Warwick Evidence
Purchasing SOP
Warwick Evidence
ID number: WE PO AG v1
Amy Grove
26th January 2012
Division of Health Sciences
Warwick Medical School
The University of Warwick
Signed ...................................................................................Date.......................................
Signed ...................................................................................Date.......................................
Signed ...................................................................................Date.......................................
Signed ...................................................................................Date.......................................
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Table of Contents
1
Procedures: Purchasing for Warwick Evidence....................................................................... 3
1.1
Scope and Applicability ....................................................................................................... 3
1.2
Summary of Method............................................................................................................. 3
1.3
Definitions .............................................................................................................................. 3
1.4
Health & Safety Warnings and Cautions .......................................................................... 3
1.5
Interferences ......................................................................................................................... 3
1.6
Staff Requirements and Responsibilities .......................................................................... 4
1.7
Equipment and Supplies ..................................................................................................... 4
1.8
Procedure .............................................................................................................................. 4
1.9
Data and Records Management ........................................................................................ 6
1.10
Quality Control ...................................................................................................................... 6
1.11
References ............................................................................................................................ 6
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1
Procedures: Purchasing for Warwick Evidence
1.1
Scope and Applicability
Warwick Evidence (WE) must follow the policies and procedure that have been
developed by Warwick Medical School (WMS) Finance department for all purchases
that are made to WE budget code RMRHS 0020.
1.2 Summary of Method
All items which can be ordered in advance must be purchased using the online purchasing
system OPeRA. To request an order please complete the appropriate request form, either
the travel booking form, course training form or an email if purchasing a small stationary
item. Copies of these forms are available on the P drive P:\Research data\Warwick
Evidence\Forms\Purchasing. This form must then be submitted to the project manager for
approval. If the project manager approves the order, please then notify the Unit Secretary,
showing the approval email from the Project Manager as well as providing all the information
required to place the order. The Unit Secretary will then place the order on your behalf.
In cases whereby a quote is required (for travel or accommodation), the Unit Secretary will
seek approval for the cost from either the Project Manager or Director.
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1.3
The internal OPeRA system should be used when possible.
If WE plans to implement new IT software this must be discussed with the Director of
IT Services prior to purchase and implementation
Urgent purchases should be made at WMS finance office by 4.00pm MondayThursday and 3.00pm on Friday.
Travel/accommodation purchases must be made at least a week in advance of the
date required.
All details required to make the purchase must be provided to the Unit Secretary in
advance of them processing the order, this includes any rail card details, full traveller
details, all answers to relevant forms if registering for conferences, any dietary
requirements, any travel preferences etc.
Definitions
WE
Warwick Evidence
WMS
Warwick Medical School
PO
Purchase Order
WEST
Warwick Evidence Senior Team
1.4
Health & Safety Warnings and Cautions
NA
1.5
Interferences
WE staff should discuss all purchases with the Project Manager prior to requesting
the unit secretary to complete an online purchase order. The Project Manager must
give email approval that this purchase can be made, which then must be sent along
with the request to the unit secretary. Purchases made from personal accounts or
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credit cards may not be refunded unless agreed in advance by the WE Senior Team
(WEST) (and only in exceptional circumstances).
1.6
Staff Requirements and Responsibilities
 Staff – all staff are responsible for discussing the purchase with the Project
Manager. Staff should complete the appropriate training or travel request form
which will then be discussed by WEST. Where appropriate, staff should obtain equotes to provide to the unit secretary upon request of the order. For course or
conference bookings, all details required for the booking must be provided in
advance to the unit secretary.
 Project Manager – will pass the initial request for discussion at WEST and will
accept/deny the request on the online opera system.
 WEST - Large purchases (over £100) will be reviewed at the next available
WEST meeting held on Tuesdays
 Unit Secretary – will be responsible for obtaining travel quotes on behalf of staff if
requested. Also, for completing the online order using the OPeRA system.
1.7
Equipment and Supplies
NA
1.8
Procedure
The WE PO are available on OPeRA via the Unit Secretary. It contains all Pos and
invoices that have been raised using the WE budget codes.
Please follow the WE PO flowchart for raising PO shown in Figure 1 WE PO flowchart.
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Figure 1 WE PO flowchart
Identify Product or
Service to be
purchased
Discuss purchase
with Project
Manager/fill in the
appropriate form
(see appendices)
Send approval email
from Project
Manager to Unit
Secretary along with
request form and all
details required
Unit Secretary to
retrieve a quote if
required and
confirm with Project
Manager that the
cost is suitable and
the cost code is
correct.
Unit Secretary to
place the order on
Opera and to
Project Manager for
approval
Project Manager
approves the order
Unit Secretary is
called to make the
payment by credit
card if required
Unit Secretary
notifies purchase
requester when
purchase has been
booked or has
arrived
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1.9
Data and Records Management
 The WE PO databases created prior to the introduction of the OPeRA system can be
found at
P:\Research data\Warwick Evidence\General\Pre Opera Purchasing
 The WE PO databases can be found via the Unit Secretary or approvers OPeRA
system.
1.10 Quality Control
The Project Manager will audit the WE PO database monthly. Any discrepancies between
staff purchases and the budget summary that is received from WMS finance will be brought
to the attention of the member of staffs Line Manager and Director for WE.
1.11 References
NA
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Appendix A
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