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Changes to procurement and payment processes - working with vendors

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Wednesday 15 May 2013

The States of Guernsey has implemented a major change to the way in which it undertakes its procurement activity and supply payment processes. This is to ensure we have a standardised and consistent system in place, rather than a number of different systems, and it will not only provide a better service to suppliers and vendors, but it will also help secure the best possible deal for the Guernsey public.

Whilst we continue to use the SAP software system for these activities (as we have for ten years), we have significantly improved the controls in place across the system to safeguard public monies in accordance with both best practice and the recommendations of Internal Audit. The changes made to our systems and processes are particularly important in the wake of the fraud incident of 2012. 

Delivering change on this scale has inevitably had an impact on the way our processes operate, and our staff are working through the issues encountered since the new system went live. Where any backlog exist in terms of payments to vendors, our central Vendor Team in the Hub is working each day with departmental colleagues to collectively manage the issue, liaising with and apologising to specific suppliers where appropriate.

Payments to States vendors since January (made through the revised SAP system we have introduced) stand in excess of £60m, so the system is in place and fully operational. The level of payments made is in line with what we would have expected to have paid in respect of the trend seen over previous financial years, but it is acknowledged that we need to further improve the speed of some payments to suppliers. As the public would rightly expect, however, where a query exists in respect of a specific payment requested by a supplier, our staff do investigate that query and resolve it before payment can be made. 

We remain confident of and committed to the achievement of a business-as-usual state for our revised procurement and vendor payment processes as soon as is practicable. The patience and support of all vendors, and the public, is very much appreciated.

If we can do anything to assist, please contact us at Payables@gov.gg

ENDS

Contact details

Mrs Jill Allen

Tel: (01481) 717000

Email: jill.allen@gov.gg

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