P pro log description 010312

IPPLC (K) Ltd. [PRO-LOG PROCUREMENT MANAGEMENT SOFTWARE]

Description of (Pro-Log) Public Procurement & Logistics Management
System

Procurement Management for the Public Sector has to adapt to the principles of high quality level of
services in a corporate culture of quality in order to achieve its goal in pursuing the following
objectives:

 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 to

Secure 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 Goods

Enhance competitiveness to
 achieve greater value in national budgets, while developing local industry

Combat fraud and corruption to
 eliminate the threat of unethical trade practices to competitiveness

For the designated provider for Supplies to the Public Sector, the desirable outputs deriving from
implementation 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


Public Procurement & Logistics Management System
Multi-user Server-Client System
A website (www) based system is in preparation

Because of the unique structure of this very comprehensive application database, developed
specifically to comply with the requirements for procurement under IDA guidelines and under Public
Government regulations, the user is guided through each step in the process to secure correct
sequence of activities and approvals. The security measures in place prevent manipulation of data
at all relevant levels, thus making it an ideal professional tool for Procurement Units that have to
comply with public / donor procurement regulations

The 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


Each product has a unique title, a unit pack description, UP price. The specifications contain
main features and minimum technical requirements. Etc. The estimated UP prices are updated
automatically at conclusion of tenders.

3


The reports available include products, specifications, modules as well as general specifications and
ISO/WHO coding etc

A sample product specification

4


Supplier/bidder data, including supply profile are established based on verified
information 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


1.1 Project Module

Relevant Project data, like Work plan / Procurement Plan are maintained to ensure
procurement 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 relevant
allocations to provide the time- and financial-framework.

6


The specific technical requirements are entered by selecting suitable products from the
source DB and add them to the relevant objectives/activities, including the required
quantities.

The project requirements reports are grouped as structured in the workplan for review
and approval by the program

7


Attached relevant specifications

Compiling of tenders is done by sorting similar products/items of the total list of
requirements and under consideration of most economical sources ( manufacturer /
wholesaler etc) etc., suitable for competitive tendering procedures. Part tendering can
also be considered.

8


Sample of a selected group of items for competitive tendering

Based on relevant thresholds and/or conditions as set by the relevant procurement
regulations, the most appropriate Procurement Method for the compiled group of items are
proposed by the system and authorized by senior staff on 4eye principle. Procurement
Methods, except the OT are generally to be approved by the relevant Tender boards before
advertisement, and deviations have to be justified.
accordingly

9


The Procurement Schedule is established based on tender no, title estimated cost, and
status giving planned, scheduled and actual dates. The Procurement schedules updates
itself whenever relevant activities are completed. The scheduled dates refer to expected
completion of activities.

Quarterly Cash flow Forecast is based on scheduled supply contract signing dates and
provide essential information for financial management

10


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 are
established based on intended Lot or Item-wise tendering and the

11


All Sections, except ITT/ITB, GCC and Forms are established here and compiled to a
Tender(bidding) document .

Sample of a Price Schedule

12


Sample of a Schedule of Requirements

Bidder’s registration at time of acquisition of tender documents

13


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


The relevant data extracted from each bid are verified in the opening procedure and computed
for public announcement. For more transparency, the data computed are projected for viewing
while announced by the chairman.

15


A summary chart compiled after official closing of the opening session and distributed at the end
of the session to the participating bidder’s provides all relevant information of all bids opened
and announced.

16


1.3 Evaluation Module

Examination/Evaluation of bids is done in 4 steps, each step has to be authorized before
the next step can be processed. No return to previous step possibly except by authorized
staff. A record shows authorized re-entries with name and date.

Preliminary examination of general responsiveness to the tender(bidding) documents

17


Technical examination of responsiveness to the tender(bidding) documents

Sample Table: Technical examination

18


Financial Examination, including corrections, discounts, evaluation criteria related
additions and adjustments.

Sample Table: Corrections and Discounts/ Currency conversion

19


Sample Table: Additions, Adjustments and Deviations

Sample Table: Post Qualification

20


Sample Table: Price comparison

1.2. Approval Module
The evaluation report compiled in the database is comprehensive, transparent and fully in
line with international requirements i.e. IDA evaluation guidelines/ Gov procurement
guidelines. Approval procedures have to be adhered to in order to process contracts

Evaluation Report ( Agenda)

Adjudication, Approvals and “no Objection” registration

21


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


Confirmation of contract data

Notification of award and contracting

23


Sample form: Notification of award

24


Sample form: Supply Contract

List of items procured per contract

25


Monitoring Calls for shipment and Deliveries

Monitoring Shipments

26


Processing Shipment documents, duty exemption, clearance and taking delivery

Processing Suppliers invoices and payment requests

27


Computing suppliers invoices

Sample report: Suppliers invoice details

28


Taking delivery, by registering means of delivery (packs)

Taking delivery, by verifying quantity/contents of packs and quality (quantity and quality assurance)

29


Sample list of received goods

Sample list of accepted goods after receipt

30


Payment to Suppliers

Processing payment, verification of payment requests and availability of funds

31


Sample form: Payment order to Commercial Bank

Computing payments after transfer

32


Sample report on deliveries and payments

Sample report on pending invoices

33


Sample report: Balance sheet supplier XXX

Sample report: Project Status report on Payment

34


1.5 Financial Management Module
Management of funds for servicing of supply contracts

Processing of pending Invoices to the client for contracts signed, procurement fee, etc

35


Processing specific invoice to the client

Sample form: Invoice to client against supply contracts signed (contract amount)

36


Sample form: Invoice to client against supply contracts signed (committed allocations)

Processing receipt of funds from Client into Trustee account

37


Processing transfer of funds into Component accounts

Sample report on Status of invoicing

38


Further enhancement of the to the Public Procurement and Supply Chain Management

System 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

P pro log description 010312

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