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Moving From iProcurement to eProcurement


... re: goods & services received or contract conditions; signs off on receipt ... A one-stop government shopping mall promoting corporate supply arrangements (in ... – PowerPoint PPT presentation

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Title: Moving From iProcurement to eProcurement

Moving From i-Procurement to e-Procurement
  • Jill Kot, A/Executive Director, CAS
  • Stuart Newton, Director FMB, OCG
  • February 23, 2005

Who Are We
  • Corporate Accounting Services (Min of Mgmnt
  • Provides the corporate financial system and
    related services for the province
  • Financial Management Branch, OCG (Min of Finance)
  • Maintains and enhances legislation, policy and
    procedures to provide a governance framework for
    financial management

Todays Presentation
  • Changes to the control framework
  • Purpose of the new EA policy
  • Overview of control
  • Where we are now and next steps
  • Vision for eProcurement
  • Key elements of the vision
  • What it means to stakeholders

Expense Authority Policy
  • Purpose of new Expense Authority Policy
  • Strengthen Expense Authority accountability for
    expenditures and payments
  • Streamline the purchasing and accounts payable
    process via iProcurement
  • Eliminate the customized ok to pay tool in
    Oracle Accounts Payable

Expense Authority Policy
  • Overview of Controls
  • Expense Authority (EA)
  • Delegated authority for expenditures
  • Budget
  • Policy and Procedures
  • Financial management reports (FMR)
  • Qualified Receiver (QR)
  • Can be any staff with knowledge of goods/services
    and can verify receipt
  • Fundamental Control
  • Segregation of duties (two persons must be part
    of a process that results in a payment
  • Risk and Controls Reviews
  • Individual ministry reports
  • Corporate report

Expense Authority Policy
  • Overview of Controls (contd)
  • Payment Review Office
  • Risk managed payment review
  • High risk post -payment reviews
  • Low risk statistical sampling
  • Obligation To Report
  • Part of overall control framework
  • Service Planning
  • Ensure achievement of goal objectives
  • Internal Audit and Advisory Services
  • Ongoing compliance audits
  • Deputy Ministers corporate audit committee

Expense Authority Policy
  • iProcurement is a web-based front end module to
    Oracle Financials
  • Process Overview

Where Are We Now?
  • Underlying system (i-procurement) implemented in
    all ministries
  • Base functionality for all ministries to support
    procure-to-pay business process new financial
    control framework
  • Foundation has been laid major milestone in the
  • Electronic procurement vision for the future has
    been developed
  • Plans are underway to achieve the vision in the
    next 3 years

Successes Challenges
  • Some Successes
  • Implementation on schedule (strong ministry
  • A solid foundation to build on for the future
  • Business model and the vision are supported
  • Transactions being processed, information being
  • Catalogue content increasing daily
  • Success stories reported
  • Some initial challenges have been relieved as
    system is used and learned
  • Some challenges
  • Business process change high requirement for
    change management
  • Efficiency (Learning curve, speed of
    implementation, solution gaps)
  • Consistency in Approach (The balance between
    standard business processes unique needs)
  • Adoption (Percentage of transactions using P2P
  • Customer change fatigue
  • Many of the benefits are still to come

The Next Steps (short term)
  • Confirm the vision and keep it in mind
  • Solution refinement (CAS) (in progress)
  • Feb 24th
  • Automated catalogue load
  • PO/Requisition amendment address duplicate EA
  • Moving to e-procurement (in progress)
  • Work with ministries central agencies to
    identify leading practices, share successes,
    identify barriers and develop solutions
  • Objective is to help ministries understand and
    use the system to advantage
  • Seeking ministry commitment
  • Catalogue loading, reporting (in progress)
  • 75 of government wide CSAs are now loaded
  • Remaining CSA are under analysis
  • Catalogue Load Initiative PSS working with
  • Planning (in progress)
  • Focus on clear communication of plans to give
    ministries time to anticipate changes
  • Seek ministry input for priorities and timelines

Where Are We Going?
  • BC Governments eProcurement Vision
  • A corporate, integrated procurement solution that
    encourages leading practices, streamlines
    processes, and demonstrates real value to BC
    Public Sector customers.

Key Elements of the e-Procurement Vision
  • A one-stop government shopping mall promoting
    corporate supply arrangements (in standardized
    electronic catalogues) (ongoing)
  • Provides easy access to pre-negotiated sources of
  • Provides access to best value agreements for
    common goods, services construction
  • A shared information repository for corporate
    financial and procurement information (ongoing)
  • Captures the categorized spend, and other
    procurement information
  • Records the financial and contract information
  • Captures each step in the complete end-to-end
    procure-to-pay cycle
  • Provides valuable information for clients and
    customers, as well as central agencies
  • Provides flexible, accessible, relevant reporting
    for diverse audiences
  • Automation of Procure-to-Pay workflows with
    appropriate procurement financial controls
  • Automates approvals, reduces data entry and user
  • Provides tools processes to support customers
    in their daily business activities
  • Provides confidence and trust that transactions
    are safe, secure, and processed in an
    appropriate manner

Key Elements of the Vision (cont)
  • Integration to Sourcing (BC Bid electronic
    tendering system) (in progress)
  • Streamlines processes and reduces redundant data
    entry to support the full end-to-end procurement
  • Internal Supplier Integration (e.g. PSS
    Distribution Centres, Purchasing Services CITS
    services) (planned, mid term)
  • Provides full access to internal suppliers
    through the shopping mall to support one stop
  • External Supplier Integration (vendor managed
    catalogues and electronic exchange of
    transactions) (long term)
  • Reduces paper handling with external suppliers,
    and aids efficiency and quality of service
  • A corporate, integrated procurement financial
    contract management solution (pre-planning, long
  • Provides business tools to support contract
    authoring, award, tracking and ongoing management
  • Fills gap identified by many customers in order
    to meet the trend from acquisition of goods to
    acquisition and management of complex services

Key Elements of the Vision (cont)
  • Improved system access through measures such as
    wireless technology and expanded hours of
    availability (expanded hours planned, mid term)
  • Supports diverse schedules and needs of
    self-service customers (executive audiences, and
    operations outside business hours)
  • Integration to p-card as a payment method
    (including policy for appropriate usage) (long
  • Streamlines reconciliation processes and provides
    clear direction in order to meeting e-procurement
    objectives (e.g. information capture)
  • Streamlining paper handling processes through
    technology such as document imaging (short term
    planned, full solution is long term)
  • Streamlines processes to aid efficiency in
    transition from paper to electronic documents.
  • Integration to corporate solutions such as
    identity management, and signing authority
    matrices (pre-planning, long term)
  • Supports an overall integrated view for clients
    and customers

What Will the Vision Mean to Stakeholders?
  • What Will the e-Procurement Vision Mean to the
    Customer in a Program Area?
  • Streamline and automate day-to-day purchasing to
    payment activities through an intuitive, user
    friendly front end making it easier to do their
  • Improved buying experience with the ability to
    easily find what they need
  • A reduction in data entry
  • Business tools and processes to support the full
    end-to-end integrated procurement cycle
  • Better pricing and reduced procurement process
    costs through aggregated sources of supply and
    strategic sourcing
  • Access to good information and reporting at the
    ministry and program level to support business
    decisions and understand business activities

What Will the Vision Mean to Stakeholders?
  • What Will the e-Procurement Vision Mean to
  • Appropriate procurement financial control to
    manage costs and risks
  • Ability to meet business objectives through clear
    accountabilities, access to information, and
    assistance from central agencies
  • Support for strategic sourcing and the
    aggregation of demand resulting in better pricing
    and reduced procurement process costs
  • Increased confidence in systems and information
  • Support for the full range of business processes
    for acquisition of both goods and services,
    including ongoing contract management
  • Access to good information and reporting to
    support business decisions and understand
    business activities

  • Arn van Iersel Project Sponsor
  • Comptroller General
  • (250) 356-5847
  • Jill Kot Systems Project Lead
  • A/Executive Director
  • Corporate Accounting Services
  • (250) 356-1840
  • Vern Burkhardt Purchasing Project Lead
  • Queens Printer and Executive Director,
    Procurement Supply Services
  • (250) 356-5849
  • Stuart Newton
  • Director, Financial Management Branch, Office of
    the Comptroller General
  • (250) 387-0279
  • Thank you