253464_Procurement_GuideAug8_for_web_English.doc

A key question to ask in developing the review and

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A key question to ask in developing the review and evaluation policy is ‘what does your municipality/local board need to put in place to determine if it is meeting its policy goals?’ One starting point is to put some clear measures of policy success in place against which performance can be assessed (such assessment could take place as frequently as once or twice a year). Chapter 3 and Appendix 3 detail methods of measuring policy goals. Thresholds for variances from performance targets can be established and reviewed to identify root causes of performance that slips below these thresholds. An alternative is a policy of reviewing and evaluating on a less formal basis. This could be in response to concerns of council/local board, internal clients of the municipality/local board, suppliers, the public and external or internal auditors. Some municipalities have a cross-department standing committee that works with the purchasing department to identify improvement A Guide to Developing Procurement Bylaws 50
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opportunities. Some, as noted earlier, meet with the supplier community regularly - every six months or 12 months – to discuss how they can improve procedures. A policy of regularly reviewing the processes at least once every five years, regardless of performance, is also an option. The frequency of review is dependent on the complexity and volume of procurement activity and the strength of the internal controls. Any combination of review and evaluation methods is available. Before beginning a review and evaluation of whether the policy goals are being met, you may want to consider whether the right goals are in place for the procurement policies. This type of review should be done as part of formulating the policies required by the new legislation. The guide suggests certain goals to build these policies, but each council/local board should assess whether these are the appropriate goals for them. Once performance issues have been identified and determined to be significant, the next step is to determine why the goals are not being achieved. There are three areas of inquiry that can be pursued and built into the review and evaluation policy: Do the procurement policies lead to the goals? Do the procurement procedures support the goals? Are procurement practices in compliance with your procedures? A Guide to Developing Procurement Bylaws 51 GOALS POLICIES PROCEDURES PRACTICES Are the procurement practices in compliance with the procedures? Do the procurement procedures support the goals? Do the procurement polices support the goals?
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Are the right policies in place to realize your goals? The concern at this stage is that no policy is in place to address the goal or that the policy is unclear and hence may be contributing to the performance issue. A risk assessment, of the type described in Chapter 5 , can assist in determining whether the goal is at risk and will result in poor performance.
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