Internal Audit of Procurement - MAP

1. IIC should develop employee training and guidance materials for the procurement process, including checklists to identify requirements and supporting documentation for competitive and non-competitive procurements to support employee understanding and enable consistency for each procurement. (Medium Priority)

IIC will continue the development of the guidance materials and checklists:

Planned Specific Milestone and Deliverables:

1. In Q1 of 2022-23, IIC will develop checklists, guidance materials specifically refined to simplify the procurement process for IIC employees.
2. In Q2 of 2022-23, IIC will circulate and provide training to all units with IIC.

2. While a conflict-of-interest declaration exists for competitively tendered procurement processes, IIC should implement a similar conflict of interest declaration and validation process for IIC employees as part of all procurement activities/requests. For example, IIC should explore whether functionality exists within the Salesforce tool to conduct and document a conflict-of-interest check as part of the initial procurement request submitted. (High Priority)

IIC created a COI validation within the Salesforce procurement module:

Completed Actions - Specific Milestone and Deliverables:

1. In January 2022, IIC has developed and implemented a Declaration of Conflicts of Interest which will support all IIC procurement activities/requests to mitigation potential risks.
2. On January 26, 2022, Legal Services, GAC, provided a legal opinion. Comments have been incorporated into the final version of the Template.
3. The Template will be presented to the Feb. 21 Audit committee.

3. IIC’s procurement function continues to mature, opportunities to streamline the management of procurement information should be explored. This may include the use of a single system or tool to increase efficiency and limit potential errors and inconsistencies. For example, Salesforce could be used to manage all procurement information and related data starting at the submission of the procurement case to the completed purchase order, or a system that is able to track procurements throughout the entire lifecycle such as Bonfire may be considered. (Low Priority)

Integrating the procurement systems through the Salesforce procurement system

Planned Specific Milestone and Deliverables:

1. In Q1 of 2022-23, IIC will explore options to integrate data into a sole system for the complete lifecycle of the procurement activities.
2. Corporate Services will develop a list of requirements
3. Information Services will assess and implement the required functionalities.