Strategic Procurement - Guidelines

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Guidelines and responsibilities for users of the Oracle Purchasing module, and those engaged in sourcing goods and services.

People who raise requisitions in the Oracle Purchasing module or who source goods or services for the University have a number of responsibilities, which are contained within the University's Financial Management Practice and Procedures Manual.

Chief amongst these responsibilities is ensuring that the University's purchasing policy is observed. This is covered in the Financial Management Practice and Procedures Manual, Chapter 4 - Purchasing. Before raising a requisition, you must be certain that all the requirements of this policy have been followed. To ensure this is the case, you must be familiar with all that the manual contains.

At the start of Chapter 4 there is a General Overview, which sets out the broad set of rules for purchasing. On page 2 of the chapter there is a flowchart (see also below) which sets out an easily followed procedure for making any purchase.

As part of your responsibilities in the purchasing process, it is inherent that you ensure that other people involved in the sourcing of goods and services are aware of these purchasing processes, and that they also comply.

The Financial Management Practice and Procedures Manual is based on the Queensland Government's State Procurement Policy. The University must comply with these requirements in order to demonstrate not only good purchasing practice, but that we maintain probity and public accountability in our purchasing.

In the act of creating and approving Purchase Orders, Buyers vet requisitions to ensure the University's interests are protected. They may return to the preparer any requisitions which appear not to comply with the requirements of the University's Financial Management Practice and Procedures Manual.

Requisitions should not be submitted for approval without a Note to the Buyer detailing the SOA or PSA Arrangement number used, or the number of quotes or tenders obtained, or, (if a Planned Procurement Approach (PPA) was used), the name of the financial delegate who approved the PPA and the date of approval. Audit or QUT management then have a contact to access the source documentation if required.

Procurement Process Flowchart

This process must be observed when making any purchase. Each of the underlined words or phrases relate directly to paragraphs or sections contained within the Financial Management Practice and Procedures Manual, with which you must be familiar. Remember, it is your responsibility to ensure compliance with this process.