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Canadian Public Procurement Council Canadian Forum on Public Procurement September 30 – October 3, 2007

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Page 1: Canadian Public Procurement Council Canadian Forum on Public Procurement September 30 – October 3, 2007

Canadian PublicProcurement Council

Canadian Forum on Public Procurement

September 30 – October 3, 2007

Page 2: Canadian Public Procurement Council Canadian Forum on Public Procurement September 30 – October 3, 2007

Acquisition Cards – An Essential Procurement Tool

Presentation by Jacques LaBontéDirector - Materiel Management

October 3, 2007

Page 3: Canadian Public Procurement Council Canadian Forum on Public Procurement September 30 – October 3, 2007

AGENDA

• Public Works and Government Services• Materiel Management Directorate• Acquisition Card Program• Policy and Procedural Development• Electronic Settlement• Collateral Activities• New Initiatives

Page 4: Canadian Public Procurement Council Canadian Forum on Public Procurement September 30 – October 3, 2007

Government of Canada’s PWGSC

•Accountable for:–Accounting, banking and compensation;–Acquisitions and contract management;–Consulting and audit;–Greening government operations;–Government information services;–Real property management.

Page 5: Canadian Public Procurement Council Canadian Forum on Public Procurement September 30 – October 3, 2007

Corporate Materiel Management

•Responsible for:–Contracting and procurement;–Acquisition card management;–Asset management;–Fleet management;–Inventory management.

Page 6: Canadian Public Procurement Council Canadian Forum on Public Procurement September 30 – October 3, 2007

Policy and Procedural Development

• Departmental Acquisition Card policy introduced in FY 1993/04

• Complimentary procedures incorporated• Roles of AC coordinators / cardholders /

managers defined• Mandatory sign off by cardholders

acknowledging understanding of program• Mandatory training of cardholders with respect

to electronic settlement and green procurement

Page 7: Canadian Public Procurement Council Canadian Forum on Public Procurement September 30 – October 3, 2007

Acquisition Card Program• Program introduced in FY 1991/92• 1,400 cards in circulation• Fiscal Year 2005/06:

– 47,000 (+/-) transactions

– Valued at (+/-) $13 million

• Fiscal Year 2006/07– 56,000 (+/-) transactions

– Valued at (+/-) $19 million

Page 8: Canadian Public Procurement Council Canadian Forum on Public Procurement September 30 – October 3, 2007

Acquisition Card Program

• Monthly monitoring of all acquisition card activity, with all questionable transactions queried

• Quarterly management usage reports to senior management

• Annual compliance audits undertaken and reported on

• Ongoing compliance with collateral corporate policies (hospitality / memberships / etc.)

Page 9: Canadian Public Procurement Council Canadian Forum on Public Procurement September 30 – October 3, 2007

Electronic Settlement

• “MILTON” introduced in FY 1995/96• Consolidated statement issued monthly• Payment effected within 7 days• Cardholders issued e-mail statement, managers

copied• 100% of cardholders registered

Page 10: Canadian Public Procurement Council Canadian Forum on Public Procurement September 30 – October 3, 2007

Collateral Activities

• BMO ongoing support includes:

– Access to Details Online;

– On-line support vis-à-vis acquisition card administration;

– Organization of regional conferences for small to medium departments and agencies to highlight “Best Practices” and showcase “Best of Breed;

– Availability of Centre of Expertise knowledge such as the provision of spend analysis, etc.

Page 11: Canadian Public Procurement Council Canadian Forum on Public Procurement September 30 – October 3, 2007

New Initiatives

• Mandatory use of acquisition cards in lieu of purchase orders (less than $10,000)

• Acquisition cards to be used as a settlement tool for:– Departmental contracts, including utilities supporting

the departments property management functions (optional);

– Electronic purchasing (mandatory);– Taxis (in lieu of paper coupons).

Page 12: Canadian Public Procurement Council Canadian Forum on Public Procurement September 30 – October 3, 2007

Conclusion

• The success of implementing and managing a P-card program depends on many factors. Some of the most important factors are:– The development and implementation of a

comprehensive policy– The support of senior management– An appropriate communication strategy– A good monitoring/auditing process