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OFFICIAL 
 

OFFICIAL 

 

 

SA Health 

Policy 
 

Procurement and Contract 
Management System (PCMS)  

Version 4 
Approval date: 27 July 2022 
PDS Reference No: D0283 

 

 



OFFICIAL 
 

 
Procurement and Contract Management (PCMS) Policy OFFICIAL  2 

1. Name of Policy 
Procurement and Contract Management System (PCMS) 

2. Policy statement 
The Procurement and Contract Management System (PCMS) is SA Health s procurement records 
management and contract records management system. 

PCMS is a mandated system for SA Health procurement and is the central repository for all 
procurement and contract information. 

&gt; PCMS ensures that all procurement records are accessible and managed in a central repository 
&gt; Information recorded in PCMS is used to support agency reporting requirements 

All Contracts must be recorded in PCMS. 

3. Applicability 
This policy applies to all employees and contracted staff of SA Health; that is all employees and 
contracted staff of the Department for Health and Wellbeing, Local Health Networks (including state-
wide services aligned with those Networks), SA Ambulance Service and the attached offices of 
Wellbeing SA and the Commission on Excellence and Innovation in Health (CEIH), who: 

  establish or manage contacts and agreements  
  undertake procurement processes for purchasing goods and/or services. 

Exceptions 

The following exceptions apply to this policy: 

&gt; Procurements up to and including $55,000 (inc GST) where a Purchase Order is issued 
&gt; Any contracts where there is a direct employment relationship (contract of employment) and the 

payment of salary is through the payroll system (CHRIS) 
&gt; Official Orders and related Purchase Orders of any amount for funded positions that result from 

eRecruitment Vacancy Management processing 
&gt; Lease, Licence or Memorandum of Administrative Arrangement for  occupied space  
&gt; Sale of land or buildings 

4. Policy principles 
SA Health s approach to Procurement and Contract Management System (PCMS) Policy is 
underpinned by the following principles: 

&gt; We exercise probity in all stages of procurement 
&gt; We conduct our work with transparency and accountability 
&gt; We act with honesty and integrity 

5. Policy requirements 

Contracts 
PCMS must be used for recording contract documentation, managing contracts and agreements or 
performing associated administration, regardless of the: 

&gt; value (including nil value contracts)  



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Procurement and Contract Management (PCMS) Policy OFFICIAL  3 

&gt; type or format of contract, or agreement 

&gt; purpose of the contract. 

Procurements up to and including $55,000 (inc GST) 
There is no requirement to use PCMS for procurements up to and including $55,000 (inc GST) unless 
an executed contract results (instead of a purchase order) and then a Contract record only is required 
to record the contract details. This includes engagements from across Government contracts. 

Procurements Over $55,000 (inc GST) 
PCMS must be used to record all procurement processes over $55,000 (inc GST) and approvals for 
the purchase of goods and/or services, including those for  contracted health services  with Not-for-
Profit providers, and secondary procurement processes under established panel contracts.  
Procurements over $55,000 (inc GST) must be recorded in a Sourcing record at the beginning of the 
procurement process. This includes engagements from across Government contracts such as the 
Temporary Staff Services contract. 
PCMS must be used to record the relevant information as the procurement process progresses.  

Grants 
All grants, regardless of the amount, must be recorded and all associated grant payments must be 
authorised in PCMS. A Sourcing record and a Contract record must be created.  A Multiple Grant Set-
up Process Template is used to configure multiple grant contracts. 

Process templates and Workflow Generation 
A number of Process Templates exist within PCMS that must be followed depending on procurement 
type.  Appendix 1   Process Templates Overview Table provides a summary of the PCMS process 
templates, what type of record is created and when each should be used. 

Additionally, the PCMS - Process Templates and Workflows Ready Reference provides users greater 
detail regarding the selection of Process Templates at the commencement of the procurement, 
contract or grant process. 

Contract Records and Sourcing Records 
Contract records must be created as soon as practicable after the execution of any contract (other 
than the exceptions listed in this policy) or the issue of a Purchase Order, detailing the contract value, 
options (if any), the execution date of the contract, the Purchase Order issue date and number. 

A Sourcing record must be created at the acquisition/grant planning stage via the appropriate 
Procurement or grant workflow. 

Procurement Owners and Contract Managers must use PCMS for monitoring, managing and 
recording all aspects of contract management, and supplier reporting obligations, including the 
requirements of the South Australian Industry Participation Policy and SA IPP documentation. 

The requirements within the PCMS - Process Templates and Workflows Ready Reference and PCMS 
- Sourcing Records and Contract Records Quick Guide must be adhered to. 

Further information regarding Contract records in PCMS, refer to the Contract Management 
Framework.  

Approvals 
Procurement approvals must occur within PCMS, including acquisition plans, purchase 
recommendations and contract variations.  Evidence of additional approvals obtained outside of 
PCMS must be uploaded into PCMS.   

PSSA approvals and SA Health committee approvals must be recorded as soon as practicable after 
approval confirmation is received. 

For further information regarding approvals, please refer to the PCMS   Approvals Fact Sheet. 

 











OFFICIAL 
 

 
Procurement and Contract Management (PCMS) Policy OFFICIAL  4 

Documentation 
All relevant, pertinent and final documentation related to recordable procurement processes and 
contract(s) must be uploaded into PCMS, including procurement and grant documentation, acquisition 
plans, final invitation tender documents, evaluation plans, probity plans, risk plans, SA IPP 
documentation and reports, briefings, approvals and contracts. 

The requirements of the PCMS   Overview Fact Sheet must be adhered to. 

Release of payments 
Contracts for goods must not have payments made via PCMS.  PCMS has a payment interface that 
enables processing of payments against service-based contracts, including the Non-Government 
Organisation funding contracts. 

User Access 

The level of PCMS user access is dependent on their role and delegation level. 

User access levels must be reviewed twice a year by P2P   Business Systems Support. 

Training 

Prior to using the system, PCMS Training must be undertaken by all users performing procurements. 
Training is commensurate with system access requirements. 

6. Mandatory related documents 
The following documents must be complied with under this Policy, to the extent that they are relevant: 

&gt; Treasurer s Instruction 18 - Procurement 
&gt; South Australian Industry Participation Policy 
&gt; PC027 Disclosure of Government Contracts 
&gt; Contract Variation Policy 
&gt; Panel Contracts Policy 
&gt; PSCM responsibility matrix for SA Health procurements 

7. Supporting information 
&gt; Consultant Contractor Engagement Fact Sheet 
&gt; Contract Management Framework.pdf (sahealth.sa.gov.au)  
&gt; Limiting the Market Approach Fact Sheet 
&gt; Managing Contractors Fact Sheet 
&gt; PCMS   Approvals Fact Sheet 
&gt; PCMS   Overview Fact Sheet 
&gt; PCMS - Process Templates and Workflows Ready Reference 
&gt; PCMS   Sourcing Records and Contract Records Quick Guide 
&gt; PCMS   Types of Contracts &amp; Agreements Fact Sheet  
&gt; Purchase Orders and PCMS Fact Sheet 

 
SA Health Intranet 

&gt; Non-Government Organisation resources 
&gt; Procurement and Contract Management System (PCMS) 
&gt; PCMS training, registration and resources 

8. Definitions 
Statewide services includes Statewide Clinical Support Services, Prison Health, SA Dental Service, 
BreastScreen SA and any other state-wide services that fall under the governance of the Local Health 
Networks 

























OFFICIAL 
 

 
Procurement and Contract Management (PCMS) Policy OFFICIAL  5 

9. Compliance 
This policy is binding on those to whom it applies or relates. Implementation at a local level may be 
subject to audit/assessment. The Domain Custodian must work towards the establishment of systems 
which demonstrate compliance with this policy, in accordance with the requirements of the System-
wide Integrated Compliance Policy.  

Any instance of non-compliance with this policy should be reported to the Domain Custodian for the 
Policy and Reporting, Procurement and Supply Chain Management, Corporate &amp; System Support 
Services and the Domain Custodian for the Risk, Compliance and Audit Policy Domain. 

10. Document ownership  
Policy owner:  Policy and Reporting, Procurement and Supply Chain Management, 

Corporate &amp; System Support Services as Domain Custodian for the 
Procurement and Supply Chain Management Policy Domain. 

Title:     Procurement and Contract Management System (PCMS) Policy 

ISBN:     978-1-76083-404-3 

Objective reference number:  2018-10866  |  A951909 

Review date:    July 2024 

Contact for enquiries:   Health.PSCMPolicyandCompliance@sa.gov.au  

11. Document history 
Version Date approved  Approved by Amendment notes 

V4.0 27/07/2022 Deputy Chief Executive, 
Corporate &amp; System Support 
Services 

Update to new Policy Framework 
Simplify the policy with essential 
information only, non-essential 
information will be covered by a 
guideline. 

Update references to PSSA 
requirements 

V3.0 07/07/2021 Deputy Chief Executive, 
Corporate and System 
Support Services 

Incorporated minor changes to align 
with SA Health s new Internal 
Procurement Framework 

V2.0 15/11/2018 SA Health Policy Committee Objective Document: A951404 - 
Endorsed by ED, Procurement and 
Supply Chain Management Policy 
reformatted to decrease size. 
Supported by additional subordinate 
documents. Transferred to new 
Policy template 

V1.2 02/11/2016 Executive Director, 
Procurement and Supply 
Chain Management 

Threshold for recording 
procurements in PCMS changed to 
greater than $33,000 

V1.1 05/05/2016 N/A Fixed links 
V1.0 01/11/2012 Portfolio Executive Original approved version. 

 






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Procurement and Contract Management (PCMS) Policy OFFICIAL  6 

12. Appendices   Mandatory Instructions 
1. Appendix 1   Process Templates Overview  

 

  



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Procurement and Contract Management (PCMS) Policy OFFICIAL  7 

1. Appendix 1   Process Templates Overview Mandatory Instruction 
 

Process Templates PCMS Record Generation 
from Workflow 

Notations 

Simple Procurement valued 
over $55,000 (inc GST) up to 
and including $550,000 (inc 
GST) 

Sourcing record with 
procurement approval tasks 

Convert to Contract record 

The correct workflow must be 
selected at commencement of 
procurement, for all 
procurements, including 
secondary procurements (other 
than exceptions) Procurement valued over 

$550,000 (inc GST) 

Direct Contract Engagement Sourcing record 

Contract record 

Use only for Contracts up to 
$55,000 inc GST where a 
Sourcing record is desired and a 
Contract record is required 

Existing Contract Set-Up Contract record only Use only for Contracts up to 
$55,000 inc GST where no 
Sourcing record is required nor 
desired 

Contract Variation Sourcing record  
(additional) 

Needs to be linked to original 
Contract record at completion 

Multiple Contract Set-Up Contract record configuration Use where the one procurement 
has resulted in more than one 
contract. 

 


	1. Name of Policy
	2. Policy statement
	3. Applicability
	4. Policy principles
	5. Policy requirements
	Contracts
	Procurements up to and including $55,000 (inc GST)
	Procurements Over $55,000 (inc GST)
	Grants
	Process templates and Workflow Generation

	6. Mandatory related documents
	7. Supporting information
	8. Definitions
	9. Compliance
	10. Document ownership
	11. Document history
	12. Appendices   Mandatory Instructions
	1. Appendix 1   Process Templates Overview Mandatory Instruction

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