Procurement Management System (PMS) is a web based tool which simplifies procurement monitoring for any organization. The system has a central product catalog which contains an exhaustive list of commodities from which users will submit requisition or plan the commodities they want to procure. Then when the real procurement starts – the process flow, commodities, contracts, purchase price, receive & payments can be monitored in PMS with only a few clicks. Vendor monitoring becomes easier as the PMS will contain a searchable database of all past and present vendors of goods and services. PMS will have the following benefits – • Procurement process streamlined using central product catalog • Online requisition and packaging will ensure timely procurement • Monitoring of procurement process to ensure transparency • Monitor vendor performance • Identify procurement delay and bottlenecks • Reduce the cost of procurement and deliver better value for money • Comparative analysis of procurement by different departments & branch offices Modules- 1. Product Catalog: A list of products which an organization generally procures. The catalog can be managed by an authorized person (or department) who will add new products if not available in the catalog. Products are categorized as groups/subgroups for easier management. 2. Procurement Requisition/Plan: In a central procurement system, users will submit requisitions of goods. If local procurement is allowed, users will be able to plan to procure commodities themselves. 3. Procurement Tracker: In central procurement, purchasing authority will create and execute packages based on consolidated requisitions submitted by different users. In local procurement, users will be able to generate packages themselves. These packages will contain commodities, contracts, contract items, receive and payment information. Overall package status will be available in a Dashboard for monitoring. 4. Vendor Database: Vendors receiving contracts and even potential vendor information will be available in the database.

1. November 30, 2012

2.  A web portal to maintain & monitor procurement
process at different levels of an organization

3.  To establish a standard product list
 To submit online indents/plans by different
departments/branches
 Auto consolidation of indents/procurement
plans
 To Track procurement packages online
 Efficient and transparent procurement
management

4. Product Catalog
Procurement Plan
Procurement Tracker

5.  Product catalog with proper specifications
accessible to all entities
 Only authorized persons allowed to add or update
product list with specifications
 Each product will be identified by
unique code (Stock Keeping Unit - SKU)
 All Procuring Entities can ask for new product to be
included
 National & international indicative price to support
better planning

6. Flexible multi-
level product
groups
Each product group may Select an item to display
have any number of items details and specifications

7.  Different entities will submit Procurement
requirements online by -
 Selecting items from the approved Product
Catalog
 Entering quantities required and
 Entering expected delivery dates
 Consolidated procurement plan generated
automatically
 Online approval of submitted plans
 Central procuring department will -
 Review submissions, develop packages based on
approved procurement plans

8.  Procurement Packages can be tracked
through interactive Dashboard
 Stakeholders have immediate access to
updated package status
 Facilitates efficient and effective procurement
management
 Promotes good governance, transparency
and competition

9. Drill Down to see more
details
Goods receipt status
Individual package status
by date
Overall
package
status
Package
status by
milestones

10.  Unified Product Catalog assists efficient procurement
 Central monitoring of procurement ensures transparency
 Easily eliminate procurement bottlenecks
 Build up contractor & historical price database
 Comparison of purchase price among different entities

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