Information for Staff

Purchasing

The Purchasing function is in the process of being devolved, with authority to purchase granted to budget holders within the threshold framework stipulated in the Financial Regulations. The Purchasing Officer is responsible directly to the Director of Finance and reports periodically to the Audit Committee. His or her primary purpose is to produce, advise on and co-ordinate the operation of the College’s strategic approach to purchasing, and approved policies and procedures.

New development in Purchasing – Parabillis e -Market Place

The procurement team has recently started work on implementing an enhancement to the requisitioning process within the Agresso Web Ordering system.

The additional feature introduces Goldsmiths for the first time to an electronic marketplace. The e-Market Place will allow buyers and suppliers to trade quickly and efficiently, by providing online access to a range of appropriate national and consortia framework contracts, using online catalogues and/or links to supplier websites.

To place an order on e-Market Place, requisitioners will punch out to the new system via Agresso and order goods in a similar way to other web-based ‘shopping basket’ systems such as Amazon or Tesco. Orders will then come back into Agresso to be authorised before being sent to the supplier.

It is expected that the new feature to be available from April 2011. Initially only a small number of suppliers will be available on e-Market place however as new contracts are let these will be added to the system.

The procurement team will be contacting departments in due course to organise training on the new system.

If you have any queries about the new Parabillis e-Marketplace system then please contact Susan Carran, Head of Procurement, on ext 7947.

Contract Development:

Commodity/service research; contract strategy; supplier appraisal and approval; supplier and contract management.

Tender Process:

Production and issue of documentation; tender evaluation; contract award recommendations; European procurement directive application.

Operational Issues:

Purchasing advice and guidance on the acquisition of goods/services; assistance with compiling specifications; quotations; sourcing of vendors; negotiations; maintenance of the Purchasing Manual and associated guidance notes.

Low-value Purchasing:

A purchasing card system for the procurement of low-value goods/services is being introduced, to be controlled by the Purchasing Officer.

Controlled Stationery:

In order to comply with Financial Regulations, to ensure that current versions of documents are used and to avoid duplication of control numbers, it is important to order these items from the Finance Department.  They include official order forms, invoices, receipts, claim forms, travel forms, catering service forms etc.  To order supplies of controlled stationery please contact Kalam Ishmael.

Purchasing Consortium:

The College is a member of the London Universities' Purchasing Consortium (LUPC).

For all purchasing issues contact Kalam Ishmael, Purchasing Officer.

Insurance

All aspects of insurance cover and claims are handled by the Finance Department.  Prompt notification of all losses by the use of the appropriate form is essential if claims are to be processed effectively.  Failure to notify the police in case of theft or criminal damage can also invalidate cover.  For insurance queries please contact Susan Carran  Head of Procurement.

Further information on insurance in the financial procedures