
Follows up on elevated back orders or expedited items
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3SO
EMH Buyers – Roles and Responsibilities
Assists the Contract and Procurement Specialist(s) in the development of cost containment, product standardization, vendor consolidation and other supply chain management strategies
Follows hospital policy, government guidelines pertaining to the Broader Public Sector (BPS), and best business practices
Supports the Contract and Procurement Specialist within the procurement cycle on behalf of 3SO and its equity member hospitals. Collaborate with the Contract and Procurement Specialist while assisting in developing and executing the competitive bid process i.e. RFQ, RFI, etc. excluding RFPs. Assist the Contract and Procurement Specialist(s) in implementing negotiated contracts, by entering the Purchase Orders in a timely and accurate manner
Supports the Contract and Procurement Specialist in the development of contract management strategic for 3SO equity member hospitals, through opportunity identification and analysis
Assists the Contract and Procurement Specialist(s) with product and equipment trial and evaluation processes
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3SO
EMH Buyers – Roles and Responsibilities (cont’d)
Updates new contract specifications
Gatekeeper to stop direct departmental visits from vendors and competitors
Works with vendors to resolve discrepancies
Resolves vendor issues i.e. delivery, quality, returns
In collaboration with the CPS, orders samples, collects data as required in support of the RFx development and assessment
Initiates material masters and vendor masters as required, using the 3SO forms provided.
Responsible for collecting data on product/service usage, vendor service, vendor performance, and in support of the overall regional contract management process and adherence
Resolves discrepancies with Accounts Payable when created by the Purchase Order
Manages product and equipment recalls and alerts at the site level
Executes a timely review and processing of requisitions using SAP either manually or through SRM
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3SO
EMH Buyers – Roles and Responsibilities (cont’d)
Direct face-to-face, day-to-day client stakeholder interaction
Manages product returns/repairs with Supply Clerk/Assistant/Receiver
Expedites orders and follows-up on back-orders
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities
Contract and Procurement Specialist
– Responsible for generating group procurement efficiencies through the development of strategic sourcing contracts between vendors and partnering hospitals for in-scope capital/non-capital and clinical supplies
• KGH all in scope, extending to QHC, BGH, PC , and HD (in order or priority and determination of buy in)
• Foundation/donor money (policy to be developed – David/Karen ) • Includes revenue contracts• Coaching for competitive process will be provided by CPS to Buyer/Contract Coordinator and EMH
stakeholder. Provide contract templates, and T&C’s Competitive process will be managed at 3SO, and contract will be managed at 3SO. (Provide training to buyers – Karen/John?)
• Accountability lies with CPS Buyer
– Assists the Contract and Procurement Specialist(s) in the development of cost containment, product standardization, vendor consolidation and other supply chain management strategies
• Coordinate with PS any minor equipment/capital under $2k Issue PO. Request for quote process.• Guidelines for moving contract to 3SO – need for metrics• No contracts to be issued, and reinforce compliance with existing contracts. • Could participate in competitive process• No contracts are managed at EMH level.
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities
Contract and Procurement Specialist – Follows hospital policy, government guidelines pertaining to the Broader
Public Sector (BPS), and best business practices • Risk management - Liability and insurance statements – to develop a liability and
insurance statement with BPS lawyer (David)
Buyer– Follows hospital policy, government guidelines pertaining to the Broader
Public Sector (BPS), and best business practices
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities
Contract and Procurement Specialist
– Responsible for the negotiation, contracting and overall management of the procurement cycle on behalf of 3SO and its equity member hospitals
• Service contracts created as a 45…, which indicates departmental signoff for approval? (Karen to investigate with HR) • Printing option within EMH SAP to be investigated. (Julie to investigate)• Copy of signed contracts are sent to vendors/suppliers, when required.• Feedback to all buyers on completion of non-stock contracts.• Copy of Health Pro and services/equipment contracts provided to the site.
Buyer
– Supports the Contract and Procurement Specialist within the procurement cycle on behalf of 3SO and its equity member hospitals. Collaborates with the Contract and Procurement Specialist while assisting in developing and executing the competitive bid process i.e. RFQ, RFI, etc. excluding RFPs (competitive process). Assists the Contract and Procurement Specialist(s) in implementing negotiated contracts, by entering the Purchase Orders in a timely and accurate manner
• Buyers complete discreet PO’s.• Create PO’s from copy of contract, when required.• If item is ordered a number of times to create material master. (Provide reports PO being created without material
numbers, when requested by SCM (Julie) To provide instructions Training to be shared with all SCM s)• Buyers are set up to see plant specific contracts and not 3SO (Julie to follow up)• Completion of requisition process within PC and KGH (Training to be provided Karen BGH to be retrained )• Buyer and CPS to discuss new material master prior to submission of form • Checklist for new material master • Visibility into item master into Purchasing Tab(Karen to investigate seeing Purchasing tab)
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities
Contract and Procurement Specialist – Facilitates the development of, and the execution of a contract management
strategic plan for 3SO equity member hospitals.
Buyer– Supports the procurement specialist in the development of contract
management strategic for 3SO equity member hospitals, through opportunity identification and analysis.
• Proactive approach to the execution process in support of strategic plan• Review requests from stakeholders• Ask the appropriate questions
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities
Contract and Procurement Specialist – Leads Regional Focus Groups ( RFG’s) across the region in an effort to drive
cooperation, collaboration, & consolidation of regional contract opportunities. Initiates and drive product standardization initiatives.
• Initially monthly• Value analysis • Clinical participation • Trial results to be formalized. Provide format for formalized trial results to the Buyers
Buyer– Assists the Contract and Procurement Specialist(s) with product and
equipment trial and evaluation processes• Within EMH• Lead standardization of product within hospital • EMH provides Purchase Order for samples and its direction to appropriate person• Provide trial results
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities
Contract and Procurement Specialist – Coordinates indirectly buying activities for the buyer(s), contract
coordinator(s), and purchasing assistant(s) across the region.• Work with SCM on day to day issues, and resolution
Buyer–
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities
Contract and Procurement Specialist
– Initiates and drives new contract development opportunities.• Review of existing items and develop new contracts Already set up at SCI but not
extended (BGH and PC) • Items not currently on a contract with SCI, during ONB or arise during day-to-day
operations• Value added services i.e. Microsoft review • Gatekeeper of vendor visits i.e. new product or technology • Vendors must present ideas to. • Vendor Visitation Policy (David)
Buyer
– Updates new contract specifications• End user should not be meeting with salesperson, buyer should be meeting with CPS. • Direct salesperson to Contract and Procurement Specialist • Stakeholder must become a gatekeeper and stop visits with vendors and competitors
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities
Contract and Procurement Specialist (Begin Session 2)– Ongoing management of existing and new contracts and vendor
relationships • Ongoing contracts will be updated including freight charges, and minimums• Communication of existing, new and changes to contracts
Buyer– Works with vendors to resolve discrepancies on the PO
• Pricing – verify last updates on pricing within SAP. If not recent phone CPS if contract pricing phone vendor to indicate contract pricing applies, but if vendor indicates no, then this will be raised to the CPS’s
– Resolves vendor issues i.e. delivery, quality, returns • Day to day issues, if multiple/recurring issues contact CPS
– Communication of existing, new and changes to contracts
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities
Contract and Procurement Specialist – Leads the competitive bid process through RFx development and
assessment.
Buyer– In collaboration with CPS, orders samples, trials, collects
information(contacts, processes) as required in support of the RFx development and assessment
• Issue PO’s for samples and trials, etc. • Involvement will be on an and RFx by RFx basis, based on participation within the
hospitals, $ value of purchase • Follow and comply with the BPS Supply Chain Guidelines
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities
Contract and Procurement Specialist – Maintains/ Manages the SAP Material Master and Vendor Master file
database on behalf of 3SO and its equity members• As applicable to contracts only.• Verifies if there is an existing contract for a request made by the Buyer prior to issuing
material master
Buyer– Initiates material masters and vendor masters as required, using the 3SO
forms provided. • Additions to contracts must be discussed with CPS prior to issuing the Material Master
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities
Contract and Procurement Specialist – Responsible for data analysis on product/service usage, vendor service,
vendor performance, and in support of the overall regional contract management process and adherence.
Buyer– Responsible for collecting information on product/service usage, vendor
service, vendor performance, and in support of the overall emh contract management process and adherence.
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities
Contract and Procurement Specialist – Resolve discrepancies with Accounts Payable when created by the contract
Buyer– Resolves discrepancies with Accounts Payable when created by the
Purchase Order• Determines if contract issue and brings to the CPS• Will need to fix the PO in all instances
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities
Contract and Procurement Specialist – Leads back order/recall process, identifying substitutions wherever
possible with the assistance of the EMH staff. Seeks approval from the clinician.
• Communicates recall with SCM immediately.• Communicates SCI back orders to emh Buyer
Buyer– Manages product and equipment recalls and alerts at the site level.
• Bringing in samples, etc • Determine criticality at emh and communicate to CPS • (SCM) Coordinate with Stores Attendant.
– Manages back orders at EMH site.• Review back order report daily and forward any inventory items you do not have the
substitutes for are elevated to the CPS
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities
Contract and Procurement Specialist – *****(monitoring requisitions at SCI – IT? )
Buyer– Executes a timely review and processing of requisitions using SAP either
manually or through SRM.• Monitor requisitions to ensure they are converted to a PO.
– Direct face-to-face, day-to-day client stakeholder interaction
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities
Contract and Procurement Specialist – Follows up on elevated backorder or expedited items.
• Escalate as required
Buyer– Manages product returns/repairs with Supply Clerk/Assistant/Receiver,
including SCI – Expedites orders and follows up on back-orders
• Ensure dates and information are maintained in SAP• Escalate non-conformances to the CPS
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3SO
3SO Contract and Procurement Specialist and EMH Buyer –Roles and Responsibilities - Parking Lot
Debbie/David – Purchasing Clerk title in PSFDH
Tiger – Contract Specialist
Karen – Initiate Procurement Policy and Procedure Manual
SCM’s to participate in a competitive process
Forms - custom and BPS available for Buyers
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3SO
3SO Contract and Procurement Specialist and EMH Buyer – Next Steps
Embrace the roles and responsibilities
David – slide for breakouts for EMH’s to be reviewed
David/Karen – Policy to be developed for Foundation/Donor Money
Train the buyers on the competitive process (Karen/CPS?)
David – Develop a liability and insurance with the BPS lawyer.
Karen – Investigate 45 contracts in SAP with HR
Julie – To investigate printing 45 contracts initiated at 3SO at the EMH’s
Julie – To provide instructions on creating report for PO’s created without material masters
Julie – Buyers visibility into contracts ie 3S0
Karen – to investigate the Buyers having access to other sites Purchasing tab
Karen – To train and implement requisition process in PC and KGH
Karen - To retrain buyers in BGH on requisition process
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3SO
3SO Contract and Procurement Specialist and EMH Buyer – Next Steps
Karen – To investigate possibility of Buyers seeing Purchasing tab on material master.
WSIB certification – vendor to provide. Who expedites?
SCM – All SCM’s to participate in a competitive process
CPS - Forms – Custom, BPS to be supplied for buyer training
Julie – Printing options for PO’s created at 3SO
Karen – 4500….input vs CLA
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3SO
3SO Procurement Specialist and EMH Buyer – Purchases <$100k
Guidelines <$100k $0-10 $10-25 $25-100
Goods PO PO withThree Quotes Invitiational Competitive Bid
Services PO PO withThree Quotes Invitiational Competitive Bid
Contruction PO PO withThree Quotes Invitiational Competitive Bid