RMIT Classification: Trusted #
STRATEGIC SOURCING PROCESS RACI 2023 (EXPENDITURE COMMITMENT >VND2BILLION - TAX INCLUSIVE)
Procurement
Business Owner/
Ref High level Process Description Advisory Group Procurement Subject Matter Experts
Requestor
Others (Technical
Senior Manager, Category Procurement Risk
(PAG) DOA Approver PM Members Finance Legal OHS Endorser:
Procurement Manager Specialist Management
PS/ITS..)
Stage A: Initiation
Project team to set up the master plan of all
projects and inform Procurement for demand
planning and resource preparation. This will be
Planning on the projects' master updated every 06 months for the plan of
1 C/I C/I R I C/I
timeline projects of the whole years or be revised
based on the change of project's plans in
alignment with the Category Manager in
Category Plan.
The business unit to complete the
Identify business needs -
PSR/Business case and get it approved by
2 Prepare Procurement Service I I I A R C/I C/I C/I
Financial DOA .
Request/Business Case (BC)
PSR approved without the detail SOR is not
considered the complete PSR to trigger
3 Statement of Requirements (SOR) procurement process. I C C A R C C C C
Specify scope of work that will be released in
the RFx documentation.
The budget for the project should be clarified
and approved before Procurement go to the
market. Any deviation from standard should
4 Approved Budget I I I A R C/I
have the justification and approved by the
relevant DOA and Director Finance &
Governance
The project team to realize and list out the
5 Legal issues, risk and challenge legal issues of the project and highlight to I I I R C
procurement in PSR
Stage B: Planning
PreQ evaluation result and
1 A C R C
Shortlist/ Report
2 Strategic Procurement Plan (SPP) A C R C I C C C C C
a Project evaluation panel A C R C
b Evaluation Criteria A C R C
c Probity assessment & plan A C R C
RMIT Classification: Trusted
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3 RFx preparation C R C
Stage C: Tender
Standard RFx followed Procurement's
1 RFx release procedure and Scope of Work agreed with I I R I
business unit
Tender opening minute to record the
submission of the tender.
2 RFx Closure/RFx receipt I I R I I
Tender opening minute is signed by
Procurement specialist, witnesses
Procurement review of mandatory
criteria compliance and
3 confirmation re tenderers moving to Follow the content of approved SPP I I R I I
technical and commercial criteria
evaluation stage
4 Tender interview I I R I R
5 Final Evaluation I I I I R
6 Moderation sesion I I R I R
Preferred vendor recommendation
7 I I R I A
by PEP
Stage D: Contract
Legal review on the contract
1 I I C C R C C
compliance and departure
2 Vendor negotiation I I R R C
3 Procurement Process report R I R A C
4 Contract Approval C I R A I I
5 Contract Award I I R I I I
STAGE E: Management
Create Supplier and Supplier
1 A R
contract on Workday
Contract handover to Contract
2 R
Owner
Raise PO on Workday;
3 Contract management Manage Good/Services Delivery R
Payment arrangement
Probity control
Probity plan is proposed in Strategic
Probity plan, due diligence and
1 Procurement Plan and will be reviewed and A C R I
mitigation plan
controlled during the process
RMIT Classification: Trusted
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Probity plan is proposed in Strategic
2 Probity Review and Control Procurement Plan and will be reviewed and A C
updated accordingly during the process if any.
Independent Probity Check and Independent probity check and contact point
channel to receive feedback from of independent channel will be included in the
3 A* R I
all the engaged parties internally RFx released to make sure the integrity and
and externally transparency of the tender
Procurement process control
* Oversee the overall procurement
activities at RMIT Vietnam
• Analyse/interpret or the center of
excellence for procurement & other
related policies
• Analyse and recommend on
Risks in the procurement projects
• Review, give recommendation or
1 decisions at major steps in A* A I R
accordance with the
process/outcome of Strategic
Sourcing Projects as and when
required
• Provide recommendation to top
management, when necessary,
on procurement policy, strategy,
probity concern.