Towards Yemen e-procurement

Transcription

1 Towards Yemen e-procurement Yehya Al-Ashwal Chairman of the Technical Committee the High Tender Board (HTB) (Yemen Public Procurement) Page 1

2 Background With the support of international donors, the Government of Yemen (GoY) is engaged in a program of wide reaching procurement reform across all government purchasing departments. GoY has made important progress This program has started with the creation of a new Procurement Law, Bylaw, Guidelines and SBDs which is now being implemented across government. A new Procurement Policy & Monitoring Board (HATC) has been established proposed to create a centre of excellence for Government Procurement. Page 2

3 Towards Yemen Sustainable Procurement Reforms الجمهورية اليمنية Background Procurement Staff in a range of Ministries have been trained in the new procedures. There is recognition that IT systems can assist with the procurement process and producing accurate & transparent Management Information. Some Entities have started to develop systems to help them in the procurement area. An important element in the procurement reform program is the acquisition of a Procurement Management Information System (PMIS). Page 3

4 Current Position of Procurement Systems 5 systems currently in use in purchasing departments have been briefly reviewed All have been developed by staff in the department All the systems are attempting to support the same functions There has been very limited opportunities for Staff in different departments to learn from each other There is a lot of duplication. All the systems are still under development IT Support is also variable and sometimes at risk of failure. Page 4

5 SYSTEM TYPE E- Procurement Procurement Management Monitoring & Tracking Financial Monitoring Rural Access Project PEC Urban Water Project Public Works Project Social Fund Page 5

6 4 generic types of Procurement System which are available for development or purchase are described. Type 1: Procurement Financial Monitoring System. Type 2: Procurement Monitoring & Tracking System. Type 3: Procurement Management System. Type 4: E-Procurement System. 2 types are rejected quickly as being unsuitable to overcome the challenges: type 1and type 4: E- Procurement System 2 types are explored in more detail: type 2and type 3 Page 6

7 Phases System Types Pilot Other Ministries Governorat es Districts 1. Procurement Financial Monitoring MIS System 2. Procurement Monitoring & Tracking MIS System 3. Procurement Management System 4. E-Procurement System Simple Complex Page 7

8 System Types 1 & 4 are rejected for the following reasons: System Type 1: Procurement Financial Monitoring System is rejected because: All Purchasing Departments visited already have systems which are more capable than this Implementation of this system type would mean of loss of existing system support System Type 4: E-Procurement System is rejected because: This would require further change to the new Procurement Law and Procedures. It is not believed that many Yemeni Suppliers are yet capable of responding in a totally electronic trading environment. This would therefore favour foreign Suppliers This system type requires more sophisticated and therefore expensive technology Page 8

9 It was recommended that: The Procurement Monitoring & Tracking System be rejected. Because enhancing an existing GoY Package appears cheaper in the short & medium terms but a commercially available package will provide longer term savings and benefits. A comprehensive Procurement Management System is implemented. Which ever sourcing option is selected a phased implementation also recommended. Page 9

10 The objectives of PMIS Project الجمهورية اليمنية The overall objectives of the PMIS Project is to replace existing manual and electronic systems in GoY Purchasing Departments to support and reinforce the Procurement Law no.(23) 2007 Tenders, Biddings & Government Storehouse and to develop existing procurement capacity and capability. 10 Page 10

11 Why PMIS is important for Yemen Leading to Reduction in processes Increase the investment. A step towards e-procurement 11 Page 11

12 Technology alone does not solve the problem الجمهورية اليمنية Training in new processes and systems is essential Capacity Building in Purchasing & IT Departments is required Any change programme involving IT must People incorporate the three shown key elements. If any one element is left behind the programme is at high risk of failure. 12 Technology Process Page 12

13 YEMEN PMIS: System الجمهورية اليمنية Overview Suppliers Projects Ministries Web Sites Governorate PMIS HATC Districts HTB Donors Central Bank of Yemen AFMIS Min Finance Min Planning Primary Information Flows Initial Primary Information Flows 13 Page 13

14 Program Plan Year 1 Year 2 Year 3 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Web Site Development PMIS Requirements & Assessments Decisions & Procurement Configuration & Customisation Phase 1 Implementation Phase 2 Implementation Phase 3 Implementation Phase 4 Implementation Centre of Excellence Page 14

15 High Level System Scope الجمهورية اليمنية Diagram Interfaces Requirements +Source finance Procurement Plans + Bidding Evaluation Contract Implementation fulfillment Invoicing Payment Completion Approvals Financial Monitoring Report and Documents 15 Page 15

16 Expected Outcomes Centralized database of Public Procurement Standard way of carrying out the procurement with Standard document templates Efficiency gain with the Procurement Workflow Effective Monitoring and Evaluation 16 Page 16

17 Project Approach & Plan Stage 1: Feasibility Study completed Stage 2: Functional Requirements Analysis completed Stage 3: Procurement two stage Bidding, almost finished stage one (technical ) for stage two planned completion Aug Stage 4: Implementation: Phase 1: Pilot sites Phase 2: all ministries Phase 3: Governorates 17 Page 17

18 COMMERCIAL PROCUREMENT PACKAGE SYSTEM GoY has accepted the findings of a PMIS feasibility study undertaken by Crown Agents in 2006 which recommended the acquisition of a commercial procurement package system. Work has commenced on the acquisition process and the requirements analysis has been completed and a 2 stage international competitive bidding process for a pilot phase is currently underway. 18 Page 18

19 Project Approach & Plan Phase 1: Pilot sites The pilot duration is estimated to be one year and Six month and will include the following sites, as listed below Core sites HATC HTB Ministry of Finance Ministry of Planning & International Cooperation Pilot sites Ministry of Telecommunications Ministry of Education Ministry of Public Works & Highway Sana a Municipality (Governorate) 19 Page 19

20 Challenges Getting simple, user friendly system as appropriate, Change management Infrastructures Building capacity 20 Page 20

21 THANK YOU 21 Page 21

22 System Type 1 Procurement Financial Monitoring System: Overview Basic Financial & Volume Data. Data may be captured on paper or in spread sheets by purchasing bodies Submitted monthly? to HTB/HATC Consolidated in to simple database in HTB/HATC Reports produced for Donors and Ministry of Finance Interface to AFMIS No networks required Electronic data transfer not essential Relatively cheap & very simple BUT Does not provide audit trails and control of procurement activity Limited Information and risk of mis-information This system does not help Buyers buy Page 22

23 System Type 2 Procurement Monitoring & Tracking MIS System: Overview Financial & Volume Information Time Tracking: Planned vs Actuals May be centralised or distributed database Data transferred electronically to HTB/HATC Flexible Reports produced for Donors and Ministry of Finance Interface to AFMIS Networks not essential but beneficial Improved control over quality of information than in Type 1 Will introduce efficiency gains in Donor Report Production More expensive than Type 1 but less than Type 3 BUT Does not provide audit trails and control of procurement activity Requires discipline in purchasing bodies effort is required This system does not help Buyers buy Page 23

24 System Type 3: Procurement Management System: Overview Full Procurement Life Cycle Processing Catalogues, Requisitions, Tenders, Bids, Bid Evaluation, Contracts, Expediting, Invoice Matching, Line Items, Commodity Coding, Approvals, Automated Document Production. Tracking & Audit Trails Who did what, why, when? Spend Analysis leading to greater negotiation leverage leading to lower prices Flexible Reports produced for Donors and Ministry of Finance Interface to AFMIS and HTB/HATC Web Site Networks essential Improved control over quality of information than in Type 2 Will introduce big efficiency gains in entire procurement life-cycle This system does help buyers buy BUT Requires higher level of IT literacy by procurement and IT support staff More expensive than Types 1 & 2 More complex than Types 1 & 2 requiring higher levels of training and capacity building Page 24

25 System Type 4: E-Procurement System: Overview Full E - Procurement Life Cycle Processing Catalogues, Requisitions, Tenders, Bids, Bid Evaluation, Contracts, Expediting, Invoice Matching, Line Items, Commodity Coding, Approvals, Automated Document Production. All the advantages of Type 3 and also Fully Integrated with Web Site Electronic Links with Suppliers for exchange of Tenders, Bids, Contracts, Invoicing etc. Integrated electronic messaging and to improve communications between all parties E-Auctioning enabling supplier to bid against each other on line BUT Requires yet higher level of IT literacy by procurement and IT support staff than Option 3 More expensive than Types 1 & 2 & 3 More complex than Types 1 & 2 & 3 requiring higher levels of training and capacity building May require further changes to Procurement Law and Donor Rules to derive full benefit from functionality Page 25