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Evidence Guide: TLIR4012A - Conduct international purchasing

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

 

TLIR4012A - Conduct international purchasing

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

Source international suppliers

  1. Goods to be purchased internationally are identified
  2. Potential sources of supply are researched from relevant information sources
  3. Market structures for proposed purchases are examined
  4. Regulations governing international purchasing are determined
  5. Potential sources of supply are identified from research
  6. Assistance and clarification is sought, as required, to determine and apply workplace policies and procedures and regulations governing international purchasing of specified goods
Goods to be purchased internationally are identified

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Potential sources of supply are researched from relevant information sources

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Market structures for proposed purchases are examined

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Regulations governing international purchasing are determined

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Potential sources of supply are identified from research

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assistance and clarification is sought, as required, to determine and apply workplace policies and procedures and regulations governing international purchasing of specified goods

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Prepare invitations to offer for imported goods

  1. Specifications of requirements for international purchasing of specified goods are obtained from relevant personnel and clarified, as required
  2. Purchasing strategy most appropriate to the proposed purchase is selected
  3. Invitations to offer are developed and documented
  4. Invitations to offer are checked for compliance with regulations, organisation's policies and procedures and description of required goods
  5. Criteria for evaluating offers are developed and documented and approval is sought and obtained for the documented criteria
  6. Approval is sought for issuance of invitations to offer prior to issuance to prospective suppliers
Specifications of requirements for international purchasing of specified goods are obtained from relevant personnel and clarified, as required

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Purchasing strategy most appropriate to the proposed purchase is selected

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Invitations to offer are developed and documented

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Invitations to offer are checked for compliance with regulations, organisation's policies and procedures and description of required goods

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Criteria for evaluating offers are developed and documented and approval is sought and obtained for the documented criteria

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Approval is sought for issuance of invitations to offer prior to issuance to prospective suppliers

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Prepare recommendations in response to offers

  1. Offer documents are received from suppliers
  2. Offer documents are assessed against documented criteria and requirements of purchasing strategies
  3. Further information is sought from suppliers, as required, to clarify offers
  4. Offers are evaluated against purchasing criteria
  5. Preferred offer is selected and recommendation made for approval by relevant personnel
  6. Approval is obtained for recommended offers
Offer documents are received from suppliers

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Offer documents are assessed against documented criteria and requirements of purchasing strategies

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Further information is sought from suppliers, as required, to clarify offers

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Offers are evaluated against purchasing criteria

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Preferred offer is selected and recommendation made for approval by relevant personnel

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Approval is obtained for recommended offers

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Action successful offers

  1. Contract with successful supplier is drafted
  2. Legal expertise is accessed to ensure legality of contract agreements
  3. Contract is issued in accordance with approval received
  4. Unsuccessful offers are informed of outcome of evaluation process
Contract with successful supplier is drafted

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Legal expertise is accessed to ensure legality of contract agreements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contract is issued in accordance with approval received

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Unsuccessful offers are informed of outcome of evaluation process

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Arrange importation of goods

  1. Risks in ownership and transport of goods from point of delivery to final destination are assessed
  2. Relevant insurance cover is arranged
  3. Agents are sourced as required to arrange inspection, packing, transport, importation, customs clearance and delivery of goods into store
  4. Statutory and regulatory requirements including fumigation and export/import controls are satisfied
  5. Supply and logistics channels are managed to ensure delivery of goods is achieved satisfactorily and within designated timelines
Risks in ownership and transport of goods from point of delivery to final destination are assessed

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Relevant insurance cover is arranged

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Agents are sourced as required to arrange inspection, packing, transport, importation, customs clearance and delivery of goods into store

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Statutory and regulatory requirements including fumigation and export/import controls are satisfied

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Supply and logistics channels are managed to ensure delivery of goods is achieved satisfactorily and within designated timelines

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Arrange provision of foreign currency payments and ensure all contractual obligations are satisfied

  1. Advice is obtained on payment strategy to be followed
  2. Arrangements are made to initiate currency hedging, letter of credit or payment by direct cheque in accordance with advice received
  3. Payments are authorised at appropriate times
  4. Actions are taken to ensure that any non-compliance with contractual conditions and specifications is rectified
Advice is obtained on payment strategy to be followed

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Arrangements are made to initiate currency hedging, letter of credit or payment by direct cheque in accordance with advice received

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Payments are authorised at appropriate times

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Actions are taken to ensure that any non-compliance with contractual conditions and specifications is rectified

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 knowledge and skills, the range statement and the assessment guidelines for this Training Package.

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

The evidence required to demonstrate competency in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria of this unit and include demonstration of applying:

the underpinning knowledge and skills

relevant legislation and workplace procedures

other relevant aspects of the range statement

Context of and specific resources for assessment

Performance is demonstrated consistently over a period of time and in a suitable range of contexts

Resources for assessment include:

a range of relevant exercises, case studies and/or other simulated practical and knowledge assessment, and/or

access to an appropriate range of relevant operational situations in the workplace

In both real and simulated environments, access is required to:

relevant and appropriate materials and equipment, and

applicable documentation including workplace procedures, regulations, codes of practice and operation manuals

Method of assessment

Assessment of this unit must be undertaken by a registered training organisation

As a minimum, assessment of knowledge must be conducted through appropriate written/oral tests

Practical assessment must occur:

through activities in an appropriately simulated environment at the registered training organisation, and/or

in an appropriate range of situations in the workplace

Required Skills and Knowledge

REQUIRED KNOWLEDGE AND SKILLS

This describes the essential knowledge and skills and their level required for this unit.

Required knowledge:

Legislation, codes of practice and national standards, for example Australian Customs Act, Trade Practices Act, law of contracts, quarantine legislation, relevant other government and international legislation relating to restrictions and prohibitions on imports

Relevant OH&S and environmental procedures and regulations

Organisation's policies and procedures for international purchasing

Sources of information and assistance external to organisation, for example regulatory authorities such as Australian Custom Service (ACS) and Australian Quarantine Inspection Service (AQIS), customs brokers, Austrade, state/territory government departments or agencies, chambers of commerce

Methods of payment applicable to international purchasing

Relevant insurance brokers and available types of policies to cover identified risks

Agencies involved in importation arrangements such as customs brokers, freight forwarders, logistics and transport companies and consultants

Requirements for completing relevant documentation

Code of practice for working collaboratively with others

Steps involved in planning the work activities

Procedures for managing and controlling hazardous situations when carrying out work activities

Sources of information on differences in equipment and related standard operating and servicing procedures

Required skills:

Communicate effectively with others when completing work activities, including written and verbal communication skills for developing and documenting invitations to offer

Read and interpret instructions, procedures, information and signs relevant to work activities

Interpret and follow operational instructions and prioritise work

Complete documentation related to work activities

Operate electronic communication equipment to required protocol

Work collaboratively with others

Manage tasks across cultural and geographic barriers

Assess and manage risks as appropriate to work tasks

Promptly report and/or rectify any identified problems in accordance with regulatory requirements and workplace procedures

Implement contingency plans for unplanned events

Apply precautions and required action to minimise, control or eliminate hazards that may exist during work activities

Modify activities depending on differing operational contingencies, risk situations and environments

Monitor work activities in terms of planned schedule

Work systematically to timelines and with required attention to detail and accuracy

Behave ethically and with probity in all aspects or work activities and adhere to industry and organisational codes of conduct

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.

Information sources may include:

trade or industry publications

Austrade and state/territory government departments or agencies and chambers of commerce

existing databases of suppliers

international branches and affiliates of organisation

catalogues and directories

internet

Assistance and clarification may be sought from:

manager or other personnel within the organisation

external parties, for example, regulatory authorities such as Australian Customs Service (ACS), Australian Quarantine Inspection Service (AQIS), customs brokers and Austrade

Specifications may include:

technical descriptions of goods to be purchased

relevant quality parameters for goods

size, capacity and volume of individual items

quantities required

indications of price range to be paid

designated timelines

packaging requirements

Criteria for evaluating offers may include:

any preferences for country of origin

cost structure

quality parameters

value adding offered by suppliers including technical support and guarantees

availability and ability to meet designated timelines

clarity of offer

Approval may be sought and obtained from:

own manager

purchasing manager

Specialist expertise may include:

expertise within organisation

regulatory bodies such as AQIS and ACS

customs brokers, freight forwarders, logistics and transport companies and consultants

Agents include:

customs brokers

freight forwarders

logistics and transport companies

consultants

Actions may include:

referral to more senior personnel within organisation, regulatory bodies and agents involved in arranging importation of goods

imposition of fines or penalties

interventions by self

Communication in the work area may include:

phone

electronic data interchange (EDI)

fax

email

internet

RF systems

oral, aural or signed communications

Depending on the organisation concerned, workplace procedures may be called:

standard operating procedures (SOPs)

company procedures

enterprise procedures

organisational procedures

established procedures

Documentation and records may include:

organisation's policies, procedures, strategies, methods and instructions relevant to purchasing in an international context

lists of relevant personnel to consult

proformas and instructions used when preparing invitations to offer

quality assurance procedures

technical instructions

Applicable legislation and regulations may include:

legislation, codes of practice and national standards, for example:

Australian Customs Act

quarantine legislation

other Australian legislation relating to restrictions and prohibitions on imports