iBuy is part of the University's business transformation and will change how goods and services are sourced, how they are ordered and who carries out these functions and at what level. 

Background

Every day, the University spends at least £250,000 on goods and services. How those goods and services are sourced, ordered, paid and accounted for is the responsibility of hundreds of staff across the organisation.

The iBuy project represents a major improvement agenda involving people, processes and supporting technology. The aim is to radically improve efficiency and transparency, giving staff the tools they need to monitor and account for spending decisions.

How it will work

A standardised level of financial service needs to be provided across each School and SASS directorate. The changes will provide:

  • a single, simplified, standardised system of purchasing for
    • PECOS
    • Procurement Cards
    • Manual Purchase Orders
  • Change the role of authorised signatories and approvers
  • Implement centralised invoicing

iBuy Roles

  • PECOS Approver
    • Authority to approve purchase orders 
    • Ensuring that the correct method of purchase is selected
    • Ensuring adherence to procurement and purchasing policies, as defined in the Financial Regulations
  • PECOS Receipter
    • The timely processing of receipts for PECOS purchase orders
    • The role may be combined with the Requisitioner role within PECOS
  • PECOS Requisitioner
    • Delegated authority to place purchase orders
    • Selecting the correct method of purchase
    • Adherence to procurement and purchasing policies, as defined in the Financial Regulations
  • Procurement Card Approver
    • Authority to approve transactions for goods/services with appropriate approval being given prior to purchase
    • Ensuring adherence to procurement and purchasing policies, as defined in the Financial Regulations, Procurement Manual and Card Holder Manual.
  • Procurement Card Holder
    • Authority to buy  goods/services with appropriate approval being given prior to purchase
    • Selecting the correct method of purchase
    • Adherence to procurement and purchasing policies, as defined in the Financial Regulations, Procurement Manual and Card Holder Manual.