P pro log description 010312


Published on

Published in: Technology, Business
  • Be the first to comment

  • Be the first to like this

No Downloads
Total views
On SlideShare
From Embeds
Number of Embeds
Embeds 0
No embeds

No notes for slide

P pro log description 010312

  1. 1. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Description of (Pro-Log) Public Procurement & Logistics ManagementSystemProcurement Management for the Public Sector has to adapt to the principles of high quality level ofservices in a corporate culture of quality in order to achieve its goal in pursuing the followingobjectives:  Sustained procurement operations to secure availability of Goods  Acquisition of high standard quality of Supplies  Timely processing of procurement to meet deadlines for required deliveries  Economic operation of Procurement Management in the Public Sector  Integrity and transparent use of budgets/funds  Compliance with procurement procedures prescribed by Government/Donors/Lenders  Equal opportunity for all bidders through fair International and Local Competition.  Know-how transfer and exchange of information between PMU, other Procurement Entities within Public Facilities and the Clients.The implementation of a computerized Quality Procurement System is essentially required toSecure the vital interest of the purchaser with regard to Economical Acquisition of Goods Adequate Quality of Goods Timely Receipt of Goods Appropriate Use of Funds for GoodsEnhance competitiveness to achieve greater value in national budgets, while developing local industryCombat fraud and corruption to eliminate the threat of unethical trade practices to competitivenessFor the designated provider for Supplies to the Public Sector, the desirable outputs deriving fromimplementation of a Quality Procurement System should include: Standardized products and supplies are procured on a continued base at consistent high quality and economical quantities. Products and supplies are available to relevant Facilities from Main & Regional Stores at any given time and at competitive prices. The Quality Procurement System is fully compliant with procurement procedures prescribed by Government & Donors 1
  2. 2. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Public Procurement & Logistics Management SystemMulti-user Server-Client SystemA website (www) based system is in preparationBecause of the unique structure of this very comprehensive application database, developedspecifically to comply with the requirements for procurement under IDA guidelines and under PublicGovernment regulations, the user is guided through each step in the process to secure correctsequence of activities and approvals. The security measures in place prevent manipulation of dataat all relevant levels, thus making it an ideal professional tool for Procurement Units that have tocomply with public / donor procurement regulationsThe Server-Client based “ PPro-Log” Database in modular structure consistent of: 1.1 Source Module Product specifications are standardized and based on minimum technical requirements, authorized by senior procurement staff on 4eye principle. Product(s) (specifications) are assigned to product groups with classification level up to 6 digits 2
  3. 3. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Each product has a unique title, a unit pack description, UP price. The specifications containmain features and minimum technical requirements. Etc. The estimated UP prices are updatedautomatically at conclusion of tenders. 3
  4. 4. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]The reports available include products, specifications, modules as well as general specifications andISO/WHO coding etc A sample product specification 4
  5. 5. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Supplier/bidder data, including supply profile are established based on verifiedinformation and authorized by senior procurement staff on 4eye principle “Who delivers What” provides relevant information on supply sources and identifies potential bidders for DP, RFQ and RT procedures at time of tender preparation, etc. 5
  6. 6. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE] 1.1 Project ModuleRelevant Project data, like Work plan / Procurement Plan are maintained to ensureprocurement activities linked and remain within funds/allocations available.Based on the basic data entered when creating a new project, project components,Objectives and Activities are computed per reporting period together with relevantallocations to provide the time- and financial-framework. 6
  7. 7. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]The specific technical requirements are entered by selecting suitable products from thesource DB and add them to the relevant objectives/activities, including the requiredquantities.The project requirements reports are grouped as structured in the workplan for reviewand approval by the program 7
  8. 8. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Attached relevant specificationsCompiling of tenders is done by sorting similar products/items of the total list ofrequirements and under consideration of most economical sources ( manufacturer /wholesaler etc) etc., suitable for competitive tendering procedures. Part tendering canalso be considered. 8
  9. 9. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE] Sample of a selected group of items for competitive tenderingBased on relevant thresholds and/or conditions as set by the relevant procurementregulations, the most appropriate Procurement Method for the compiled group of items areproposed by the system and authorized by senior staff on 4eye principle. ProcurementMethods, except the OT are generally to be approved by the relevant Tender boards beforeadvertisement, and deviations have to be justified.accordingly 9
  10. 10. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]The Procurement Schedule is established based on tender no, title estimated cost, andstatus giving planned, scheduled and actual dates. The Procurement schedules updatesitself whenever relevant activities are completed. The scheduled dates refer to expectedcompletion of activities.Quarterly Cash flow Forecast is based on scheduled supply contract signing dates andprovide essential information for financial management 10
  11. 11. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE] 1.2 Tender Module Standardized procedures in compiling the tender documents ensure efficient and consistent processing of tenders. All data, including minimum technical and commercial requirements are well documented and evaluation criteria are clearly defined to ensure clarity and transparency in the tender process.The general tender data establish the legal base for the tender process. Price schedules areestablished based on intended Lot or Item-wise tendering and the 11
  12. 12. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]All Sections, except ITT/ITB, GCC and Forms are established here and compiled to aTender(bidding) document .Sample of a Price Schedule 12
  13. 13. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Sample of a Schedule of RequirementsBidder’s registration at time of acquisition of tender documents 13
  14. 14. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Project Status Report on Tenders in process 1.1. Bid Opening Module Entry screen at time of bid opening. “Closing” of opening session by authorized staff before printing summary report prevents anyone from re-entering the opening entry screen to avoid manipulation. 14
  15. 15. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]The relevant data extracted from each bid are verified in the opening procedure and computedfor public announcement. For more transparency, the data computed are projected for viewingwhile announced by the chairman. 15
  16. 16. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]A summary chart compiled after official closing of the opening session and distributed at the endof the session to the participating bidder’s provides all relevant information of all bids openedand announced. 16
  17. 17. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]1.3 Evaluation ModuleExamination/Evaluation of bids is done in 4 steps, each step has to be authorized beforethe next step can be processed. No return to previous step possibly except by authorizedstaff. A record shows authorized re-entries with name and date.Preliminary examination of general responsiveness to the tender(bidding) documents 17
  18. 18. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Technical examination of responsiveness to the tender(bidding) documentsSample Table: Technical examination 18
  19. 19. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Financial Examination, including corrections, discounts, evaluation criteria relatedadditions and adjustments.Sample Table: Corrections and Discounts/ Currency conversion 19
  20. 20. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Sample Table: Additions, Adjustments and DeviationsSample Table: Post Qualification 20
  21. 21. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Sample Table: Price comparison1.2. Approval ModuleThe evaluation report compiled in the database is comprehensive, transparent and fully inline with international requirements i.e. IDA evaluation guidelines/ Gov procurementguidelines. Approval procedures have to be adhered to in order to process contractsEvaluation Report ( Agenda)Adjudication, Approvals and “no Objection” registration 21
  22. 22. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]1.4 Contract Module For the contract management activities, which refer to awards, payment requests, shipments, taking delivery and payments, all relevant documentation are computed and individual journals maintained in line with international practice to ensure transparent management of contracts and funds. 22
  23. 23. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE] Confirmation of contract dataNotification of award and contracting 23
  24. 24. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Sample form: Notification of award 24
  25. 25. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Sample form: Supply ContractList of items procured per contract 25
  26. 26. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Monitoring Calls for shipment and DeliveriesMonitoring Shipments 26
  27. 27. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Processing Shipment documents, duty exemption, clearance and taking deliveryProcessing Suppliers invoices and payment requests 27
  28. 28. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Computing suppliers invoicesSample report: Suppliers invoice details 28
  29. 29. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Taking delivery, by registering means of delivery (packs)Taking delivery, by verifying quantity/contents of packs and quality (quantity and quality assurance) 29
  30. 30. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Sample list of received goodsSample list of accepted goods after receipt 30
  31. 31. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Payment to SuppliersProcessing payment, verification of payment requests and availability of funds 31
  32. 32. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Sample form: Payment order to Commercial BankComputing payments after transfer 32
  33. 33. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Sample report on deliveries and paymentsSample report on pending invoices 33
  34. 34. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Sample report: Balance sheet supplier XXXSample report: Project Status report on Payment 34
  35. 35. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE] 1.5 Financial Management Module Management of funds for servicing of supply contractsProcessing of pending Invoices to the client for contracts signed, procurement fee, etc 35
  36. 36. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Processing specific invoice to the clientSample form: Invoice to client against supply contracts signed (contract amount) 36
  37. 37. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Sample form: Invoice to client against supply contracts signed (committed allocations)Processing receipt of funds from Client into Trustee account 37
  38. 38. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Processing transfer of funds into Component accountsSample report on Status of invoicing 38
  39. 39. IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]Further enhancement of the to the Public Procurement and Supply Chain ManagementSystem are in progress Sample i.e. for Ministry of Health Procurement & Supply Chain Management Concept Procurement and Supply Chain Management System Total Facilities Requirements Database Drug / Facilities Requirements Health Sector PROCUREMENT PLAN Requirements Predicted for 3 to 5 years Standardization of Essential Drugs, Public Health Total Treatment Schemes Scheme Standard And Facilities Government Drug Donor A Donor B Donor C Requirement Allocations Allocations Allocations Allocations Total Accumulated tender requirements Replenishment Subject to stock level and allocation available Drug Prescription Requirements HF Drug Taking and Stock Card Entry Store Requisition Below Response minimum to Health Facility remaining imbalance Replenishment contract of Drug Requests Qtys requirement Replenishment Drug Consumption Request Stock Card Exit Compiling Health Facility Approval tender Min.-Maxi PSCMS & commitments documents Stock Bin Card Transfer Remaining to contract stock Drug Proc Module First call Reservation Inventory for shipment Tendering Below minimum Stock PSCMS Procurement Minimum Contract Delivery Call for Logistics & Maximum Inventoried Management Shipment Warehouse Stock Evaluation Inventory Delivery entrance & schedule recommendations Distribution Issue Tracking voucher Shipment advice Award of Compiling stock Taking Delivery MTC approval ETS / ETA contract for distribution 1.3. Procurement Planning Module The need assessment tool as part of the procurement planning module determines to a high degree the requirements of supplies for the Public Sector in the Country. 1.4. Budgeting (Donor/Gov Commitments) Linked to the inventory module with actual stock movements, replenishment requirements are computed to permanently adjust the forecasted requirements on a “five year procurement plan” and to initiate re-tendering procedures. Based on the funding arrangements made with Gov and Donors, dedicated Procurement Guidelines and regulations will to be obtained accordingly, i.e procurement under IDA credit follows IDA guidelines; GF funds follow Gov guidelines + GF QA guidelines etc 1.5. Logistic Management System 1.5.1. Inventory Module 1.5.2. Tracking Module 1.5.3. Logistics Information System The inventory system as a sub- module assigns accepted goods with an inventory code/bar code for intermediate 3D storage at the 2 levels MS and RS. Goods received at DH level remain in stock until released to facilities. Replenishment at DH level initiated on minimum / maximum / save stock basis and in the quantity as per lead time / consumption calculation. As a result, the procurement and supply chain default logistics is on demand, but allows vertical supply systems to co-operate parallel. As an overall effect, requirements and supplies for sector goods are balanced and within secures that “supplies are available to Facilities from Main & Regional Stores at any given time”. 39