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Evidence Guide: PSPPROC303A - Carry out basic procurement

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

PSPPROC303A - Carry out basic procurement

What evidence can you provide to prove your understanding of each of the following citeria?

Plan for basic procurement of goods or services

  1. Delegation/limit of authority for basic procurement of goods or services is confirmed.
  2. Procurement requirements are researched, confirmed and clarified as necessary with relevant personnel.
  3. Most suitable option for acquiring goods or services is determined in accordance with legislation, policy and procedures, and value for money considerations.
  4. Approval processes for procurement options are identified.
  5. Risk planning is conducted for the procurement activity in accordance with procedures, delegation and guidelines.
Delegation/limit of authority for basic procurement of goods or services is confirmed.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Procurement requirements are researched, confirmed and clarified as necessary with relevant personnel.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Most suitable option for acquiring goods or services is determined in accordance with legislation, policy and procedures, and value for money considerations.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Approval processes for procurement options are identified.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Risk planning is conducted for the procurement activity in accordance with procedures, delegation and guidelines.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Undertake procurement

  1. Approvals are obtained as necessary for procurement of goods or services in accordance with organisational policy and procedures.
  2. Quotations are obtained if necessary in accordance with legislation, policy and procedures, and any conflict of interest is declared and resolved in accordance with organisational policy and procedures.
  3. Suppliers or service providers are assessed and selected on the basis of best value for money.
  4. Procurement is initiated or orders are placed in accordance with selected procurement option.
  5. Procurement is conducted in accordance with the organisation's probity and governance requirements.
  6. Procurement is conducted in line with the organisation's financial management system.
Approvals are obtained as necessary for procurement of goods or services in accordance with organisational policy and procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Quotations are obtained if necessary in accordance with legislation, policy and procedures, and any conflict of interest is declared and resolved in accordance with organisational policy and procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Suppliers or service providers are assessed and selected on the basis of best value for money.

Completed
Date:

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Procurement is initiated or orders are placed in accordance with selected procurement option.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Procurement is conducted in accordance with the organisation's probity and governance requirements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Procurement is conducted in line with the organisation's financial management system.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Receive goods or services

  1. Goods are received or provision of services is accepted in accordance with procurement requirements.
  2. Quality assurance processes are implemented to ensure goods or services meet procurement specifications and outcomes required.
  3. Action is taken to resolve non-compliance with specifications within limits of own authority, or is referred according to organisational policy and procedures.
  4. Receipt of goods or services is confirmed and accounts are processed for payment according to organisational procedures.
  5. Records are maintained and reporting obligations are met according to organisational and legal requirements to provide an audit trail and for other organisational purposes.
Goods are received or provision of services is accepted in accordance with procurement requirements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Quality assurance processes are implemented to ensure goods or services meet procurement specifications and outcomes required.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Action is taken to resolve non-compliance with specifications within limits of own authority, or is referred according to organisational policy and procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Receipt of goods or services is confirmed and accounts are processed for payment according to organisational procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Records are maintained and reporting obligations are met according to organisational and legal requirements to provide an audit trail and for other organisational purposes.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Competency must be demonstrated by undertaking basic procurement of goods or services consistently in accordance with legislative and organisational requirements.

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Assessment must confirm the ability to:

produce a procurement plan appropriate to the scale, complexity and risk of the procurement

implement the procurement plan in a way that reflects organisational policies and approaches

use relevant template documents

accept delivered goods and services into use

operate within own delegations and seek advice when appropriate

keep records of procurement activities.

Consistency in performance

Competency should be demonstrated by providing evidence of undertaking a range of relevant work tasks in an actual or simulated procurement environment on at least three separate occasions.

Context of and specific resources for assessment

The unit of competency is to be assessed in the workplace or a simulated workplace environment.

Access may be required to:

legislation, policy, procedures and protocols relating to basic procurement of goods and services

codes of conduct and codes of practice

workplace scenarios and case studies relating to a range of basic procurement activities

case studies that incorporate dilemmas, and probity requirements relating to basic procurement of goods and services.

Method of assessment

The following assessment methods are suggested:

questions to assess understanding of relevant legislation and procedures

review of strategies selected for basic procurement

review of basic procurement plans, requests for quotation, quotation evaluation plans, selection reports, credit card purchase documents, approvals obtained, simple budgets, invoices paid, other financial documents and other documentation prepared by the candidate in a range of contexts

feedback from peers or supervisors on actions taken to monitor and review contract performance

In all cases, practical assessment should be supported by questions to assess underpinning knowledge and those aspects of competency which are difficult to assess directly. Questioning techniques should suit the language and literacy levels of the candidate.

Guidance information for assessment

Evidence must be gathered over time in a range of contexts to ensure the person can achieve the unit outcome and apply the competency in different situations or environments.

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

PSPETHC301B Uphold the values and principles of public service

PSPGOV301B Work effectively in the organisation

PSPGOV305B Access and use resources and financial systems

PSPGOV309A Address client needs

PSPGOV312A Use workplace communication strategies

PSPLEGN301B Comply with legislation in the public sector

Required Skills and Knowledge

Required skills

communication skills to:

write and communicate procurement requirements in unambiguous terms

consult and negotiate with providers

provide feedback

teamwork skills to:

work independently or under direction as appropriate to the situation

respond to diversity

refer issues to the correct person

problem-solving skills to:

assess procurement options and select the most suitable option

assess goods and services against specifications

initiative and enterprise skills to apply OHS and environmental requirements to basic procurement requirements

planning and organising skills to apply risk-management processes

self-management skills to apply codes of conduct, codes of practice and standards of individual behaviour

learning skills to keep up-to-date with relevant procurement legislation, policies and procedures

technology skills to:

operate organisational IT systems

use electronic procurement templates

Required knowledge

commonwealth, state or territory, and local government procurement guidelines, including environmental purchasing guidelines

organisation's code of conduct, codes of practice and standards of individual behaviour relating to procurement of goods and services, in particular identifying and managing conflict of interest, gifts and inappropriate relationships with providers

procurement options and methods

probity and ethical issues

procedures for receipt and payment of goods or services, including credit card procedures

procurement approval procedures

financial and government accountability requirements

equal employment opportunity, equity and diversity principles

public sector legislation and guidelines, including OHS and environment

Range Statement

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Delegation/limit of authority may include:

low value or low risk procurement

one-off purchases

expenditure approval limits

approval processes

procurement decision making

Relevant personnel may include:

internal user of procured goods or services

supervisor

specialist procurement personnel

supplier

Options for acquiring goods or services may include:

purchasing off an existing contract, standing offer or multi-use list

government credit card transactions

direct purchase from retail or wholesale outlets

petty cash

standard electronic commerce or online transactions

Risk planning may include:

stakeholder consultation

confirmation that a procurement process is necessary

confirmation that funds are available

confirmation that required approvals have been obtained

Best value for money includes:

availability

ease of disposal

price

through life support

warranty

quality and suitability of product

Financial management system may include:

procurement and contracts' register

delegations and authorities

reporting requirements

record keeping

receiving and accepting deliverables

payment approval process

credit card process

Confirmation may include:

verbal and written

internal and external

to users

to management.

Records may include:

purchase requests and orders

invoices and payment requests

statements and petty cash vouchers

records of authorised decisions

corporate credit card transaction statements

records of supplier performance

financial statements

asset registers

actions taken to manage identified conflict of interest

records of conversation

procurement reporting