SIGMA ENIGMA
Which one of these doesn't belong
Making a list and checking it twice
Clean Living
Just the facts
100
What are the two numbers that must be included in the financial coding string on an invoice?
Cost Centre and General ledger (GL ) numbers.
100
Which two delegations of authority cannot both be performed for the same transaction?
Certification Authority (FAA s. 34 certification) and Transaction Authority (signing the contract)
100
What is a key requirement for invoice approvals under the Directive on Account Verification?
Contract terms and conditions are met.
100
What is a best practice when using a temporary delegation of authority?
Attach a copy of the delegation email to the document signed.
100
Name 3 of the objectives of federal government procurement.
Any three of the following: - enhanced access for suppliers - transparency - fairness - competition - best value
200
When approving an invoice for payment (s. 34), what are the 3 of the requirements related to financial coding?
3 of the following..........Financial coding 1)has been provided, 2) is accurate, 3) is complete and 4) there is evidence of who verified it.
200
How does segregation of duties apply to Task Authorizations.
Although Task Authorizations are NOT contracts, duties are segregated in a similar way: The same person can NOT both approve the TA and exercise certification authority.
200
What is necessary in order to verify that the contract terms and conditions are met?
Having access to the contract at the time of s.34 Certification.
200
What is the name of the Directive that lists the 17 requirements for pre-payment cerfication under FAA s. 34?
Directive on Account Verification.
200
According to the Government Contracts Regulations, bids must be solicited for which contracts? .
For EVERY contract
300
Which financial references are NOT part of the financial coding string and are NOT acceptable substitutes for financial coding?
SIGMA document numbers (e.g. 4000xxxxxx; 5100xxxxxx, etc.)
300
Segregation of duties errors (with FAA s. 34 and Transaction Authority) most frequently occur with three types of contracts or contract documents. Name two of these.
Purchase orders, call-ups, and Task Authorizations are most likely associated with segregation of duties errors.
300
What are 3 common contract terms that need verification prior to FAA s. 34 signature?
3 of the following are acceptable answers: 1. Payment terms, including pre-payment forms 2. End date of contract/TA 3. Maximum $ value 4. start date 5. Price
300
What is the name of the Authority that certifies that there is a sufficient unencumbered balance of funds available.
Commitment Authority (FAA s. 32).
300
Of the 4 exceptions to bid solicitation, which 2 are most likely to apply within our Branch?
1) Only one person/company can do the job e.g. for intellectual property rights ownership. 2) Contracts under $ 25,000.
400
Which signature block on the SIGMA PO document or call-up effectively 'enters into the contract' when it is signed?
The signature block that says "Approved for the Minister"
400
Which ABCB tool provides information about segregation of authorities?
The ABCB Procurement web portal, Segregation of authorities section…
400
What best practice has been developed by your ABCB colleagues to ensure that contract terms and conditions are verified prior to certification under FAA s.34?
The ABCB Certification Process (Certification Checklist also acceptable)
400
If the financial coding of your contractual expenditure changes, what action is required to an existing commitment?
A new commitment needs to be prepared and signed.
400
There is an exception to the bid solicitation requirement for 'pressing emergencies'. a) What situations would quality under this exception? B) what would not qualify under this exception?
Would qualify: Potential loss of life situations; Would NOT qualify: Poor planning resulting in serious time pressures."
500
Name 2 types of SIGMA documents that can be the contract?
SIGMA purchase orders and call-ups (942) become the contract when they are signed and sent to the vendor.
500
What is a signing strategy when dealing with procurements that have a high volume of invoices? (HINT: It allows the person with the higher classification level to sign the fewest documents.)
2 acceptable answers: a) Having your supervisor sign the call-up or PO. b) Having your supervisor sign the TA WITH the required TA approver.
500
Sometimes the terms and conditions of a contract are changed during the course of the contract. How can you be sure to meet the terms and conditions of any changes to the contract?
Have the contract AMENDMENTS as well as the contract available at the time of the invoice review.
500
Where can you go in the ABCB Procurement Resource Portal to find out what to do when things go wrong?
The Learning from Experience section of the ABCB Procurement Web Portal.
500
The TB Contracting policy has a caveat on the exception for bid solicitation for contracts under $ 25,000. What is it?
Contracting authorities are expected to call for bids whenever it is COST-EFFECTIVE to do so, regardless of the existence of this exception.
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