Through partnering with the rest of the organisation using a “Procurement as a Service” model, Procurement and Supply Chain provide the following services for Monash Health:
- Strategic Sourcing, including managing all tenders
- Managing the Procure to Pay (P2P) process
- Supply chain management
- Logistics and transport support
- Contract management support
- Vendor performance and relationship management
- Monitoring probity practice when dealing with the vendors
- Managing engagements with Health Share Victoria (HSV)
As a Victorian public health service, Monash Health must be fully compliant with all relevant Federal and State government legislation when engaging with vendors, including but not limited to:
- Finance Management Act 1994
- Standing Directions of the Minister of Finance issued pursuant to the Financial Management Act 1994 (in particular Direction 3.4.5)
- Ministerial Direction No. 1: Tendering Provisions for Public Construction
- Victorian Government Purchasing Board (VGPB) Quotations and Public Tender Policies
- Local Jobs First Policy
- Health Share Victoria (HSV) Procurement Policies
- Victorian Social Procurement Framework
- Modern Slavery Act 2018
Activity Plan
The Monash Health Sourcing Activity Plan 2023 – 2024 lists all the major sourcing activities planned by Monash Health over the forthcoming year. Please note this is provided for planning purposes only and all activities are subject to revision or cancellation.
Monash Health Sourcing Activity Plan 2024 – 2025
PDF document
Loading Dock
The Loading Dock at Monash Medical Centre Clayton has been designed to optimise the flow of deliveries and ensure safety. It is not a carpark. Suppliers are encouraged to ensure their drivers / couriers understand and comply with our Loading Dock Traffic Management Plan.
Loading Dock Traffic Management Plan
PDF document
Complaints Management
Our Procurement Complaints Management Procedure outlines how Monash Health responds to complaints related to procurement activities and processes.
Procurement Complaints Procedure
PDF document
Summary for Suppliers
PDF document
Indicative Sourcing Activity Plan
PDF document
Zycus Source to Pay
What is happening
Monash Health is implementing Zycus as our new Source-to-Pay system. The Zycus procurement system is changing the way Monash Health:
- Buys goods and services
- Receives and processes invoices for payments
- Interacts with suppliers to maintain catalogues and other compliances
- Collaborates with our suppliers to monitor and improve contract performance
Why it is happening – Supplier benefits and impacts
The key benefits of using the ZSN Portal include:
- Streamlining Purchase Order notification to Suppliers.
- Prompt and efficient payments to Suppliers.
- Visibility of payment status.
- Tracking sourcing events with clients in one place.
- An easy-to-use portal that helps with reducing activity cycle time.
- Easy to maintain and update your company profile and request a colleague’s Zycus access.
The Zycus portal is cost-free for suppliers with no hidden charges on the number of users, sourcing events or contracts.
Who the change will affect
All current and potential Monash Health suppliers will use the Zycus procurement system, when transacting with Monash Health and all supplier details and contracts will be managed in Zycus.
When the change will take effect
If you are not registered in Monash Health ZSN you will be unable to access any sourcing or tender invitations or receive purchase orders. This will also impact our ability to transact with you in the future via Zycus Source to Pay.
In the coming weeks you will start to receive Purchase Orders from the Zycus system rather than our existing Oracle system (a start date will be communicated to you shortly). Purchase Orders will be sent to your current registered email address. A copy of the Purchase Order will be automatically saved under your ZSN account.
For all Purchases Orders received from the Zycus system, suppliers must upload their invoices directly into the Zycus system for payment. Invoices emailed or posted directly to Monash Health Accounts Payable will not be accepted.
At this stage, there is no impact on your ability to receive Purchase Orders from our existing Oracle system and receive payments for goods and services delivered. As we implement the system modules, we will communicate and guide you through the changes relating to Purchase Orders and Invoicing.
What action do you need to take?
Many of our suppliers have already registered with the Zycus system. If you have already registered, then no further registration action is required from you.
If the organisation you work for is already registered as a Supplier on ZSN, you should contact the primary contact for your Zycus account and request to be added as an ‘additional contact’. In Zycus there can only be one Supplier registered per ABN. Additional team members are then registered as ‘additional contacts’ for the one Zycus account.
As an existing Monash Health Supplier or potential supplier, you will need to register your organisation as a Monash Health Supplier in the Zycus Supplier Network (ZSN).
Questions and contact
For any issues during the registration process, please email: Suppliers_S2Psupport@monashhealth.org
For any system or technical issues, contact tech-support@zycus.com or 1800 442 793.
Zycus resources and links
Zycus Supplier Network Portal
The Zycus Supplier Network (ZSN) Portal enables suppliers to engage with Monash Health through an online portal. Once registered, suppliers can respond to sourcing events, view details of their contracts, receive purchase orders and upload invoices
Zycus Supplier Network (ZSN) Portal
Access the Zycus Supplier Network (ZSN) Portal
Supplier Guide – Accessing the Zycus Supplier Network
Access our step-by-step guide to using the Zycus Supplier Network [ZSN] – registration, adding supplier contacts, completing company profiles, accessing company accounts, and sourcing activities.
Zycus Supplier Network step-by-step guide
PDF document
Supplier Training Guide – Understanding how to use the Zycus Supplier Network
Quick Reference Guides (QRGs) and Key Workflow videos to help get you understand how to use the Zycus Supplier Network, including how-to guides on purchase orders, invoices, payments and contracts.
Zycus Supplier Support Guide
PDF document
Tenders
Monash Health publishes all advanced tender notifications on the Buying for Victoria tenders portal prior to release of tenders via the Monash Health Zycus Source to Pay system.
Advanced tender notifications are only released for open tenders and include step by step instructions for new suppliers to register on the Zycus Supplier Network for Monash Health. Once the suppliers are registered on the Monash Health Zycus Supplier Network, they will receive invitations for all open tenders.
Selective tenders and Request for Quotes are released only via the Zycus Source to Pay system.
For further information on the Monash Health Zycus Source to Pay system, please refer to the above section on Zycus Source to Pay or contact Monash Health Procurement team via sourcing.procurement@monashhealth.org
Our approach to Social Procurement
Our new Social Procurement Strategy 2024-2026 prioritises initiatives to create opportunities for Victorian Aboriginal people, priority jobseekers, individuals with disabilities, promote women’s equality and safety, and support environmentally sustainable outputs.
Social Procurement focuses on making purchasing decisions that contribute to our success as an organisation and the wellbeing of our community.
Aligned with our core priorities, it’s not an addition but an integral part of our operations. It’s also an enabler, ensuring that our procurement practices contribute to our broader goals of providing excellent care, developing our workforce, and advancing research.
It involves making purchases considering both short-term and long-term social and environmental outcomes. It’s about providing tangible benefits through environmentally sustainable outputs, supporting local businesses, and fostering inclusive job opportunities.
In line with Victoria’s updated Social Procurement Framework, social procurement is a core focus of Monash Health’s procurement policy. We strive to achieve the following outcomes:
- Enhance the organisation’s capacity to deliver high-quality patient care.
- Implement sustainable savings across contract lifecycles.
- Ensure effective financial, physical, and reputational risk management through leading probity practices.
- Make value-based decisions, considering the total cost of ownership (TCO) and non-price factors like suitability, efficacy, and quality.
- Adopt an evidence-based approach to vendor performance management and actively seek opportunities to provide additional benefits to our community.
We encourage our suppliers to engage in discussions with us about how they can contribute to the impact we aim to achieve and how they can benefit in the process.
Contract Management Strategy
PDF document.
Monash Health Supplier Engagement Plan
PDF document.