OPCS Procurement Policy and Country Services Procurement Fiduciary Systems Suppor ng Task Teams and Managers

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1 OPCS Procurement Policy and Country Services Procurement Fiduciary Systems Supporng Task Teams and Managers The OPCS Procurement Policy & Services Group (OPCPR) has over the years developed Systems to support project task teams and managers in ensuring that Bank nanced procurement is done in accordance with Bank Procurement Policies and procedures. These systems enable task teams and managers to not only manage procurement in a transparent and ecient manner, but also to assess and manage procurement risk in each project. The systems fall into fournct categories as follows: the fully operonal; the soon to be rolled out; candidates for integon into eng systems and; the inteve procurement documents and e- GP tools. The following systems are currently in operaon: Procurement Publions Tool World Bank Borrowers are required to submit mely nocaon of bidding opportunies and to adverse these opportunies and expressions of interest. In order to help borrowers to fulll the aforeoned requirement, the Procurement Publicaons Tool provides them with the ability to adverse consulng and bidding opportunies online in dg- Markets and UNDB online. The benets of the tool are: For Task Teams: The tool provides access to bidding trends informaon and it supports trend analysis of publicaon acvity by project, sector and country. For Managers: The tool provides snapshots of publicaon acvity access investment lending operaons and data on compeon ensures beer decision-making and risk management. Bid Processing Tool The bid processing tool allows the online processing of all procurement documentaon between Bank and the Borrower through the Client Connecon and Operaons Portal. Procurement plans can be entered, documents can be processed in IRIS seamlessly, and no objecons can be uploaded and sent through a secure online environment. The system's connecvity, speed, and reliability have been enhanced to improve overall performance. The benets of the tool are as follows: a. For Task Teams: The tool streamlines document handling and facilitates the management of procurement processing throughout the life of a Project. Highlights Procurement Publicaons Tool Provides Borrowers with the ability to advese consung and bidding opportunes online on dg-market and UNDB online. Bid Processing Tool The bid processing tool allows the online processing of all procurement documentaon between Bank and the Borrower through the Client Conneon and Operaons Portal Photos: World Bank

2 b. For Managers: The tool provides snapshots of publicaon acvity access investment lending operaons and data on compeon ensures beer decision-making and risk management. Complaints Database The Procurement Sector Board endorsed the use of the Procurement Complaint Website (complaints Database) on July 25, The Complaints Database is a tool that enables task teams to maintain, track, and document all informaon on procurement complaints that arise in World Bank operaons. The tool is region-centric in that each Regional Procurement Manager s oce assigns procurement sta (endusers) system roles and proles required to manage complaint informaon applicable to their own region or projects. Endusers enter all pernent complaints in the system and monitor their respecve cases to ensure that all related informaon is accurate, updated and complete. The tool is integrated with SAP, IRIS and lotus notes. The benets of the tool are: For Task Teams: The tool s predened reports support real me reporng, case monitoring and tracking. The tool also provides valuable informaon to task teams and sectors on the nature of complaints. For Managers: The Stascal data on trends and volume supports beer porolio management. The tool also targets potenal areas of reputaonal risk. On-Demand Procurement Reports & Web Site The contract awards reporng Web site provides a wealth of procurement informaon on all contracts prior reviewed by the Bank, including a series of reports in Excel that can be used to compile and analyze trends on award distribuon across scal years, supplier names and countries, procurement methods, types of contracts and other aributes. Benet to Task Teams and Managers: The tool is an excellent source of informaon on prior reviewed contracts and reports can be tailored for specic analycal needs within 1-2 business days. Complaints Database The Procurement Complaint Website (complaints Database) enables follow-up of procurement complaints that arise in Bank operaons. On-Demand Procurement Reports & Web Site The contract awards repong Web site provides a wealth of procurement informaon on all contracts prior reviewed by the Bank, including a series of reports in Excel that can be used to compile and analyze trends on award distribuon across scal years, supplier names and countries, procurement methods, types of contracts and other aributes. Post Review System The Post Review System is an integrated system that supports duciary compliance by capturing procurement post review reports in Iris, recording recommendaons and rang the risks associated with thendings against a set of indicators. Photos: World Bank

3 Post Review System The Post Review System is an integrated system that supports duciary compliance by capturing procurement post review reports in Iris, recording recommendaons and rang the risks associated with the ndings against a set of indicators. The streamlined data entry automates processing and data sharing across applicaons improves data accuracy and availability. The following are the benets of the system: For Task Teams: The system captures post review reports and related rangs and recommendaons. It strengthens task teams ability to quanfy project risk. For Managers: The system provides mely data to help support porolio performance management and allows various levels of data consolidaon at project, sector, or country level. Form 384 The form 384 tool is a web- based interface for entering contract award informaon for contracts above the prior review threshold. It ensures that funds are disbursed against signed contracts that are cleared by the bank. It is easy to use and it simplies data entry and disbursement processing. The benets of the tool are as follows: For Task Teams: The tool allows analysis of contract award trends and the documentaon provided by users helps to demonstrate duciary compliance. For Managers: The tool supports enhanced trend analysis of capital iows and it captures volume and amount of prior review across porolio. An Money Laundering Check & Debarred/Temporary/Early Suspension Lists A Money Laundering Check.The An Money Laundering (AML) Check screens contractors against the US, UK and UN sancons lists and the Bank s list of debarred rms. Any contractor idened by the AML check will be put on procedural hold unl a review by the Bank is completed. The AML check provides mely access to a list of sanconed suppliers and it streamlines the creaon of Form 384. Debarred/Temporary/Early Suspension Lists. These lists provide for an easy look-up process to ensure that the Bank and Borrowers can perform part of their due diligence Form 384 The form 384 tool is a web- based interface for entering contract award informaon for contracts above the prior review threshold. An Money Laundering Check & Debarred/Temporary/Early Suspension Lists An Money Laundering Check.The An Money Laundering (AML) Check screens contractors against the US, UK and UN sanons lists and the Bank s list of debarred rms. SYSTEMS TO BE ROLLED OUT The following systems will be rolled out soon: The Procurement Risk Assessment and Management System Red Flag Tool SYSTEMS TO BE INTERGRATED In order to facilitate the capture and processing of procurement informaon, OPCPR is in the process of inng current and upcoming procurement tools into a comprehensive data management system. INTERACTIVE PROCUREMENT DOCUMENTS AND E-GP TOOLS A web-based tool has been developed to help Borrowers prepare bidding documents for goods and requests for proposals for consultancy assignments. Photo: World Bank

4 requirements to ght fraud and corrupon. Accessible through the Bank's internal and external Web sites, these lists can be easily referenced prior to the issuance of no objecons or before a Form-384 is prepared. The benets of the AML check and the above menoned lists are as follows: For Task Teams: They enable detecon of Fraud and corrupon and eligibility status of suppliers and contractors. For Managers: They minimize reputaonal risks of the Bank. The Procurement Risk Assessment and Management System (P-RAMS) Red Flag Tool The Procurement Risk Assessment and Management System The Procurement Risk Management System (P-RAMS) is a tool developed to help task teams systemacally and holiscally idenfy, assess, monitor and manage procurement risks from project idencaon through implementaon. Moving beyond the tradional procurement capacity assessment approach, PRAMS dierenates projects between low, medium, substanal & high procurement risk improving duciary focus through appropriate support intensity, facilitang real me risk monitoring and allowing aggregaon of risks across country/sector porolios. The following are the benets of the system: a. For Task Teams: It provides quanable informaon on risk and client performance and it aggregates data and centralizes the reporng and monitoring funcon. b. For Managers: It provides risk rang trends for project, sector and country. It also delivers just in me reporng capability. For more details please contact Marcelo Donolo, OPCPR Red Flag Tool The Red Flag Tool that is being developed by OPCPR and INT to help project teams ag possible cases of fraud and corrupon (F&C) across every stage of the project cycle. Sta will be able to enter their own cases and to develop a knowledge base to beer understand F&C in the future. The benets of the tool are as follows: Photo: World Bank

5 a. For Task Teams: It will help inform risk assessments with insight to F&C. b. For Managers: It will improve porolio performance management and aid the idencaon of high risk projects needing greater oversight. In order to facilitate the capture and processing of procurement informaon, OPCPR is in the process of integrang current and upcoming procurement tools into a comprehensive data management system. By integrang key features of regional systems like AFR's PROCYS and LCR's SEPA, as well as linking to other regional soluons such as MNA's Post Review Report Tool, Project teams will have access to a slew of procurement modules in Operaons Portal that will minimize duplicate data entry while improving the ability to collate, track, analyze, and report against procurement data. The benets of integraon are as follows: Data created by these systems will feed into the Procurement Risk Assessment and Management System (P-RAMS) to help task teams substanate procurement risk rangs. A new generaon of dynamic procurement reports will also be available for TTL's to extract on-demand aggregate data and trends and facilitate the management of procurement informaon in Projects. Inteve procurement documents and e-gp tools are also to be made available soon: A web-based tool has been developed to help Borrowers prepare bidding documents for goods and requests for proposals for consultancy assignments. The interacve webbased tool will replace the MS Word-based Standard Bidding Document for Goods and Standard Request for Proposals. The advantage is that the same informaon will need to be entered only once while the tool populates it into the required places in the document thus avoiding redundancy and inconsistencies. Depending on the informaon entered, the tool will ask for more relevant informaon required. At the end, the complete document can be saved and printed out for

6 further use. The interacve tool has been tested and will soon be ready for pilong in projects. Electronic Government Procurement. Under the leadership of OPCPR, the Bank puts growing emphasis on helping borrowers implement and use electronic means to improve the transparency and ency of their public procurement systems. Electronic Government Procurement (e-gp) plays an increasingly important role in reforming country procurement systems as part of the public sector modernizaon and development agenda in low- and middle-income countries. Electronic Procurement tools help to streamline procurement procedures and to reduce the opportunity for violang procurement rules. The benets of use of e-gp include: Potenal for increasing eciency and compliance of procurement rules and regulaons. Oering bidders to acquire the bidding document and submit the bid from a computer in their oce results in considerable savings in me and cost. The publicaon of procurement opportunies and results on a website provides more transparency and typically increases the number of parcipang bidders. Role of OPCPR and TTLs. In coordinaon with the Regional procurement units, OPCPR provides advice on the design and implementaon of e-gp programs. TTLs can always support inial steps of e-gp in their projects, e.g. the publicaon of procurement informaon on a website of free access in addion to UNDB on-line or the distribuon of electronic bidding documents and the submission of electronic bid informaon subject to integrity and condenality.