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Vwiz – Making Sense of New Procurement Rules

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  1. Vwiz – Making Sense of New Procurement Rules Accessibility Awareness Day, 2013 Anne Mullen, Accessibility and Human Rights Manager Ryan Kenney, Procurement Manager Richard Dumala, Manager, Web & Desktop Services

  2. vwiz – Making Sense of New Procurement Rules Contents • Anne Mullen – how has AODA changed the rules? • Ryan Kenney – what are the rules? • Richard Dumala – introducing vwiz.

  3. Why Consider Accessibility When Making Purchases? • Many people are unfamiliar with accessibility and universal design • It’s the Law - Requirement of AODA Integrated Accessibility Standards, Section 5 • Easier to start off with accessibility then to go back and redo/retrofit • It’s the right thing to do!

  4. Just Because Something is Labeled Accessible, Doesn’t Necessarily Mean it is Accessible Let’s identify the barriers in the following slides

  5. Preliminary Development of the Wizard • In early 2012 we developed accessibility wording to be incorporated in the purchasing policy • Wanted to expand on support for employees and created an accessibility checklist (14+ pages) • Obtained input from a number of departments about the checklist

  6. vwiz – Making Sense of New Procurement Rules Development • Consulted the Centre for Teaching and Learning and they suggested a ‘Wizard’ • Wizard is more user-friendly than long checklist • Wanted ability to categorize purchases and provide reporting information to the Ministry of Community and Social Services (Accessibility Directorate)

  7. vwiz – Making Sense of New Procurement Rules Development • Office of Human Rights, Equity and Accessibility, Information Technology Services and Finance worked together to review current processes and develop a Wizard that could be used in future • Development of vwiz by Information Technology Services and NYN Designs

  8. vwiz – Making Sense of New Procurement Rules Features of vwiz • When persons make purchases that are $2,500 or greater, they answer a couple of simple questions • Based on the answers, two main AODA compliance pieces are addressed: • Obtaining confirmation from vendors & 3rd party contractors that they have completed accessible customer service training • Ensuring persons making purchases consider accessibility and mitigate or eliminate future barriers

  9. Procurement

  10. Procurement – Roles and Responsibilities (1) • Strive to support the mission of the University • Manage effective and efficient procurement of quality products and services

  11. Procurement – Roles and Responsibilities (2) • Obtain best value from reputable vendors • Accomplish these objectives through: • High degree of customer service • First rate supply chain management • Ongoing streamlining of procurement processes • Maintaining integrity and adherence to: • University policies and procedures • Federal and provincial regulations • Professional and ethical standards

  12. Procurement - Transaction Statistics – Fiscal 2011/12 • Purchase Orders • Created over 1,200 purchase orders • Number of purchase orders trending down over past few years

  13. Procurement - Transaction Statistics – Fiscal 2011/12 • Invoices • Processed over 50,000 payment requests • Invoices • Cheque requisitions • Volume of payment requests processed relatively stable over past few years

  14. Procurement - Transaction Statistics – Fiscal 2011/12 • Credit Cards • End users processed over 30,000 credit card transactions • Purchasing Card • Travel Card • Volume of transactions has steadily increased over past several years

  15. Procurement Policy - Overview (1) • University Purchasing Policy • Outlines the University’s accountability for its use of funds for all purchased goods and services • Establishes guidelines for purchasing goods and services applicable to all University units

  16. Procurement Policy - Overview (2) • University Purchasing Policy • Identifies the roles and responsibilities of Purchasing and others involved in the procurement process • Policy can be found on the Purchasing website at: • http://www.uwindsor.ca/finance/purchasing/system/files/UofW%20Purchasing%20Policy%20Jun%202012%20Final%20v2.pdf

  17. Procurement Policy - Summary of Changes (1) • BPS Procurement Directive • Based on principles of: • Transparency • Accountability • Value for money

  18. Procurement Policy - Summary of Changes (2) • Mandatory requirements incorporated into the Policy: • Procurement of consulting services • Must be competitively bid regardless of dollar value • Purchasing approval authority frameworks • Required level of approval for all purchases

  19. Procurement Policy - Summary of Changes (3) • AODA • When purchasing goods or services, end user will be responsible for enquiring about the accessibility features of those items • Considerations should be made to ensure that item(s) being purchased do not pose a barrier • If end user determines that not practical to incorporate accessibility features into purchase, need to keep written explanation of file

  20. Procurement Procedures – How Do They Work? (1) • End user completes and submits a purchase requisition to Purchasing • If sole source, complete Sole Source Certification Form • NEW: Complete vwiz Accessibility Wizard

  21. Procurement Procedures – How Do They Work? (2) • Purchasing follows procurement method as specified by University Purchasing Policy

  22. Procurement Procedures – How Do They Work? (3) • Upon completion of required procurement process, Purchasing provides results to end user • End user, with consultation / support from Purchasing, selects recommended vendor for award • Purchasing issues purchase order to awarded vendor

  23. Procurement Procedures – How Do They Work? (4) • Upon delivery of good or completion of service, end user approves corresponding vendor invoice and submits to Accounts Payable • Accounts Payable processes invoice and sets for future payment

  24. Procurement - Conclusions • We are here to help • Procurement staff can assist with all vendor related issues • Key Contacts • Procurement Manager • Ryan Kenney rkenney@uwindsor.ca x 2119 • Purchasing – Buyers • Gene Hirt geneh@uwindsor.ca x 2088 • Marg Glos mglos@uwindsor.ca x 2086 • Accounts Payable – Sr. Clerk • Rob Dobson rdobson@uwindsor.ca x 2120

  25. vwiz to the rescue? • http://www.uwindsor.ca/vwiz • Login with your UWinID and password • Five step process • Price • Vendor • Category • Confirm • Checklist

  26. Login to vwiz – http://www.uwindsor.ca/vwiz

  27. First screen you see just explains what vwiz is all about. Click on “continue”.

  28. Step 1: Price

  29. Step 2: Vendor

  30. Step 2: Vendor (con’t)

  31. Step 2: Vendor (con’t)

  32. Step 2: Vendor (con’t)

  33. Step 2: Vendor (con’t)

  34. Step 2: Vendor (con’t)

  35. Step 2: Vendor (con’t) Two things you have to do …

  36. Step 2: Vendor (con’t)

  37. Step 3: Category

  38. Step 4: Confirm

  39. Step 5: Checklist

  40. Step 5: Checklist (con’t)

  41. Step 5: Checklist (con’t)