Performance Measurement in e-gp System

Transcription

1 Performance Measurement in e-gp System Third South Asia Regional Public Procurement Conference, Dhaka 1-3 November, 2015 Innovation for Sustainable Procurement Performance

2 Presentation Outline Development of performance measurement framework Procurement performance measurement- Why? Origins of performance measurement Procurement Management Information System (PROMIS) e-gp and epmis Implementation of PMIS Results from key sectoral agencies How the Agencies benefited from e-pmis Q&A Lessons & Way Forward

3 Performance Measurement (KPI)- Why? 1. Enhance transparency 2. Improve efficiency 3. Increase competition 4. Reduce cost of procurement 5. Ensure value for money (VfM) 6. Ensure Compliance 7. Identify key points of intervention 8. Build trust in the Government acquisition system

4 KPI : Transparency Percentage of IFT published in the News Papers,KPI-1 Percentage of IFT above thresholds published in CPTU website, KPI-2 Percentage of awards above thresholds published in CPTU website, KPI-29

5 KPI : Efficiency Percentage of cases tender evaluation completed within timeline,kpi-15 Percentage of contract award decisions within timeline,kpi-22 Percentage of contracts awarded within initial Bid Validity Period, KPI-29 Percentage of contracts completed within the Schedule Time, KPI-30

6 KPI : Competitiveness Average nos. of days allowed for preparation and sub.of tenders KPI-6 Average number of bidders purchased bidding documents, KPI-8 Average number of bidders submitted bidding documents, KPI-9 Average number of responsive tenders, KPI-16

7 Other KPIs Ratio of number of tender submission and number of tender document sold Average number of days between tender opening and completion of evaluation Average number of responsive tenders Average number of days between tender opening and Notification of award (NOA) Percentage of contracts awarded within initial tender validity period Percentage of Contracts completed/ delivered within the original schedule as mentioned in Contract Percentage of tender procedures with complaints

8 KPI : Compliance - Average number of days between IFT and submission deadline, KPI-6 - Percentage of cases TOC included at least one member from TEC, KPi-11 - Percentage of cases TEC included two external members, KPI-13 - Average number of days between Tender opening and Evaluation, KPI-14 - Average number of days between submission of TER and Approval, KPI-19 - Percentage of cases TEC submitted Report directly to the CAA, KPI-21 - Average number of days between final Approval and NOA, KPI-25 - Percentage of tenders approved by proper CAA with DFP, KPI-20 - Percentage of contracts having liquidated damage imposed, KPI-31 - Average number of days to release payments, KPI-33 - Percentage of contracts where interest for delayed payments made, KPI-35

9 SN 1 2 Indicator Category Invitation for Bid Bid Submission PROMIS Categories and Indicators Process Indicator Advertisement of Bid opportunities in newspaper Advertisement of Bid opportunities in CPTU s website Bids following GoB procurement Rules Bid following Development Partner Rules Multiple locations submission Bids Bid preparation time in open Bidding method Bid time compliance Sale of Bid documents Bidder Participation Bidder Participation Index Performance Data (KPI) 1. Percentage of Invitation for Bid (IFT) published in newspaper 2. Percentage of Invitation for Bid (above threshold) advertised in CPTU s website 3. Percentage of Bids following GoB procurement Rules 4. Percentage of Bids following Development Partner Rules 5. Percentage of Bids allowed to submit in multiple locations 6. Average number of days between publishing of advertisement and Bid submission deadline 7. Percentage of Bids having sufficient Bid submission time 8. Average number of Bidders purchased Bid documents 9. Average number of Bidders submitted Bids 10. Ratio of number of Bid submission

10 PROMIS Categories and Indicators (cont.) SN Indicator Category Process Indicator Performance Data (KPI) 3 Bid Opening Committee (BOC) and Bid Evaluation Committee(BEC) Bid Opening Committee formation Bid Evaluation Committee formation 11. Percentage of cases BOC included at least ONE member from BEC 12. Percentage of cases BEC formed by Contract Approving Authority External member in BEC 13. Percentage of cases BEC included TWO external members outside the procuring entity Bid Evaluation Bid evaluation time 14. Average number of days between Bid opening and completion of evaluation Compliance of Bid evaluation time 15. Percentage of cases Bid evaluation has been completed within timeline 4 Bid Acceptance Re-Bidding Bid Cancellation 16. Average number of responsive Bids 17. Percentage of cases BEC recommended for re-bidding 18. Percentage of cases where Bid process cancelled

11 PROMIS Categories and Indicators (cont.) SN 5 Indicator Category Bid Evaluation Report (BER) approval Process Indicator Bid Evaluation Approval time Compliance of financial delegation Submission of evaluation report to appropriate authority BER approval compliance Additional review of BER Higher tier approval Performance Data (KPI) 19. Average number of days taken between submission of Bid Evaluation and approval of contract (contract signing date) 20. Average number of Bids approved by the proper financial delegated authority 21. Percentage of cases BEC submitted report directly to the contract approving authority 22. Percentage of cases contract award decision made within timeline by Contract Approving Authority 23. Percentage of cases BER reviewed by person/committee other than the Contract Approving Authority 24. Percentage of Bids approved by higher tier than the Contract Approving Authority

12 PROMIS Categories and Indicators (cont.) SN Indicator Category Contract Award 6 7 Delivery/Co mpletion Process Indicator Time for issuance of NOA to Bidder Bid processing lead time Total Bid processing time Publication of award information Efficiency in Contract Award Delivery time Liquidated damage Completion rate Performance Data (KPI) 25. Average number of days between final approval and Notification of Award (NOA) 26. Average number of days between Bid opening and Notification of award (NOA) 27. Average number of days between Invitation for Bid (IFT) and Notification of Award 28. Percentage of Contract awards published in CPTU s website 29. Percentage of contracts awarded within initial Bid validity period 30. Percentage of Contracts completed/ delivered within the original schedule as mentioned in the contract 31. Percentage of Contracts having liquidated damage imposed for delayed delivery/completion 32. Percentage of Contracts fully completed

13 PROMIS Categories and Indicators (cont.) SN 8 9 Indicator Category Process Indicator Performance Data (KPI) Payment Payment release compliance 33. Average number of days taken to release payment Late payment 34. Percentage of cases (considering each installment as a case) with delayed payment Interest paid for delayed payment 35. Percentage of Contracts where interest for delayed payments was made Complaints Bid procedure complaints 36. Percentage of Bid procedures with complaints Resolution of complaints with award modification 37. Percentage of complaints resulting in modification of award Resolution of complaints Independent Review Panel 38. Percentage of cases complaints have been resolved 39. Percentage of cases review panel s decision upheld

14 PROMIS Categories and Indicators (cont.) SN 10 Indicator Category Contract amendments Process Indicator Contract Amendment/variation Performance Data (KPI) 40. Percentage of contract amendments/variations Contract dispute Unresolved Disputes 41. Percentage of Contracts with unresolved 11 resolution disputes 12 F&C Fraud & Corruption 42. Percentage of cases F&C detected 13 Procurement Management Capacity* Procurement training 43. Average number of trained procurement staff in each procuring entity 44. Percentage of procuring entity which has at least ONE trained/certified procurement staff 45. Total number of procurement persons in the organization with procurement training.

15 Evolution of Performance Measurement Milestones OECD-DAC Baseline and Performance Indicators MS Excel-based Indicators Off-line PROMIS On-line PROMIS Roll-out of e-gp and e-pmis PHASE -1 Off-line PROMIS PHASE - II On-line PROMIS PHASE - III e-pmis

16 E-GP: Key Features Single uniform national web portal Centralized registration system Comprehensive system from procurement planning up to final payment (e-tendering + e-contract Management) Automatic procurement performance monitoring (e-pmis) Robust security features and back-up arrangement with full redundancy to ensure uninterrupted service. Harmonized with MDB guidelines BD e-gp system open for assessment and acceptance by development partners (World Bank and ADB did already)

17 II IMPLEMENTATION OF e-pmis Results from key sectoral agencies How the Agencies benefited from e-pmis Lessons & Way Forward

18 Procurement Management Information System (PROMIS) Off Line Database On Line Database Export Data Import Download Compile all data Critical Performance Indicators (CPI) CPTU Central Database

19 Innovation: e-gp System with e-pmis Module e-tendering Workflow Management Procurement Management Information System (e-pmis) e-pmis module generates results System and Security Administration e-gp System e-payment system Centralized stakeholder Access Dashboards e-contract Management System 19

20 100% Complied KPIs Advertisement of Tender Opportunities in Website : Percentage (%) Invitation advertised in CPTU s website Tender Preparation Time in Open Tendering Method : Avg. no of days between advertise and submission deadline Tender Time Compliance : Percentage (%) Tender having sufficient tender submission time Tender Opening/Evaluation Committee Formation: Percentage (%) of cases TOC included at least one member from TEC Publication of Award Information: Percentage (%) of Contract Award published in CPTU s website

21 Transparency for Innovation % Contract Award Published % Tender Notice Published

22 Efficiency for Innovation % Contract award decision made within initial tender validity

23 Competitiveness for Innovation Agv. Number of responsive tender Agv. Number of tender submittion

24 e-pmis: KPI Results National Procuring Entity Wise Agency Wise Project Wise

25 Accessibility of e-pmis: Agencies

26 e-pmis: Overall Report

27 Accessibility of e-pmis: Procuring Entities

28 Accessibility of e-pmis: Procuring Entities

29 Performance Improving over time FY-15 Q1 FY-15 Q2 FY-15 Q3 FY-15 Q4 FY-16 Q Evaluation Time Approval Time NoA time 0.73

30 Lessons & Way Forward Recognize procurement performance measurement system as a reform agenda Formulate of KPI based on key principles- transparency, efficiency and competitiveness. Capture real-time procurement data- more reliable Use of procurement performance as an integrated tool in e-gp. Pursue qualitative benchmark besides quantitative measurement

31 Animation Video on BD e-gp

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