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The Final Stretch: My Last Term of School

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On this day as I approach the final term of my school journey, I find myself reflecting on the experiences that have shaped me over the past few years. This last stretch feels like the culmination of countless hours of study, work, collaboration with classmates, and moments of both triumph and joy.

Today, as we start our 1st day of class with Ms. Kim as our Public Sector Professor, the above emotion slaps my face as I reminisce all the moments of happiness and frustration. But yes! I am ready to face everything for a one step closer to my dreams!

Hi classmates! I am ready to share a roller coaster ride with you and by the way, nice to meet you. :)

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In our recent in-class activity, we focused on researching one of the public sector agencies in Canada. Public sector agencies in Canada play a significant role in providing valuable, reliable information for both academic and professional purposes. This activity highlighted the role that they play in, the purchase, how they purchase, and the source of funding that they have.

For this exercise, we chose to work with the St. Joseph Health Care London, an essential agency responsible for public health matters in the country. The agency provides vast resources as a not-for-profit healthcare organization, and its activities and purchasing decisions are focused on supporting its mission to provide high-quality care.

We also presented it in the front which I really like because this enhances our public speaking that will help us in the future.

Kudos to Ms. Kim for being the prime mover!

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The recent conducted zoom meeting headed by our Professor Kim gave us a background about London District Catholic School Board with the following;

1. Information about LDCSD

2. Problem Statement

3. Background to Consider

4. Solution Considerations

5. and its Reminders

To which we will apply for our upcoming report named "SILEx Research Report and Presentation"

With this, I am looking forward to use this task that was given to us to be our stepping stone for our future endeavors and career.

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Risk management is a critical discipline in both personal and professional contexts, designed to identify, assess, and mitigate potential threats that could hinder the achievement of objectives. Through a recent lesson on risk management, I gained valuable insights that not only deepened my understanding of theoretical concepts but also highlighted their practical applications in everyday life such as purchasing an insurance to transfer any risk.

In line with this, one of the foremost lessons from the risk management lesson was the significance of identifying and assessing risks. This process is foundational, as it involves recognizing potential hazards that can impact projects, organizations, or even personal goals. I learned that risks can be categorized into various types: AVOIDING, TRANSFERRING, MANAGING, among others. Each category requires a tailored approach to assessment.

During the lesson, we engaged in exercises that involved creating risk registers, which are tools for documenting identified risks, their potential impacts, and the likelihood of their occurrence by reading But it was only $1000 job case.

This case of Lilly Brown and Guy Russell from the Mid-South District School Board (MSDSB) illustrates the crucial role of compliance in risk management and the potential consequences of neglecting established protocols. This scenario underscores the need for organizations to uphold policies that protect not only their interests but also those of the broader community, especially in environments like schools where safety is paramount.

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The Law of Agency module sheds light on the roles and responsibilities between a principal and an agent, highlighting how authority is granted and the duties that come with it. It allows the agent to act on behalf of the principal, creating legally binding agreements with third parties.

In public procurement, for example, a procurement officer (acting as the agent) negotiates with suppliers (third parties) on behalf of the government (the principal).

This relationship is structured by agreements that specify the limits of the agent's authority, along with their obligations and rights. Agents are expected to perform their duties diligently, follow directives, and protect the principal’s interests.

On the other hand, the principal is responsible for honoring the agreements made by the agent and compensating them for their services. Both sides must adhere to legal requirements, and agents can be personally liable if they overstep their authority, engage in misconduct, or fail to comply with the terms of the agreement. A solid grasp of these principles is essential for ensuring compliance and promoting ethical procurement practices.

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Module 6 on Competitive Bidding highlights the critical role of fairness, transparency, and integrity in public procurement processes. Competitive bidding serves as a formal procedure in the public sector, ensuring all potential suppliers are given a fair and equal chance to compete for contracts. This method is essential for fostering open competition, enabling government agencies to acquire goods and services efficiently while maintaining accountability.

The module outlines different types of competitive bidding documents, including:

Request for Information (RFI): Used to collect data from suppliers, without committing to any legal obligations.

Request for Expression of Interest (REOI/RFEI): Assesses supplier interest and availability, and while formal, it is non-binding.

Request for Pre-Qualification (RFPQ): The first phase of a multi-step process that evaluates suppliers based on set criteria before proceeding to the next stage.

Request for Quotation (RFQ) and Request for Tender (RFT): These are price-focused documents where contracts are typically awarded to the lowest qualified bidder.

Request for Proposal (RFP): Often used for more complex projects, where the methodology proposed is evaluated alongside pricing, giving more weight to how the work will be completed.

Beyond competitive bidding, the module addresses non-competitive procurement methods, such as sole sourcing and unsolicited proposals, which are only utilized in specific scenarios. Additionally, tools like sealed submissions, bid bonds, and conflict of interest declarations help maintain the fairness and integrity of the bidding process.

In summary, the module emphasizes that competitive bidding is crucial for ensuring transparency and fairness in public procurement, helping to achieve accountability in the awarding of government contracts through open competition.

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As a team, we created the executive summary about significant challenge faced by the Fleet Department of the City Hamildon to which we identify the main issue below;

The City of Hamildon’s Fleet Department is grappling with a major issue caused by a lack of wiper blades, leaving an expensive snow-removal truck out of service. This setback not only hampers the department's ability to function smoothly but also puts road safety at risk during severe weather. The problem arose following the implementation of a new procurement system, which failed to process the wiper blade order as required. This incident highlights possible inefficiencies in the system that may affect other departments throughout the city.

With these, we provided an alternatives and recommended that the department should focus on updating and optimizing the new system that will enable current system issues, reduce errors, and improve user comfort and ensure staff are proficiently and effectively using the system.

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Document Building – Specifications and Scopes of Work

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In Module 8, the focus was on developing a deep understanding of document building in public sector supply chain management, especially regarding specifications and scopes of work. Key learnings included how to create precise, detailed requisitions and specifications to communicate organizational needs effectively. We explored the types of specifications—design, performance, brand name, and technical—and learned their appropriate applications based on the nature of goods or services. The module emphasized that accurate specifications are critical to guiding suppliers in meeting desired standards and ensuring compliance with requirements.

Additionally, the concept of Scope of Work (SOW) or Statement of Work was highlighted, clarifying that while SOWs are often service-focused, they may lack rigid technical specifications compared to product-focused technical specifications. This part of the module taught the importance of drafting SOWs to set clear expectations, timelines, and deliverables for projects or services. Group exercises allowed us to apply this learning practically by working with internal customers, identifying suitable specification types, and collaborating on competitive bidding document choices. Through peer feedback and review, we developed stronger, more precise specifications and SOWs, preparing us to effectively meet procurement needs in real-world scenarios.

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In this module, I learned about the detailed and structured process of supplier evaluation and selection within public sector supply chain management. This includes understanding the importance of setting clear specifications, establishing criteria for qualified and unqualified suppliers, and the protocols for evaluating responses to competitive bidding documents.

The module emphasized that determining qualified suppliers involves ensuring they meet identified requirements to provide goods or services as specified. Unqualified suppliers, who fail to meet these requirements or misrepresent their capabilities, can be disqualified, even if they offer the lowest price. This ensures transparency and fairness in the selection process, safeguarding the integrity of public procurement.

Additionally, the module covered "qualifying bids" and how agencies should evaluate proposals based on established criteria, rather than solely on price. By tailoring evaluation criteria to each scope of work, public agencies can ensure that selected suppliers align with project goals. This is illustrated by examples from institutions like Grand River Hospital and the City of London, which highlight how different criteria are applied and weighted.

The module also introduced the role and structure of evaluation teams, which are typically composed of 3-5 knowledgeable members to objectively assess bids based solely on submission content, avoiding external research on bidding companies. The rules and guidelines for evaluation meetings were covered, stressing impartiality and structured communication, as well as the procurement team's role in facilitating these meetings.

Finally, I gained insight into the various phases of the proposal process: pre-proposal, open bid, and post-close. These stages encompass everything from defining scope and evaluation criteria to final award and debrief. This structured approach ensures that the procurement process in the public sector remains thorough, transparent, and compliant with relevant regulations and standards.

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Evaluating Suppliers | INSEAD Executive Education

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In this module, I learned about the critical importance of ethics in public sector procurement, particularly how unethical practices can severely impact public trust, financial accountability, and overall transparency in procurement processes. The module underscored that ethics in procurement is not just about following rules, but about adhering to principles of fairness, openness, and transparency to uphold public confidence.

Unethical behaviors in procurement were detailed, including personal buying for private use through business contracts, accepting favors from suppliers, engaging in sharp practices (deception), and creating reciprocal arrangements that unfairly favor certain suppliers. Each of these actions compromises the fairness and impartiality that are fundamental to public procurement.

The module also explained the concept of conflict of interest, highlighting situations where personal gain could influence official decisions. To guide against conflicts, individuals in procurement are encouraged to consider if their actions could harm their organization’s reputation or if an alternative course of action exists to avoid ethical conflicts. Reflecting on questions such as, “How would I feel if this action went viral?” helps in making ethically sound decisions.

In addition, I learned about corporate scandals, fraud, and misuse of public funds. Fraud in procurement was explained as intentional deception to gain unfair advantage. The module provided a real-world example involving a misuse of school funds for personal purchases, which illustrates how public trust can be compromised through unethical actions.

Furthermore, we explored issues like patronage, corruption, bribery, and bid-rigging, which distort competitive fairness and can lead to inflated costs and substandard service or product quality. Concepts such as bid-rigging and collusion reflect unethical cooperation among bidders to manipulate contract outcomes, which is illegal and undermines the integrity of the procurement process.

Finally, the module emphasized measures to support ethical behavior, such as enforcing codes of conduct, implementing disciplinary actions for unethical behavior, and ensuring that management sets a positive example. These measures aim to create a culture of accountability, where procurement officials act in the best interest of the public and maintain the trust placed in them.

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DALL·E 2024-11-07 22.17.55 - A GIF concept that illustrates ethics and fraud in procurement. Show two contrasting scenarios_ one scene shows ethical practices with people followin

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Week 11: Working with group on SILEx Presentation 

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Effective teamwork and collaboration are essential for producing high-quality academic work, and our experience preparing the Silex research report for next week's presentation highlighted these qualities. This project required our group to pool our individual strengths, share responsibilities, and align our goals to ensure a thorough analysis and cohesive presentation.

Our first step was to establish a clear plan for tackling the research report. We began by dividing the report into sections based on the key aspects of Silex. Each team member was assigned a specific area to present, allowing us to work efficiently while ensuring all critical topics were covered.

We also created a shared document to centralize our work. This enabled us to track progress, review each other’s contributions, and make revisions collaboratively. Regular check-ins, both in person and online, ensured that everyone remained on the same page and that our work was progressing according to schedule.

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The opportunity to present our Silex research report was both challenging and rewarding, as it allowed us to delve into critical procurement issues faced by the London District Catholic School Board (LDCSB). Today highlights the key insights we gained from the project and our excitement about the learning experience and its implications for public sector supply chain management.

Our research centered around the LDCSB’s procurement challenges, particularly with student furniture, due to rapid enrollment growth and limited resources. This scenario underscored how public sector procurement is constrained by regulatory requirements, limited vendor flexibility, and the need for compliance with the Broader Public Sector (BPS) Procurement Directive. Presenting these findings reinforced the importance of balancing accountability with operational efficiency.

One of the most engaging parts of our presentation was outlining actionable recommendations to improve the LDCSB’s procurement processes. These included adopting a Vendor-Managed Inventory (VMI) system to ensure consistent supply availability, implementing predictive inventory management based on historical enrollment trends, and enhancing interdepartmental communication to preempt last-minute purchasing crises. Furthermore, we advocated for lean practices to streamline supplier operations, emphasizing continuous improvement as a long-term strategy.

Preparing for the presentation was a collaborative effort, with each member contributing their unique strengths. From research and analysis to crafting slides and rehearsing, every step required coordination and creativity. The process taught us the importance of clear communication and collective problem-solving, skills we are eager to carry forward in future projects.

As we reflect on this experience, we are excited about how it has broadened our understanding of supply chain dynamics in the public sector. The challenges we explored are not isolated to LDCSB but resonate across many organizations navigating procurement constraints. By addressing these issues with innovative solutions, we hope to inspire actionable change within the broader field.

Presenting the Silex research report was a pivotal moment in our academic journey, offering both personal growth and professional insights. The experience reinforced the importance of collaboration and critical thinking, and it sparked a deeper passion for tackling real-world supply chain challenges. We look forward to using these lessons to contribute meaningfully to the field.

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This module on Contract and Supplier Management and the Harwich College case study provided valuable insights into public procurement and supplier relationship management. The module emphasized the importance of clear contracts, supplier evaluation, and transparent processes. Key lessons included ensuring enforceable agreements, maintaining fairness in procurement, and using tools like debriefs to foster supplier development.

The Harwich College case highlighted the challenges of managing supplier relationships and resolving issues like misinterpreted RFQs. Joan’s experience underscored the need for clear communication, precise documentation, and proactive supplier management to prevent discrepancies and ensure alignment between expectations and deliverables.

This module reinforced the importance of balancing transparency with supplier collaboration and applying structured evaluations to maintain accountability. These lessons will enhance my ability to navigate complex procurement scenarios and achieve successful outcomes in future projects.

I attached a successful tips for Vendor Management as a reference for future purpose.

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9 Tips for Successful Vendor Contract Management

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As the semester comes to a close, we, the students of your Public Sector class, would like to take a moment to express our deepest gratitude to you. Your unwavering kindness, generosity, and dedication have left a lasting impact on all of us, and we feel fortunate to have had you as our professor.

From the very first day of class, your warm and welcoming demeanor set the tone for an inclusive and engaging learning environment. You went beyond simply delivering the course material and made each of us feel seen, heard, and valued. Your passion for public sector issues was evident in every lecture, and your ability to translate complex concepts into clear, relatable examples made learning not only easy but enjoyable. You always encouraged us to think critically, challenge assumptions, and explore new perspectives. I admire you for that knowing that it is your first year teaching in Fanshawe, I've seen how remarkable this class is.

What truly sets you apart, however, is your generosity. You took the time to support us both inside and outside of class. Whether it was providing extra resources, offering thoughtful feedback on our assignments, or being available for personal guidance, you consistently went above and beyond to ensure we succeeded. Your patience and willingness to help, regardless of the challenge, made all the difference.

Beyond the academic support, your kindness in every interaction created a sense of community within the class. You made an effort to get to know us as individuals (from knowing our names even though it's really tough because even I, myself didn't know my classmate's name), and your genuine interest in our well-being fostered an environment of trust and mutual respect. You made the classroom feel like a safe space where we could share ideas, ask questions, and grow together.

As we reflect on this semester, it’s clear that your influence extended far beyond the boundaries of the course material. You’ve inspired us to pursue our passions in the public sector with a sense of purpose and integrity. Your lessons will resonate with us for years to come, both in our professional journeys and in our personal lives.

Thank you, Ms. Kim, for your kindness, generosity, and dedication to teaching. We are deeply grateful for the positive impact you’ve had on our lives, and we will carry your lessons with us as we continue our studies and careers. You’ve truly made a difference, and we are lucky to have had you as our professor.

With sincere appreciation,

Jane Frances Ballesteros