Purchasing Release Strategies

Release strategies are required for a number of reasons:

For OHS purposes, to assist departments to check and record that the correct permit is held for the purchase of certain hazardous items.

Other release strategies are to assist Monash University and/or departments to monitor standards such as: 

to ensure Monash (DITS) and departmental standard computer equipment is purchased

all equipment (assets) purchased over $5000 are recorded on the asset register

work requiring the use external trade contractors have been approved by Works and Services staff

to ensure all vehicles purchased are processed centrally

to monitor that a competitive tender process has taken place for consultancy agreements greater than $50,0000

Asset Liaison Officers are required to create the asset register record prior to the creation of a purchase order for all assets purchased) ALL budgetary units MUST nominate someone (and a deputy) for this role.

Computer Support Officers are required to confirm specifications/standards of all PCs/printers and other computer related equipment etc. conforms to what is "Monash  standard" and what is required by that work area.

Safety Officers are to confirm correct standards are adhered to for purchase of protective clothing, safety signs, first aid and other safety related items.

Radiation Safety Officers are to confirm the dept holds the appropriate sealed and unsealed source radioactive materials permit.

Laser Safety Officers confirm that departments holds the appropriate permit for purchase of all equipment, which include class 3 & 4 lasers.

Biosafety Officers - please note: from September 2000 this release strategy is deleted.

Poisons permit holders - please note: from April 2000  the release strategy on Poisons is deleted.  Instead,  Staff should use material group Chemicals and Reagents  6800 and material code "Chemicals:Class 6.1 (poisonous/toxic substances) 10000204 for which there is NO release code required.

Animal Ethics Chair or delegate to check that animal ethics permits are held for all animals to be purchased.

Chemical Weapons permit/warrant holder to confirm the appropriate permit is held for purchase of chemicals which are used to manufacture chemical weapons.

Contractor Services  nominated Works and Services staff at Gippsland  and at Clayton for the other campuses to confirm that the use of external trade contractors are appropriate and they hold the relevant workcover, public liability and insurance cover and that relevant permits are obtained for the work they propose to do.

Consultancy Agreements Manager, Procurement Services will test that an appropriate competitive tendering process has been employed in engaging consultants for projects exceeding $50,000 value.

Vehicles  nominated Works and Services staff at Gippsland and at Clayton for the other campuses to manage the purchase and trade-in of vehicles across campuses.

Zone Health & Safety Representative for Minor Works approval - not currently applicable.  To be applied when Facilities and Services transfer Minor Works orders to SAP

Special note: Authorising a requisition is a releasing function (i.e. confirming the department holds the relevant permit to purchase these goods or has commenced the creation of the asset record etc.) it is not one which requires financial delegation. The financial approval for the purchase of these goods is done by the purchasing officer, taking the decision to convert the requisition into an order. This order may subsequently be required to be approved by staff with the appropriate financial delegation.

Summary table of codes for special release strategies