TO-BE ECMS Business Process

Transcription

1 TO-BE ECMS Business Process.0 Planning to determine a go/ go.0 Pre-Award to create the solicitation document and evaluate the responses to the solicitation.0 Award to negotiate and create the 4.0 Administration and Monitoring to assess the progress of the and the performance of the or. 5.0 Close out and Evaluation assess the overall success of the project Pre-Award Preparation Close Out/ Renew Pre-Award Selection Reporting and Evaluation

2 TO BE.0 Planning Exec, TB, Exp authority Approve? Program director/ manager Approve? Manager Business case required? Revise/edit Create requisition Plan Administrator Completed business plan or required documentation Central Agencies Risk and legal assessment Preferred sourcing method and approval

3 TO BE.0 Pre-Award - Preparation Exec, TB, Expense ity Approve? Program Director/ Manager Approve? Transfer/draft requirements Direct award, Draft proposal, Contact service, Verify requiremen ts? Draft NOI (if required) Manager Plan Method? Prequalification Competition Generate list of service, Assemble team Apply rules for selection, Draft competition document required?, /edit Post (#) 4 Government partner, Draft/attach & include evaluation criteria Administrator Still within parameter?, Inform (RASCI) Completed and approved draft or RF x document Verified risk and legal s (if required) Central Agencies and Completed draft evaluation and monitoring criteria Service Provide required documents REQ response

4 TO BE.0 Pre-Award - Selection Exec, TB, Expense ity 4 Commit agreement to approve Program Director/ Manager approve Post NOI (if required) Draft Edit/revise) Challenge response Reject Post response, Within parameters? (RASCI) Post (# ) Send required document to service, Receive proposals, Meet requiremen ts?, Forward to evaluation team, Evaluate & score (team), Chair selection, Rank proponents, Select lead proponent Qualified supplier? Go/No Go Award Manager Post to BC BID questions Require advice?, Reject Meet reqmts? 4 Draft required document 4 expense authority & Post response Host proponents Post updates Record receipt e.g., bid security Document all requirements (bid sec) Require advice?, Reject Completed and approved draft (service and budget) Identify lead proponent (legal entity and can meet requirements) Answer questions Administrator Within parameters? (RASCI) Central Agencies Revise/ Issue challenge Revise/ Service questions Request changes

5 TO BE.0 Award Manager Qualified Receiver Register service Contact successful proponent Identify requirements Which template to use? Upload externally authored Populate template Draft Draft schedules agreement in principle with supplier Send draft to specialist Verification of requiremen ts Am I within my parameters? executive Send for signature unsuccessful proponents Attend debriefing Administrator Link with appropriate feeder Expense iy Central Agencies Legal Services ADM/EXEC Specialist Supplier/or Go Award Provide documents & (externally authored) agreement in principle with goverment Request changes & Does this require central agency? & & ( requirements) Approve Approve Supplier signs and return Execute (tify supplier) Request debriefing Executed signed by both parties All documents collected and verified Established monitoring and reporting criteria Finance/Accounts Payable Record receipt of securities Enter hard commitment Auto populate all financial requirements

6 TO BE 4.0 Administration and Monitoring Qualified Receiver Accept or reject goods/ services? Record receipt of good/service If new, begin at appropriate Only if original is direct award Manager Enter estimate into Execute monitoring plan Is vendor defined requiremen ts? report Attach to file Is escalation required? stake holder Resolve discrepancies Impose escalation procedure Request for modifications Amend or new modification agreement Is still within approved parameters? Send tification to Send agreement for signing Receive & sign Post tice of intent Administrator Send corrective action tice Send communication to stakeholder amend Supplier/or Executed Provide service/good Invoice for service/good Provide required service reports/ updates Edit & revise invoice Ackwledge discrepancy report Respond/ formal corrective action Resolve discrepancies Request for modifications modification agreement Receive & sign Close Out/ Renew Specialist & Central Agencies Legal Services ADM/EXEC & & & Approve modificaito n? & & Current Completed monitoring plan Current financial levels verified Expense iy Approve modificaito n? Finance/ Accounts Payable Receive invoice & enter into Notification sent to qualifier receiver Match payment vs service/good received Released for payment Release discrepancy report Update financial with imposed escalation procedure Update financial commitment

7 TO BE 5.0 Close Out/Renew Manager/ Administrator/ Specialist Receive tification of pending expiration (time tification) Receive tification of x amount of spend reached (Spent tification) Run KPI reporting Template form in the Optional KPI, specific to each ministry Complete designated supplier evaluation per monitoring criteria set at the beginning of the Extend or close close Send tification of closure to all extend Send tification to supplier modification (see workshop ) Begin (see workshop ) supplier performance report Identify unearned revenue Send performance report to service completion documents (if required) final documentation from service Verify completion documents (completeness) Approve final payment As per core policy: Optional if <=50,000 Mandatory if > 50,000 Close in post evaluation report Catalogue of evaluation reports Send final to storage Send evaluation report to As per core policy: Optional if <=50,000 Mandatory if > 50,000 Automated Client Ministry/Qualified Receiver Close Out/Renew Closed Finance Service Provider Expense ity ADM/Exec tification Audit Groups Continuous Improvement Manager tification tification tification accept reject Accept or reject proposal Reconcile unearned revenue Provide final documentation Submit final invoice customer evaluation Payment reconciliation Pay final invoice De-commit in financial Zero balance Completed evaluations (if required) Closed in ECMS De-committed in financial Legal Services, Purchasing Services Branch, Risk Management tification

8 TO BE 5.0 Reporting and Evaluation Manager/ Administrator/ Specialist gap report Response to information request Client Ministry/ Qualified Receiver reporting Send reports to all users Expense ity ADM/Exec Closed Closed Service Provider gap report Finance gap report Legal Services, Purchasing Services Branch, Risk Management Developed action plan for continuous improvement Continuous Improvement Manager For audit purposes, the electronic master copy on is the most recent and final Develop action plan Communicate action plan to all users Audit Groups Conduct audits on s as required Issue gap report Make information requests if required