supplier engagement guidebook UKI Owners: ISM, IOS 

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supplier engagement guidebook UKI Owners: ISM, IOS

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P2P PROCESS BUSINESS NEED PREFERRED SUPPLIER SOURCING METHODOLOGY GENERAL DATA PROTECTION METHODOLOGY QUALITY RISKS IR35 RISKS H&S RISKS CONTRACTS NEW VENDOR REQUESTS NEW VENDOR REQUEST FORM NEW VENDOR REQUEST VALIDATION NEW VENDOR ADD AND CHANGE PROCESS FOR INDIRECT VENDORS PURCHASE ORDER REQUESTS INVOICES PAYMENT TERMS & URGENT REQUESTS CORPORATE CARDS TRAVEL BOOKING P CARDS CONTACTS & USEFUL LINKS

P2P PROCESS BUSINESS NEED PREFERRED SUPPLIER SOURCING METHODOLOGY GENERAL DATA PROTECTION METHODOLOGY QUALITY RISKS IR35 RISKS H&S RISKS CONTRACTS NEW VENDOR REQUESTS NEW VENDOR REQUEST FORM NEW VENDOR REQUEST VALIDATION NEW VENDOR ADD AND CHANGE PROCESS FOR INDIRECT VENDORS PURCHASE ORDER REQUESTS INVOICES PAYMENT TERMS & URGENT REQUESTS CORPORATE CARDS TRAVEL BOOKING P CARDS CONTACTS & USEFUL LINKS

Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

CONTENTS

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REQUSTOR

ISM

BUSINESS NEED Identification of new goods/ services

BUSINESS NEED Identification of new goods/ services

PREFERRED VENDORS Requestor aligns with ISM, is preferred vendor available?

PREFERRED VENDORS Requestor aligns with ISM, is preferred vendor available?

SET UP PREFERRED VENDOR Requestor to contact IOS to set up vendor in SAP

SET UP PREFERRED VENDOR Requestor to contact IOS to set up vendor in SAP

NO PREFERRED VENDOR Enter supplier selection process

NO PREFERRED VENDOR Enter supplier selection process

SOURCING METHODOLOGY RFI, RFP, or direct negotiation

SOURCING METHODOLOGY RFI, RFP, or direct negotiation

Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

ISM

PREFERRED VENDOR  AVAILABLE IOS to raise PO

PREFERRED VENDOR  AVAILABLE IOS to raise PO

IOS

RAISE PO Once vendor approved, IOS to raise PO

RAISE PO Once vendor approved, IOS to raise PO

IOS

INVOICING Supplier sends invoice to AP with PO number

INVOICING Supplier sends invoice to AP with PO number

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Male profile

AP

Acronyms: ISM = Indirect Supply Management                                                                    PO = Purchase Order              IOS = Internal Operation Support                                                                        P2P = Procure to Pay RFP = Request for Proposal  AP = Accounts Payable

AWARD CONTRACT Negotiate and award contract through Ariba in line with legal

AWARD CONTRACT Negotiate and award contract through Ariba in line with legal

AWARD PREFERRED STATUS Vendor listed as preferred on Ariba Portal

AWARD PREFERRED STATUS Vendor listed as preferred on Ariba Portal

ASSESS RISK Quality, GDPR, IR35, H&S

ASSESS RISK Quality, GDPR, IR35, H&S

ISM

ISM

IOS

ISM

P2P Process

REQUSTOR & ISM

Click on the icon for more detail

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Please ensure that ISM is involved in the early stages of goods and needs identification , this will ensure a smooth procurement of your requirement.

Acronyms: ISM = Indirect Supply Management                                                                          P2P = Procure to Pay GDPR = General Data Protection Regulation

Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

Benefits Market and category expertise Procurement can check for preferred suppliers with pre negotiated contracted rates  Negotiation with new vendors to help save money against budget  Speed up the P2P process by identifying blocks early Early identification of risks such as quality and GDPR Awareness of unethical tactics

ISM Contacts; Ela Drummond   - UKI Strategic Sourcing Specialist  Malgorzata (Gosia) Moleda - Senior Sourcing Supervisor, North Western Europe Region

ISM Contacts; Ela Drummond   - UKI Strategic Sourcing Specialist  Malgorzata (Gosia) Moleda - Senior Sourcing Supervisor, North Western Europe Region

Business need

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Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

Suppliers are designated as preferred by ISM when they are part of a sourcing strategy, after having been competitively bid or vetted as sole source. Business should be conducted with preferred suppliers when available. Preferred suppliers usually have a contract in place, should be marked as preferred in Ariba SLP and can be defined on global, regional, or local level. In some categories of spend we can only use the preferred Global, EMEA or local supplier, this may be company policy or strategy, examples include, but are not limited to;

In order to check if you can set a supplier up as preferred, please contact ISM   ISM CONTACTS: Ela Drummond   - UKI Strategic Sourcing Specialist  Malgorzata (Gosia) Moleda - Senior Sourcing Supervisor, North Western Europe Region

In order to check if you can set a supplier up as preferred, please contact ISM   ISM CONTACTS: Ela Drummond   - UKI Strategic Sourcing Specialist  Malgorzata (Gosia) Moleda - Senior Sourcing Supervisor, North Western Europe Region

Professional Services Consulting Office Supplies Human Resources Services Industrial Travel, Meetings + Events Supply Chain & Logistics Facilities Marketing/MarComm/Communic...

Preferred Suppliers

In order to check if a preferred supplier is already available, please contact Ariba PURCHASING PORTAL: Ariba For additional support please contact IOS: IOS CONTACT: IOS Team

In order to check if a preferred supplier is already available, please contact Ariba PURCHASING PORTAL: Ariba For additional support please contact IOS: IOS CONTACT: IOS Team

Print – must use Paragon Creative and Digital – selection of preferred vendors available Permanent Recruitment – must use AMS Office Supplies – must use Lyreco Travel – must use KDS

You can check for preferred suppliers by logging into Ariba Medtronic Purchasing Portal: Ariba Please login with your Medtronic enterprise ID

You can check for preferred suppliers by logging into Ariba Medtronic Purchasing Portal: Ariba Please login with your Medtronic enterprise ID

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Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

Ism Policies and guidelines

Please check the following policies on the Medtronic Policy Portal Global PO Payment Policy Involve Indirect Supply Management EMEA for all engagements with annual spend of 250K or more and all Professional services engagements regardless of spend Global Procurement Policy Engage with preferred suppliers for Learning & Leadership Development services Learning & Leadership Development services Engage with preferred suppliers for Translation Services Translation services Engage with preferred suppliers for Promotional Print and Promotional Items Print Policy (EMEA) EMEA Promotional Items Policy

Please check the following policies on the Medtronic Policy Portal Global PO Payment Policy Involve Indirect Supply Management EMEA for all engagements with annual spend of 250K or more and all Professional services engagements regardless of spend Global Procurement Policy Engage with preferred suppliers for Learning & Leadership Development services Learning & Leadership Development services Engage with preferred suppliers for Translation Services Translation services Engage with preferred suppliers for Promotional Print and Promotional Items Print Policy (EMEA) EMEA Promotional Items Policy

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Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

RFI An RFI is a Request for Information

Market a monopoly Single source arrangement Lower spend Other

High spend, strategic, complex projects Hard data for analysis and comparison required Need comparison of responses, costs and vendors Solicit bids for a project to support negotiation

ISM will support you in aligning sourcing strategy with business need.

Sourcing methodology

Little knowledge of product/services/market Need to support information gathering in a structured way .

RFP An RFP is a Request for a Proposal

Direct Negotiation

ISM Contacts; Ela Drummond   - UKI Strategic Sourcing Specialist  Malgorzata (Gosia) Moleda - Senior Sourcing Supervisor, North Western Europe Region

ISM Contacts; Ela Drummond   - UKI Strategic Sourcing Specialist  Malgorzata (Gosia) Moleda - Senior Sourcing Supervisor, North Western Europe Region

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Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

Acronyms: GDPR = General Data Protection Regulation              GSO = Global Security Office

General Data Protection Regulation (GDPR)

Click here for Process Flow

WHAT ARE GDPR RISKS? Sharing of Personal Data  Sharing of Business Data  Connection to Medtronic network or systems

The following questions should be considered; Will the supplier be provided or have any information that could identify an individual?  Will there be a network connection made to join Medtronic network to the supplier network?  Will the supplier have remote access to the Medtronic network or data?  Will there be any exchange of Medtronic business data between Medtronic and the supplier?

Where there is a GDPR risk the requestor should complete the Security and Privacy Intake Request

Where there is a GDPR risk the requestor should complete the Security and Privacy Intake Request

OUTCOME Once the review is complete, a final security risk outcome will be awarded. A detailed report will be provided to the requestor providing a breakdown of the issue, risk, rating, recommendation and date for review. Where a GDPR risk is identified, ISM will include the Data Protection exhibit in the contract.

IN SCOPE An application provided by a Third Party Medtronic relying on a vendor to protect data Legal binding agreement with Third Party Direct impact to a Medtronic product Medical device capable of collecting and/or transmitting personal info Connectivity between Medtronic and external systems Firmware, driver, or code signing Architecture or design changes Code changes Connectivity and/or URL changes Upgrade, migration, or consolidation of applications Changes data classification or previous GSO assessment A mobile application developed by Medtronic An application hosted in the cloud Changes to internal or external authentication Using standard single sign on (SSO) Using an email address to log into an external application Access to request certificates or encrypt data Vendor impersonating email as 'medtronic.com' (DMARC) or sending email as 'medtronic.com’ Need to identify or remediate security vulnerabilities

Click here for Job Aid

Third Party Risk Resources

Third Party Risk Resources

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Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

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CONSULTANCY

MARKETING

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RISK A

RISK A

RISK B

RISK TBA*

RISK TBA*

RISK TBA*

RISK TBA*

RISK TBA*

RISK TBA*

RISK TBA*

*Where risk is listed as TBA, further questions may be required depending on their product or patient related impact

Quality risks

Where there is a potential quality risk, ISM will engage the quality department for review. If there is a quality impact a risk level may be assigned to that supplier, please see table 1 and examples of high-risk categories. For certain high-risk categories, vendors may be subject to;  Quality review and supplier audits  Internal and external audits SOPs Additional contracts The Supplier Management Procedure can be found on the QMS portal

Where there is a potential quality risk, ISM will engage the quality department for review. If there is a quality impact a risk level may be assigned to that supplier, please see table 1 and examples of high-risk categories. For certain high-risk categories, vendors may be subject to;  Quality review and supplier audits  Internal and external audits SOPs Additional contracts The Supplier Management Procedure can be found on the QMS portal

QUALITY CONTACT; Valeria Till – Quality Systems Specialist

QUALITY CONTACT; Valeria Till – Quality Systems Specialist

Acronyms: ISM = Indirect Supply Management      SOP = Standard Operating Procedure        QMS = Quality Management System

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Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

WHAT IS IR35? IR35 is another name for the off payroll working rules. It’s designed to assess whether a contractor is a genuine contractor rather than a disguised employee for the purposes of paying tax. IR35 is designed to prevent workers from avoiding tax by operating as contractors. WHAT IS CHANGING? Under the off-payroll rules from April 2021, the responsibility for determining a contractors IR35 status falls with Medtronic as the end client receiving the service. Medtronic will now be responsible for determining the IR35 status of its off-payroll workers and will be held liable for the costs of tax avoidance where the determination is incorrect REQUESTOR RESPONSIBILITIES CXC Global are our preferred partner who support us through this process and mitigate the risk to Medtronic. An assessment will need to be initiated on your contractor through the CXC Comply tool.

IR35 HM Revenue & Customs

IR35 risks

In Scope; Consultants Contingent Workers Indirect Vendors (One man band) HCPS …registered in the UK

If you need to initiate an assessment, please contact;  IR35 Contacts CXC Jo Pover – Client Services Manager 07506 516 377

If you need to initiate an assessment, please contact;  IR35 Contacts CXC Jo Pover – Client Services Manager 07506 516 377

Medtronic IR35 Mailbox

Medtronic IR35 Mailbox

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If you think your project has a H&S risk, please contact;

Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

Health and Safety risks will need to be assessed by the EHS department   Examples include, but are not limited to;  Facilities/Building Equipment, Equipment Maintenance and Construction Services Utilities (water/gas/electric), Cleaning/Landscape services and Waste removal Sterilization Services & Consumables Chemicals (except adhesives) Freight/Transportation Lease cars & Airfare Packaging Consumables Consumables related to Research & Development, Laboratory & Cleanroom and Mammals & Cadaver Mammal/Animal Covid related risks Radiation

H&S CONTACT; Kate Brown - EHS Supervisor

H&S CONTACT; Kate Brown - EHS Supervisor

H&S Risks

Radioactive

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Once a supplier has been through the vendor selection process with ISM, they will be awarded a contract. ISM should be involved in all stages of contract set up and negotiation. Contracts should be issued on 60 day payment terms for UKI and 90 days for other countries in EMEA. Agreements should be signed by an authorized legal signatory as defined by Medtronic Final signed agreements are stored by ISM on the Ariba Contracts Portal.

A long form contract (rather than just a Purchase Order) is required when any of these criteria are met: Medtronic needs any warranties; or Medtronic needs to own any intellectual property rights; or Medtronic needs confidentiality assurances from supplier; or Licensing is involved including any IT, cloud, or hosting services, or patents; or The item or service that is purchased is an integral or critical part of a device or Medtronic service to customers; or Customization in any way of any good or service; or Medtronic requires continuity of supply; or The supplier will have access or connection to Medtronic devices or systems; or The supplier will have access to or store or process personal data or protected health information; or The supplier will have access or store business sensitive confidential information; or Any contract with significant risk (e.g., installing heavy equipment, any construction or participating in any activity where there is a medium to high risk of injury, death, property damage, third party claims, environmental hazards, etc.). A Purchase Order may be used if the above items are not implicated.  A “long form contract” is any contract that is fully executed by both parties.

Examples of standard contracts; MSA (Master Services Agreement) – Multiple supplier use  SOW (Statement of Work) – To be used with MSA, details scope of work  Standalone Agreement – one time supplier use  CDA – Confidential Disclosure Agreement

Where we require additional protection, additional contract exhibits may be required; Data Protection Exhibit Insurance Exhibit Technology Services Exhibit  Marketing Services Exhibit Business Consultancy Agreement  Travel Exhibit  Invoice Requirement

Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

Contract with solid fill

Contracts

ISM CONTACTS; Ela Drummond   - UKI Specialist  Malgorzata (Gosia) Moleda - Senior Sourcing Supervisor, North Western Europe Region

ISM CONTACTS; Ela Drummond   - UKI Specialist  Malgorzata (Gosia) Moleda - Senior Sourcing Supervisor, North Western Europe Region

ACRONYMS: ISM = Indirect Supply Management                                             IOS = Internal Operation Support                                                 PO = Purchase Order

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BUSINESS CASE Once a request for new goods or services is identified, you must engage with ISM as early as possible and prior to selecting a supplier. ISM can support you with the RFP process and support negotiations. The preference is for preferred suppliers to be used as these suppliers have pre negotiated rates and contracts.  Where a preferred supplier is not available, you must engage with ISM.

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Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

IOS CONTACT; IOS Team

IOS CONTACT; IOS Team

ISM will assess; Is there a preferred supplier available?  Do we have a contract?  Has ISM been engaged in the vendor selection process through Ariba?  Is an RFP required? What is the associated quality risk?  What is the GDPR risk?  Are there any IR35 associated risks? If there is a quality risk the quality department needs to be engaged for assessment.  If there is a GDPR risk, you will need to initiate a GSO review with the GSO team. Please remember, as policy Medtronic's payment terms are 60 days .  All new vendors will be informed of the 60 days payment terms when they are set up on the system.

ACRONYMS: ISM = Indirect Supply Management                        GDPR  = General Data Protection Regulation               IR35 = Tax Regulation                                                        GSO = Global Security Office       QA = Quality Assurance RFP = Request for Proposal

Document

Business Case Questions from ISM

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New vendor request Form

Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

Company code for which the supplier will be used: Description of the goods/service provided: Why is the goods/services needed? Please explain why an existing supplier cannot be used: Will the supplier be used more than once? Who from ISM has been involved? When is the goods/services needed? What is the anticipated spend with the supplier over the next 12 months?

IOS Contact; IOS Team

IOS Contact; IOS Team

Will the procured item/service potentially impact product quality and/or reliability? Will the procured item/service potentially impact decisions related to product quality or quality compliance? Will the procured item/service be included in any quality verification, validation and/or registration activity?

Please make sure to align with your local EHS representative before creating a supplier that provides any of the following: Facilities/Building Equipment, Equipment Maintenance and Construction Services Utilities (water/gas/electric), Cleaning/Landscape services and Waste removal Sterilization Services & Consumables Chemicals (except adhesives) Freight/Transportation Lease cars & Airfare Packaging Consumables Consumables related to Research & Development, Laboratory & Cleanroom and Mammals & Cadaver Mammal/Animal

QUALITY QUESTIONS

PROCUREMENT INFOMATION

ENVIROMENTAL, HEALTH & SAFTEY (EHS)

ACROYMS: EHS = Environmental Health & Safety

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IOS CONTACT IOS Team ;

IOS CONTACT IOS Team ;

New vendor request Form validation

The following information should be sent to IOS to support supplier validation; Full validation requirements can be found here Please note this detail needs to be on company letterhead paper and in PDF format only. Please ensure the PDF letterhead contains a signature and provide a pro forma invoice OR bank statement. NB: All these details are mandatory; the Vendor Master Team will not be able to submit the request without them.  Once the IOS team has collected the required information, they will route new vendor request will to the IPC team. The IPC team is the procurements operations department, it is their role to validate the supplier and gather approvals from ISM. Once approved with ISM the IPC team will send it to the Vendor Master team to be set up in SAP. Once actioned the vendor number is then provided back to the IPC team.

The following information should be sent to IOS to support supplier validation; Full validation requirements can be found here Please note this detail needs to be on company letterhead paper and in PDF format only. Please ensure the PDF letterhead contains a signature and provide a pro forma invoice OR bank statement. NB: All these details are mandatory; the Vendor Master Team will not be able to submit the request without them.  Once the IOS team has collected the required information, they will route new vendor request will to the IPC team. The IPC team is the procurements operations department, it is their role to validate the supplier and gather approvals from ISM. Once approved with ISM the IPC team will send it to the Vendor Master team to be set up in SAP. Once actioned the vendor number is then provided back to the IPC team.

ACRONYMS: ISM = Indirect Supply Management                IOS = Internal Operation Support IPC = Indirect Purchasing Center

Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

Document

Name of Bank  Account Number Sort Code IBAN  SWIFT Code VAT Number Company Registration Number Email address

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Update SAP records

New vendor add & change process for Indirect Vendors

Requester

IPC

Vendor Master

IPC

2. Inputs details of request via  intake form

3. Review request & g et ISM approval

6 . Review &  Process

4. Gather supplier documentation

Gather input Get any required validation documentation

Intake form Intake form contains high level information Only for indirect vendors

IPC

5. Fill out VM Form & Submit to VM

Submit request to VM Fill out VM form Submit to VM

IPC

7 . Receive confirmation from VM & inform requester

Review Review request Get ISM approval if required

Communicate Receive confirmation from VM Inform requester

Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

Acronyms: ISM = Indirect Supply Management                  IPC = Indirect Purchasing Centre                 VM = Vendor Management

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IOS

1. Initiate request via  IOS team

Communicate Email IOS

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Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

Who are IPC?

The global Indirect Purchasing Center (IPC) is an organization that manages all purchase order (PO) requests and other buying activities for indirect goods and services. IPC will be contacted by the IOS team for topics like: 'How to' questions on Medtronic Purchasing Portal (Ariba)/SAP system functionality.  Questions related to Procurement policies or procedures.  Requisition status and adjustments requests.  PO status and adjustments requests.  Invoice mismatch status requests.  Status of your Request/Ticket. Indirect vendor adds and changes Please note that in the first instance, IOS should still be you first point of contact for these queries.

IOS CONTACT; IOS Team

IOS CONTACT; IOS Team

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IOS CONTACT; IOS Team ECATS CONTACT; ECATS Team – PO for HCP related Spend

IOS CONTACT; IOS Team ECATS CONTACT; ECATS Team – PO for HCP related Spend

Purchase order requests

Requestors must raise the purchase order with IOS  prior  to goods and services being received in order to be complaint and avoid escalations. This ensures that there is an approval  of the expenditure. Any  invoice raised retrospectively must be signed off via email from EMEA Financial Controller, Ward Duchossoy.  Indirect goods and services are purchased through Ariba with a PO using preferred suppliers. In order for a supplier to be awarded preferred status, you must work with Procurement throughout the supplier selection and contracting process in line with the Global Procurement Policy . ​

Requestors must raise the purchase order with IOS  prior  to goods and services being received in order to be complaint and avoid escalations. This ensures that there is an approval  of the expenditure. Any  invoice raised retrospectively must be signed off via email from EMEA Financial Controller, Ward Duchossoy.  Indirect goods and services are purchased through Ariba with a PO using preferred suppliers. In order for a supplier to be awarded preferred status, you must work with Procurement throughout the supplier selection and contracting process in line with the Global Procurement Policy . ​

Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

ACRONYMS: ISM = Indirect Supply Management                IOS = Internal Operation Support          PO = Purchase Order                                                  HCP = Healthcare Professional

Approvals

In order to raise a purchase order, it is mandatory that you provide the IOS team  with the following information. P lease ensure all required information is provided in order to prevent delays in raising your PO; Vendor name and vendor number if known: A PDF quotation/pro forma invoice from the supplier on their headed paper (*must not be an invoice) : Check full amount is included on the quote including correct currency and VAT if applicable. (Where raising an annual or framework PO, the new yearly amount and previous years spend is required): Cost centre: Select which Medtronic Company code: UK 3700/Ireland 3800/Covidien 3812 Suppliers Email address: Full, detailed description of the goods/service: Business Rationale of the spend: PO Requesters name (if you are requesting on behalf of someone else): Manager approval if necessary:

In order to raise a purchase order, it is mandatory that you provide the IOS team  with the following information. P lease ensure all required information is provided in order to prevent delays in raising your PO; Vendor name and vendor number if known: A PDF quotation/pro forma invoice from the supplier on their headed paper (*must not be an invoice) : Check full amount is included on the quote including correct currency and VAT if applicable. (Where raising an annual or framework PO, the new yearly amount and previous years spend is required): Cost centre: Select which Medtronic Company code: UK 3700/Ireland 3800/Covidien 3812 Suppliers Email address: Full, detailed description of the goods/service: Business Rationale of the spend: PO Requesters name (if you are requesting on behalf of someone else): Manager approval if necessary:

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invoices

Where should suppliers send invoices? Suppliers should send invoices directly to Accounts Payable: invoice@medtronic.com Supplier invoice queries should be sent to:   fsscaccountspayable@medtronic.com   /  AP: (+31)45-5668222, option 1                            Internal invoice queries should be sent to the PTP Team            Medtronic operates a No PO, No Pay policy . Therefore, if an invoice is issued without a correct purchase order, it will not be PTP compliant and will be rejected and sent back to the supplier.   Exceptions to the policy can be found in the Global PO Payment Policy  Payment runs are made on Tuesdays and Thursdays

Where should suppliers send invoices? Suppliers should send invoices directly to Accounts Payable: invoice@medtronic.com Supplier invoice queries should be sent to:   fsscaccountspayable@medtronic.com   /  AP: (+31)45-5668222, option 1                            Internal invoice queries should be sent to the PTP Team            Medtronic operates a No PO, No Pay policy . Therefore, if an invoice is issued without a correct purchase order, it will not be PTP compliant and will be rejected and sent back to the supplier.   Exceptions to the policy can be found in the Global PO Payment Policy  Payment runs are made on Tuesdays and Thursdays

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Dollar with solid fill

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Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

AP CONTACT; Supplier Invoice Address Supplier Invoice Queries / (+31)45-5668222, option 1                            PTP CONTACT; PTP Team

AP CONTACT; Supplier Invoice Address Supplier Invoice Queries / (+31)45-5668222, option 1                            PTP CONTACT; PTP Team

ACRONYMS: PTP = Procure to Pay              IOS = Internal Operation Support          PO = Purchase Order

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Payment terms & Urgent Requests

PAYMENT TERMS Medtronic’s payment terms in the UK and Ireland are  60 days, this is company policy. All new vendors will be informed of the 60 days payment terms when they are set up on the system.

Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

ACRONYMS: IOS = Internal Operation Support

URGENT REQUESTS In exceptional circumstances an urgent payment request may be required. This will need to be signed off by the Financial Controller, Ward Duchossoy. Please note that in some circumstances this request may be rejected and a PO should always be raised prior to requesting goods and services. The urgent request template will need to be completed by the requester and provided to the PTP Team. For urgent requests please contact  UK&I PTP .

URGENT REQUESTS In exceptional circumstances an urgent payment request may be required. This will need to be signed off by the Financial Controller, Ward Duchossoy. Please note that in some circumstances this request may be rejected and a PO should always be raised prior to requesting goods and services. The urgent request template will need to be completed by the requester and provided to the PTP Team. For urgent requests please contact  UK&I PTP .

IOS CONTACT; PTP Team

IOS CONTACT; PTP Team

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Corporate cards (AMEX)

Corporate credit cards can be used across Medtronic to support business spending and expenses where the employee is on business travel. This can be inside or outside of the employees country of employment.  Examples of spend include; business lunch and individual meal expenses. AMEX cards can be used to book travel such as airfare, train or hotel costs through the travel booking tool. Please see Travel Policy . If you would like to apply for a corporate credit card, please send your request to the IOS Team . Please include your line managers approval.

Corporate credit cards can be used across Medtronic to support business spending and expenses where the employee is on business travel. This can be inside or outside of the employees country of employment.  Examples of spend include; business lunch and individual meal expenses. AMEX cards can be used to book travel such as airfare, train or hotel costs through the travel booking tool. Please see Travel Policy . If you would like to apply for a corporate credit card, please send your request to the IOS Team . Please include your line managers approval.

AMERICAN-EXPRESS' i , 80

P2P Guidebook |   May  2021   |   Confidential, for Internal Use Only

EXPENSE EXPRESS

EXPENSE EXPRESS

IOS CONTACT; IOS Team

IOS CONTACT; IOS Team

AMEX HELPDESK; 0800 917 8031 or +44 1273 622 600

EXPENSE POLICY

EXPENSE POLICY

TRAVEL POLICY

TRAVEL POLICY

MOBILE APP

MOBILE APP

Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

Scene 22 (16m 6s)

Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

Travel Booking (KDS)

Suitcase

KDS Neo should be used to book business travel, this includes the following;  Hotels  Trains  Airfare  Taxis  Hire Cars Please note, you must have approval from your line manager before booking your trips in KDS.

KDS Neo should be used to book business travel, this includes the following;  Hotels  Trains  Airfare  Taxis  Hire Cars Please note, you must have approval from your line manager before booking your trips in KDS.

CLICK GUIDEBOOK FOR KDS FAQ

Link for tool for all countries except Ireland Link for tool for Ireland

Link for tool for all countries except Ireland Link for tool for Ireland

KDS HELPLINE; GBT Online Team: + 44 203 788 3610

TRAVEL POLICY

TRAVEL POLICY

Please see user guide for information on;  How to book a trip  How to book a multi trip  How to Modify/cancel  a trip More

Airplane

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P-cards

Internal Indirect spend

P-CARD EFFICENCIES Increase employee convenience and satisfaction Reduce workload, allowing increased focus on more strategic, value-adding activities Improve accuracy No new vendor request s  & no PO creations Easy payment method – physical card (MasterCard) Small suppliers not waiting 30/60/90+ days for payments Expense Express - u se of the system that I know HIGHLIGHTS : Internal spend only ( not HCP related) 1 card = 1 cost centre      (NB: this does not necessarily mean that all cost centres have a card) Monthly limits

P-Card is a name for purchasing cards. P-cards ( Bank of America) are used in Medtronic where spend is below £5k in the following categories;

Typical examples of when a P-card should be used are:  Flowers, landscape services Office supplies that could not be fulfilled by OneSource catalogs or other Procurement systems Janitorial supplies Participation in seminars / Fairs / Membership and Dues Minor repairs services / minor facility services Catering / cafeteria services for employees Publications of annual newspapers / Books

Credit card

P2P Guidebook |   May  2021   |   Confidential, for Internal Use Only

Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

Scene 24 (17m 18s)

Supplier Engagement Guidebook UKI |   July  2021   |   Confidential, for Internal Use Only

Contacts & Useful links

POLICYS Global Procurement Policy   Global PO Payment Policy  Travel Policy

CONTACTS IOS TEAM IOS T eam PTP Team AP TEAM Invoice submission:   invoice@medtronic.com Invoice queries: fsschelp@medtronic.com ISM TEAM Ela Drummond – Strategic Sourcing Specialist Malgorzata (Gosia ) Moleda – Strategic Sourcing Supervisor NWE QUALITY Valeria Till  - Quality Systems Specialist  EHS TEAM Kate Brown - EHS Supervisor IR35 TEAM IR35 Mailbox – Client Services Manager Jo Pover – Client Services Manager ECATS TEAM ECATS Team – PO for HCP related Spend

Expense Policy Policy Portal Promotional Print EMEA Promotional Items

ACRONYMS ISM Indirect Supply Management IOS Internal Operation Support GDPR General Data Protection Regulation IR35 Tax Regulation (Off Payroll Working Rules) HCP Healthcare Professional RFP Request for Proposal RFI Request for Information PO Purchase Order P2P Procure to Pay GSO Global Security Office IPC Indirect Purchasing Centre VM Vendor Management

WEB LINKS Ariba QMS portal   Supplier Management Procedure    KDS KDS Ireland  Expense Express   PTP Value Stream