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Related Contents

  • See Also
  • 5 Phases of Procurement
    http://www.ecu.edu.au/fbsc/training/Procurement/5Phases.html
  • 5 Phases of Procurement
  • Preferred Suppliers List
    https://secure.ecu.edu.au/service-centres/staffonly/FBSC/Templates-Strategic-Procurement/-/Preferred-Supplier-List.xlsx
  • Preferred Suppliers List
  • Legal and Integrity - Template Agreements
    https://intranet.ecu.edu.au/staff/centres/strategic-and-governance-services/our-services/legal-and-integrity/template-agreements
  • Legal and Integrity - Template Agreements
  • FBSC Forms Kiosk
    https://intranet.ecu.edu.au/staff/centres/finance-and-business-services/forms-procedures-and-templates
  • FBSC Forms Kiosk
  • Strategic Procurement FAQ
    https://secure.ecu.edu.au/service-centres/staffonly/FBSC/Procedures-Strategic-Procurement/-/Strategic-Procurement-FAQ.pdf
  • Strategic Procurement FAQ
  • Yammer
    https://web.yammer.com/main/groups/eyJfdHlwZSI6Ikdyb3VwIiwiaWQiOiIxNDc4Nzg0MiJ9/all
  • Yammer
  • Purchasing and Contracting Policy
    https://edithcowanuni.sharepoint.com/:w:/s/SGS-CorpKB/ESMK018w8X1EriPabChLjDYBtuI4VlrI6-AGW-o7HdSJ6g?rtime=0pfT8gPy2kg
  • Purchasing and Contracting Policy
  • Contractor Management
    https://edithcowanuni.sharepoint.com/sites/DCS-ContractorManagement
  • Contractor Management

Strategic Procurement

The Strategic Procurement team manage source to contract and procure to pay processes, provide advice on contract management, procurement and supplier management to ensure that the University achieves the best value for money.

The Strategic Procurement Framework covers the end-to-end activities that should be applied to the planning, sourcing and management of the acquisition of goods and services at the University. The framework also ensures that the procurement process delivers optimal value for ECU and adheres to the required ethical standards and probity principles.

ECU staff involved in purchasing goods and services on behalf of the University should adhere to the Strategic Procurement Framework which consists of 5 phases as outlined below and in the short information video located in 'See Also'.

Depending on the level of expenditure involved, there are varying methods of Purchasing if a Panel Supplier does not exist. The commitments matrix below demonstrates the methodology to be used in these circumstances.

Matrix

Phase 1 - Strategy and Planning

Objective

  • Phase 1 - Strategy and Planning is the first phase of the integrated Strategic Procurement Framework and serves as the foundation of the collaboration between Schools and Service Centres and Strategic Procurement.
  • During this phase, Strategic Procurement will engage Schools and Service Centres to understand their procurement support requirements. These requirements will be translated into a 'Procurement Activity Pipeline' to allow Strategic Procurement to align its priorities and resources to better support the University.

Responsibility

  • Schools and Service Centres are responsible for informing Strategic Procurement of any planned or unplanned activities that may require procurement support. This could take the form of inviting the Category Manager or a Strategic Procurement representative to the strategic and operational planning sessions of the School or Service Centre.
  • Strategic Procurement is responsible for understanding and consolidating the procurement support activities required in the form of a 'Procurement Activity Pipeline' which is used as an input to Phase 2 - Category Planning.
  • For further information on Phase 1, please refer to the 'Strategy and Planning Procedures'.

Phase 2 - Category Planning

Objective

  • Phase 2 - Category Planning is to identify ways to extract maximum value for money from the supplier market to fulfil the University’s procurement requirements, as identified in Phase 1.
  • Category Planning will be based on a structured analysis of the procurement requirements and supplier markets to determine the optimum sourcing strategies for the University and will be documented in a 'Category Plan'.

Responsibility

  • Strategic Procurement is responsible for understanding and consolidating the procurement support activities required and translating it into a Category Plan.
  • The relevant Category Manager is responsible for periodically refreshing the 'Category Plan' based on the inputs from Schools and Service Centres, relevant subject matter experts and the appropriate market intelligence.
  • For further information on Phase 2, please refer to the 'Category Planning Procedures'.
  • If you require access to a Category Plan, please contact procurement@ecu.edu.au.

Phase 3 - Strategic Sourcing

Objective

  • Phase 3 - Strategic Sourcing is to procure goods and services that meet the requirements and offers the best value for money for the University. Strategic Sourcing formalises the acquisition process or business arrangements to acquire the goods or services in a transparent and effective manner on behalf of the University.
  • Contracts for the procurement of goods or services, or Panel Supplier Agreements must be used where they exist as agreements have been set with a range of suppliers, offering advantages such as discounted prices or smaller environmental footprint. Refer 'ECU's Preferred Suppliers' in 'See Also'.
  • Where a contract or Panel Supplier arrangement does not exist, the sourcing activities for the University are governed by the 'Commitment Matrix', the 'Delegations and Authorities Manual' and the 'Information Security and Information Technology Policy'.
  • Most activities involving a relationship between ECU and an external party will require a formal contract or agreement, setting out the terms and conditions of the arrangement as agreed between both parties. Legal and Integrity have prepared a range of template agreements for use by Schools and Centres. Please refer to the 'General Template Agreements' in 'See Also'.

Responsibility

  • All ECU staff involved in purchasing goods and services on behalf of the University should be familiar with the established policies, guidelines and procedures and consider the 'eight (8) steps' when ordering, receiving and paying for goods and/or services on behalf of the University.
  • For further information on Phase 3, please refer to the 'Strategic Sourcing Procedures'.

Phase 4 - Purchase to Pay

Objective

  • Phase 4 - Purchase to Pay is to ensure that the payment of goods and services meets requirements of the University and suppliers in a timely and compliant manner.
  • Purchase to Pay links the delivery of goods or services, resulting from Phase 3, to the purchase and payment process in Phase 4. This completes the entire lifecycle of a transaction - from the procuring of goods and/or services to the payment to the supplier.

Responsibility

  • All ECU staff involved in purchasing or receipting goods and services on behalf of the University should be familiar with the established policies, guidelines and procedures.
  • For further information on Phase 4, please refer to the 'Purchase to Pay Procedures'.

Phase 5 - Contract Management

Objective

  • Phase 5 - Contract Management is to establish a sound, consistent and effective approach to the management of identified University contracts, ensuring all parties to the contract fulfil their respective obligations, in order to safeguard the University's interests, mitigate risk and deliver value for money.
  • This phase is governed by the 'Purchasing and Contracting Policy' and the 'The Contract Management Framework' which focuses on 7 major principles. A 'Contract Management Plan' should be used to document the measurement of those principles.

Responsibility

  • All ECU staff involved in entering contracts and memorandums of understanding on behalf of the University should be familiar with the established policies, guidelines and procedures.
  • For further information on Phase 5, please refer to the 'Contract Management Procedures'.

Issues or Questions?

  • Please refer to the 'Strategic Procurement FAQ's' in 'See Also'.
  • Please contact the Procurement Team via procurement@ecu.edu.au for all procurement related matters.

Related Information

ECU staff should follow the established policies, guidelines and procedures associated with purchasing and payment activities and should refer to the following pages for up-to-date information regarding:

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