Procurement and Supply Chain

Monash Health Procurement and Supply Chain are responsible for managing the end-to-end process of obtaining goods and services for Monash Health.

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 vendor community
  • 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

Monash Health Sourcing Activity Plan 2021 – 2022 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.

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.

Complaints Management

Procurement Complaints Management: Procedure and Background . These documents outline how Monash Health responds to complaints related to procurement activities and processes.

Zycus Source to pay

What is happening

Monash Health is implementing Zycus as our new Source-to-Pay system. The Zycus procurement system will change the way Monash Health:

  • Conducts sourcing events (RFQ’s and Tenders) and finalise contracts
  • 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 Monash Health Procurement Source to Pay process is being updated to the Zycus procurement system to provide a system that is streamlined and integrated to improve efficiency and compliance.

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 and view details of their contracts.

The key benefits of using the ZSN Portal include:

  • Saving on transactional costs by digitising transactions
  • Tracking sourcing events with clients in one place
  • An easy-to-use portal that helps with reducing activity cycle time
  • Maintain and update your company profile and request for a colleague’s 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. All supplier details and contracts will be managed in Zycus.

When the change will take effect

From March 2022, Monash Health will transition to utilising the Zycus Supplier Network portal for all tendering activities, with all tender activities to be conducted via Zycus from April onwards.

If you are not registered in Monash Health ZSN you will be unable to access any sourcing or tender invitations. This will also impact our ability to transact with you in the future via Zycus Source to Pay.

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?

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).

Tips and troubleshooting

A step-by-step guide to using the Zycus Supplier Network [ZSN] – registration, completing company profiles, accessing company accounts, and sourcing activities is attached, for your perusal.

Questions and contact

For any issues during the registration process, please email: sourcing.procurement@monashhealth.org

For any system or technical issues, contact tech-support@zycus.com or 1800 442 793.

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