Clearer responsibilities in new procurement and purchasing guideline

Holger Berling, head of procurement at KTH, says there are challenges within the university related to procurement and purchasing. One of the main issues is the organisation of KTH’s purchasing system.

“We have not clearly defined who handles various purchases made under framework agreements in all areas. In some parts of KTH, it works well, while in other areas, employees do not know where or to whom they should turn for support,” Berling says.

Berling hopes the new guideline will clarify responsibilities, such as when an employee should contact KTH’s procurement group, their school’s designated purchaser, or their purchaser within the University Administration.

“It is also important to distinguish between procurement and purchasing,” Berling says.

The procurement group assists with purchases exceeding 100,000 Swedish crowns and with renewed futher-competition within framework agreements. This support follows a clear procurement process and complies with legal requirements for documentation and registration.

For purchases under 100,000 Swedish crowns or direct procurements, employees handle these tasks themselves or with the help of their school’s purchaser or operational support without involvement from the procurement group.

Importance of good planning

Procurement requests can now be submitted year-round to the procurement group.

“The group needs to be contacted well in advance. Procurements involving larger amounts take a long time to complete. Count on about six months from the start to having a contract in place. Large system procurements take even longer, and research instruments, which are often custom-built, can also have long delivery times,” Berling says.

The procurement group receives a variety of questions from the organisation.

“This autumn, we have published information and instructions on the intranet about how to carry out direct procurements under 100,000 Swedish crowns. Going forward, we will add training for managers and individuals who are designated purchasers,” Berling says.

Text: Marianne Norén

Key updates in the new guideline:

• The guideline is adapted to current legislation.
• It clarifies who is responsible for each part of the procurement process.
• It specifies the division of responsibility for contract follow-up.
• Introduces a four-eyes principle for procurements exceeding the direct procurement threshold to ensure high-quality processes.
• Includes conflict-of-interest checks for procurements above the direct procurement threshold.
• Adds a new section on training, where the procurement group is responsible for providing basic education to managers with budgetary responsibilities and designated purchasers.

For more details, visit the updated Procurement and Purchasing Guideline on KTH Intranet in Swedish.

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