Generic Overview Presentation *
BPS Procurement Directive
Training Modules for School Boards
XX___ School Board,
XX 2014
* Generic overview presentation deck can be modified to introduce the
e-Learning training modules within your school board
Why does Procurement Training Matter?
•
Responsible Management of Public Funds
– Across the XX School Board, staff and stakeholders are involved in
various types of procurement activities. These individuals are
entrusted to manage school funds responsibly and effectively.
– Effective and responsible purchasing/procurement practices support
value for money, promote open, fair and transparent processes for
suppliers and protect the school board from risks and liabilities.
•
It’s the law - All school boards are required to be fully compliant with
the Broader Public Sector (BPS) Accountability Act, 2010 including the
BPS Procurement Directive.
•
The Auditor General of Ontario assumes school board compliance
with the BPS Procurement Directive.
•
XX School Board is required to attest to compliance requirements.
2
Roles & Responsibilities –
Who is accountable?
•
Whether you are a Trustee, Director of Education, Superintendent, Supervisory
Officer, Principal, Vice Principal, Secretary/Clerk, Teacher, Operational or Business
Staff, Parent or Student Council member or other board staff, you need to understand
your role and responsibilities in procurement activities and/or decisions based on the
BPS Procurement Directive.
3
The BPS Procurement Directive
• The BPS Procurement Directive issued by the Province of Ontario:
– provides consistent procurement practices for BPS organizations;
– helps to ensure that publicly funded goods and services are acquired
by BPS organizations through a process that is open, fair and
transparent;
– promotes accountability through each stage of the procurement
process; and
– maximizes the value that school boards receive from the use of public
funds.
• XX School Board must meet the following Requirements:
– Develop a Supply Chain Code of Ethics
– Ensure that Procurement Policies and Procedures are in place
– Adhere to the 25 Mandatory Requirements of the Directive
4
Current Status:
Procurement Practices in XX Board
•
Currently XX School Board is in compliance with XX of the 25 mandatory
requirements of the BPS Directive. Board staff have identified gaps in XXX
and XXX. Through training and updates to procedures, the board is
targeting full compliance by XXX.
Key BPS Directive
Requirement/Category
Current Status:
BPS Requirement Vs. Implementation
Board Policy
Timeline/Considerations
Adoption of Supply Chain Code of Ethics
Segregation of Duties and Approval Authority
Levels
Competitive Procurement Thresholds
Supplier Prequalification's
Competitive Procurement Processes (Timing,
Posting, Evaluation etc.)
Non-Competitive Procurement Processes
(Use of Single or Sole Sourcing)
Contract Award
Contract Management
Conflict of Interest
5
Supports for Compliance
•
To reach full compliance, school board officials from across Ontario
identified the following key supports:
– An increased awareness of the Accountability Act and the BPS
Procurement Directive across school boards; and
– Consistent training across all boards to help staff and stakeholders
understand their roles and associated responsibilities relating to the
procurement activities.
•
As of April 2010, all school boards were required to be in compliance with
the BPS Procurement Directive and have procurement policies publicly
available.
- XX Board – Insert Board Status
•
The training we are launching today will promote effective, responsible
and value for money procurement and support compliance with the
Directive across our school board.
6
New Procurement Training Modules
•
In 2012, the BPS Procurement Directive Working Committee was
established, chaired by the Ministry of Education with representation from
school boards including Directors, Senior Business Officials, procurement,
finance, operations, transportation, construction and maintenance,
information technology, human resources and internal audit staff.
•
With support from the Ontario Association of School Business Officials
(OASBO), the Committee collaborated and developed procurement training
modules to help school boards:
– Understand their collective roles and responsibilities in procurement
activities and/or decisions;
– Maximize the value that school boards receive from the use of public
funds;
– Help manage procurement risks; and
– Comply with the BPS Procurement Directive.
7
New Procurement Training Modules Cont.
•
The training modules we are introducing today should help you answer the
following key questions:
– Why is the BPS Procurement Directive important? Why do schools
boards have to follow it?
– Who is responsible for procurement decisions? (Segregation of Duties
and Approval Authority Schedule (AAS)? What is my role?
– What are the Procurement Thresholds for Goods and Services?
– What is the difference between a competitive procurement and a noncompetitive procurement? When can each method be used?
– Etc. Insert any additional info here
8
Key Features of the Training Modules
The training package includes 6 modules which cover the BPS Procurement
Directive and its 25 mandatory requirements:
1.
2.
3.
4.
5.
6.
BPS Accountability Act
Competitive Procurement
Procurement Evaluation
Procurement Award
Post Award and Contract Management
Non-Competitive Procurement
The content is user-friendly, bilingual, AODA compliant and the content is
customized to 4 different user groups:
1.
2.
3.
4.
Governance and Senior Leadership Staff
Operations Staff
School Administration Staff
Teachers, Parents and Student Councils
9
Key Features of the Training Modules
•
The modules also include:
– Illustrative case studies with questions and answers to affirm learning
principles
– 8 procurement checklists
– a glossary of common terms and definition
(See Appendix A for screen shots).
10
Next Steps Training Implementation Options
Key decisions to support implementation in our board:
– Who receives training and how is it provided;
– How is completion tracked; and
– Roles for Procurement, Human Resources, IT to support the roll out.
Possible Options for school board implementation:
1. Build modules into the board’s Learning Management System (LMS) (if available)
• If incorporated into LMS, then the board may be able to automatically track
completion for possible attestation purposes
2. Incorporate modules into the board’s Intranet where all staff can have access:
• School level stakeholders such as student and parent council groups and
school staff with limited board access may need to be accommodated
• Manual tracking of stakeholder and staff completion may be required
3. Integrate training as part of staff learning plans/mandatory training i.e. refresher
training every 1 or 2 years and include training as part of new employee
orientation
11
Appendix A: Features of Modules
- 4 Streams / User Groups
Appendix A: Features of Modules
- AODA Compliant
AODA Compliant
including Closed
Captioning and
accessible formats
Appendix A: Key Features of Modules
- Bilingual
Appendix A: Key Features of Modules
- Glossary
Appendix A: Key Features of Modules
- Case Studies
Practical school board case studies with Knowledge Checks to affirm learning
Appendix A: Key Features of Modules
- Procurement Checklists
8 detailed procurement checklists
included as part of the Checklist Toolkit