Independent Review of Contract and Procurement

The Health Board needs to understand why these four services did not respond by the timeline set.

The Executive Director of Finance ensures the current finance procedures are reviewed with urgency and a full review of the SFIs is undertaken to identify gaps in published procedures to guide/instruct the Health Board in complying with the SFIs.

The ‘All Wales Procure to Pay e-Manual for use by Health Organisation’ content is reviewed and updated where necessary and NWSSPPS works with the Health Board to actively publicise it.

To detail the actions taken / planned actions to address the specific recommendations detailed in the Ernst & Young report.

An urgent review of the eWaiver system is completed to ensure it delivers the full requirements of the Standing Financial Instructions and interacts with the e-Financials System and is a key control to corroborate approval/rejection of waivers prior to any requisition and purchase order being approved and actioned.

The Chief Executive ensures the requirements of SFI 11.13.5 is complied with and the Audit Committee receive timely reports on waivers.

The Board Secretary ensures Standing Order 9 – Signing and Sealing Documents is always complied with, in particular SO 9.0.1 where the Board has considered “…a transaction to which the document relates has been approved by the Board.”

The Chief Executive ensures contracts are signed in accordance with Standing Order 9.2.2 either by the Chief Executive or nominated officers delegated by the Board.

The Scheme of Reservation and Delegation (SORD) is reviewed to ensure it complies with the requirements of Standing Order 9 as we noted the SORD delegates contract approval with limits to Executive Directors.

The Executive Director of Finance ensures Finance Policies/Procedures are developed that provide all Health Board staff responsible for procurement detailed guidance and expectations to ensure compliance with Standing Financial Instructions and expected control in contract management.

Working with NWSSPPS, develops a composite contract register for the Health Board to ensure the risk of independent contract development is minimised and the Health Board maximises value for money where several contracts with a single supplier can be amalgamated.

To ensure the Scheme of Delegation is applied appropriately in e-Financials, and is updated to ensure all of the organisation’s structure is captured.

Review escalation routes within the Health Board for the Head of Procurement.

As part of the monthly meetings between both Finance & NWSSPPS, ensure reports pertaining to blank email/fax details in purchase orders are reviewed and corrective action taken to address irregularities.

To review reporting arrangements with the local procurement team to determine requirements going forward, including Audit Committee reporting and attendance.

The Chief Executive receives an update from Officers responsible for facilitating and delivering procurement training which includes the timetable for delivery capturing all current posts, how new appointees will receive their training and what refresher training will be provided and how e.g. On-line training presentation.

The Supplier Header in ‘eCM’ data is consistent as set-up in Oracle e-Financial.

The Director of Procurement Services ensures all policies, procedures and guidance documents are up to date in line with the Standing Financial Instructions.

The Director of Procurement Services provides an annual assurance report to the Chief Executive, who is ultimately responsible for procurement in the Health Board, of compliance with the Standing Financial Instructions, including a summary of any breaches with expected procurement controls.

The Director of Procurement Services ensures NHS Wales is ready for any changes in the Procurement Bill to current process and provides updates to all NHS Wales Boards on any impacts of change – This is timebound.

Ensure all STW/SQW applications are scrutinised to ensure compliance with Standing Financial Instruction 11.13.3 and reject where the criteria has not been met.

To provide information to the Health Board on services provided to other Health Boards / Trusts.

Review of the current tender limit is considered, whilst recognising the financial pressures facing NHS Wales.

Consider enhancing the Standing Financial Instructions to exclude NHS Wales organisations from completing and approving Waivers based on timescales.