P pro log description 010312

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

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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


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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


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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.


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

A sample product specification


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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.


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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.


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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


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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.


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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


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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


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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


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

Sample of a Price Schedule


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Sample of a Schedule of Requirements

Bidder’s registration at time of acquisition of tender documents


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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.


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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.


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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.


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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


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Technical examination of responsiveness to the tender(bidding) documents

Sample Table: Technical examination


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

Sample Table: Corrections and Discounts/ Currency conversion


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Sample Table: Additions, Adjustments and Deviations

Sample Table: Post Qualification


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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


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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.


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Confirmation of contract data

Notification of award and contracting


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Sample form: Notification of award


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Sample form: Supply Contract

List of items procured per contract


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Monitoring Calls for shipment and Deliveries

Monitoring Shipments


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Processing Shipment documents, duty exemption, clearance and taking delivery

Processing Suppliers invoices and payment requests


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Computing suppliers invoices

Sample report: Suppliers invoice details


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Taking delivery, by registering means of delivery (packs)

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


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Sample list of received goods

Sample list of accepted goods after receipt


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Payment to Suppliers

Processing payment, verification of payment requests and availability of funds


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Sample form: Payment order to Commercial Bank

Computing payments after transfer


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Sample report on deliveries and payments

Sample report on pending invoices


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Sample report: Balance sheet supplier XXX

Sample report: Project Status report on Payment


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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


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Processing specific invoice to the client

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


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

Processing receipt of funds from Client into Trustee account


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Processing transfer of funds into Component accounts

Sample report on Status of invoicing


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

System are in progress

Sample i.e. for Ministry of Health

Issue voucher

Compiling stock

for

distribution

Distribution

Tracking

Delivery

Drug

Reservation

Shipment advice

ETS / ETATaking Delivery

Transfer

to

Proc Module

InventoriedCall for

Shipment

Procurement and Supply Chain Management System

PROCUREMENT PLAN

Predicted for 3 to 5 years

Government

AllocationsDonor A

Allocations

Donor B

Allocations

PSCMS

Minimum

Maximum

Stock

Donor C

Allocations

Inventory

Below

minimum Stock

Below

minimum

remaining

contract

Qtys

Inventory

entrance

Evaluation

& recommendations

MTC approval

Compiling

tender

documents

Award of

contract

Tendering

Approval

& commitments

Delivery schedule

Replenishment

Requests

Response

to

imbalance

of

requirement

Drug Prescription

and

Store Requisition

Drug

Replenishment

Request

HF Drug Taking

Stock Card Entry

Drug Consumption

Stock Card Exit

PSCMS

Remaining

contract stock

First call

for shipment

Accumulated tender requirements

Subject to stock level and allocation available

Total Facilities

Requirements

Total Replenishment

Requirements

Standardization of

Essential Drugs,Treatment Schemes

And Facilities

Database

Drug / Facilities

Requirements

Health Facility

Min.-Maxi

Stock Bin Card

Total

Standard Drug

Requirement

Health Facility

Contract

Management

Procurement

Logistics &

Warehouse

Public Health

Scheme

Health Sector

Requirements

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”.

Procurement & Supply Chain Management Concept

Technology

P pro log description 010312