e-procurement pilot programme - ogcio · e-procurement. suppliers. streamline the printing and...
TRANSCRIPT
e-Procurement Programme
Ms. Debbie Yau
(Business Transformation)
Office of the Government Chief Information Officer
24 July 2012
1
Background
• the Office of the Government
Chief Information Officer
(OGCIO)
• the Environmental Protection
Department (EPD)
• the Immigration Department
(IMMD)
A Pilot e-Procurement Programme was implemented in three departments
Covers departmental purchases of goods
and non-construction services not
exceeding $1.43 million
2
Objectives
Enhance efficiency and cost effectiveness of procurement
Improve quality and accessibility of procurement information
Encourage e-commerce in the supplier community
3
e-Procurement Initiatives
Preparation For Payment
Funding Commitment
Requisition
Ordering, Delivery, Acceptance
Internal Workflow System
Government
usersSuppliers
Procurement
Portal
(Internal)
E-Sourcing
Preparation of supplier
invitation list
Receipt of quotations
Evaluation, Recommendation
E-Catalogue
Supplier products
GLD/SOA
contract items
Procurement
Portal
(External)
News, Events
Apply for Inclusion
Company Profile
Product Catalogue
Procurement
Documents
Procurement
Information,
News, Events
Procurement
Documents
4
e-Procurement Initiatives
Preparation For Payment
Funding Commitment
Requisition
Ordering, Delivery, Acceptance
Internal Workflow System
Government
usersSuppliers
Procurement
Portal
(Internal)
E-Sourcing
Preparation of supplier
invitation list
Receipt of quotations
Evaluation, Recommendation
E-Catalogue
Supplier products
GLD/SOA
contract items
Procurement
Portal
(External)
News, Events
Apply for Inclusion
Company Profile
Product Catalogue
Procurement
Documents
Procurement
Information,
News, Events
Procurement
Documents
E-Catalogue
a web-based facility for pilot departments to
- identify potential suppliers for a required product or service and to prepare the shopping list
- identify GLD/SOA contract items
5
e-Procurement Initiatives
Preparation For Payment
Funding Commitment
Requisition
Ordering, Delivery, Acceptance
Internal Workflow System
Government
usersSuppliers
Procurement
Portal
(Internal)
E-Sourcing
Preparation of supplier
invitation list
Receipt of quotations
Evaluation, Recommendation
E-Catalogue
Supplier products
GLD/SOA
contract items
Procurement
Portal
(External)
News, Events
Apply for Inclusion
Company Profile
Product Catalogue
Procurement
Documents
Procurement
Information,
News, Events
Procurement
Documents
6
e-Procurement Initiatives
Preparation For Payment
Funding Commitment
Requisition
Ordering, Delivery, Acceptance
Internal Workflow System
Government
usersSuppliers
Procurement
Portal
(Internal)
E-Sourcing
Preparation of supplier
invitation list
Receipt of quotations
Evaluation, Recommendation
E-Catalogue
Supplier products
GLD/SOA
contract items
Procurement
Portal
(External)
News, Events
Apply for Inclusion
Company Profile
Product Catalogue
Procurement
Documents
Procurement
Information,
News, Events
Procurement
Documents
E-Sourcing
to support pilot departments to prepare and issue the invitation for quotations or proposals, and
for suppliers to submit their responses online
7
e-Procurement Initiatives
Preparation For Payment
Funding Commitment
Requisition
Ordering, Delivery, Acceptance
Internal Workflow System
Government
usersSuppliers
E-Sourcing
Preparation of supplier
invitation list
Receipt of quotations
Evaluation, Recommendation
E-Catalogue
Supplier products
GLD/SOA
contract items
Procurement
Portal
(External)
News, Events
Apply for Inclusion
Company Profile
Product Catalogue
Procurement
Documents
Procurement
Information,
News, Events
Procurement
Documents
Procurement
Portal (Internal)
8
e-Procurement Initiatives
Preparation For Payment
Funding Commitment
Requisition
Ordering, Delivery, Acceptance
Internal Workflow System
Government
usersSuppliers
E-Sourcing
Preparation of supplier
invitation list
Receipt of quotations
Evaluation, Recommendation
E-Catalogue
Supplier products
GLD/SOA
contract items
Procurement
Portal
(External)
News, Events
Apply for Inclusion
Company Profile
Product Catalogue
Procurement
Documents
Procurement
Information,
News, Events
Procurement
Documents
Procurement
Portal (Internal)
9
e-Procurement Initiatives
Preparation For Payment
Funding Commitment
Requisition
Ordering, Delivery, Acceptance
Internal Workflow System
Government
usersSuppliers
E-Sourcing
Preparation of supplier
invitation list
Receipt of quotations
Evaluation, Recommendation
E-Catalogue
Supplier products
GLD/SOA
contract items
Procurement
Portal
(External)
News, Events
Apply for Inclusion
Company Profile
Product Catalogue
Procurement
Documents
Procurement
Information,
News, Events
Procurement
Documents
Procurement
Portal (Internal)
10
Internal Procurement Workflow
(1)Create
Requisition
(4)Evaluate / Approve
Acceptance
(7)Certify
Receipt
(6)Issue
PurchaseOrder
(2)Issue
Invitation
(3)Receive
Quotations
“End-to-End” Electronic Procurement Workflow in e-Procurement System
Electronic
Submission
(Quotation)
Governmentusers
Purchase
Order
Suppliers
(5)Vet /ApproveAcceptance
11
Internal Procurement Workflow
(1)Create
Requisition
(4)Evaluate / Approve
Acceptance
(7)Certify
Receipt
(6)Issue
PurchaseOrder
(2)Issue
Invitation
(3)Receive
Quotations
“End-to-End” Electronic Procurement Workflow in e-Procurement System
Electronic
Submission
(Quotation)
Governmentusers
Purchase
Order
Suppliers
(5)Vet /ApproveAcceptance
Internal Workflow System
to streamline and automate the entire procurement process from initiating a requisition, confirming availability of funds, placing a purchase order, confirming delivery and acceptance, and to providing updated payment information to the Government’s financial system
12
Functions Highlights for Departmental Users
Access procurement information and
guidelines
Source potential suppliers from the
system
Invite suppliers to offer quotations
Receive offers electronically through
system
Issue purchase orders
Allow senior officers to review the process
Facilitate green procurement
Facilitate aggregate buying
Procurement Report
Governance and control 13
e-Services for Suppliers
* Supplier Inclusion
* Account Activation
* Profile Maintenance
* Account Management
* E-catalogue
* Receive online invitation
* E-submission
* Download purchase order
14
15
Pilot Programme Review
Rollout of e-Procurement to 3
pilot departments was fully completed in
February 2011
Pilot ProgrammeReview conducted
Opinions and suggestions from internal users and suppliers through surveys and focus
group
Tangible and intangible benefits confirmed
Feedback
from
suppliers
was very
positive
16
Benefits to the Government
• Reduce paper consumption
and storage space
• Expand supplier base
• Promote green
procurement –sharing procurement
information amongst B/Ds
through the procurement
portal
• Improve efficiency and
effectiveness
• Improve quality and
accessibility of
procurement information
• Reduce human errors
and enhance traceability
• Reduce transaction cost
17
• Communicate with the Government more effectively and
efficiently
• Expand business opportunities with the Government
• Reduce the turnaround time for business transaction with
the Government
• Encourage migration to the electronic means of doing
business –enhancing suppliers’ capability in e-commerce
Benefits to the Suppliers
18
Plan on Wider Rollout of e-Procurement
The pilot programme has established a business case for wider rollout of e-Procurement
E-government Steering Committee endorsed the recommendation
To make available e-Procurement for use by all B/Ds by end 2013
B/Ds to adopt the e-Procurement system for the purchase of IT products and services sourced through bulk purchase contracts (SOAs)
By early 2017, at least 30 B/Ds that are more ready to roll out the full function to join e-Procurement
Business case for wider rollout of
e-Procurement was established
E-government Steering Committee
endorsed the recommendations
19
Recommendations
To make available e-Procurement for
use by all B/Ds by end 2013
B/Ds to adopt the e-
Procurement system for the
purchase of
IT products and
services sourced
through bulk purchase
contracts (SOAs) By early 2017, at least 30
B/Ds join e-Procurement
20
Communication Plan
B/Ds on e-Procurement wider rollout plan and arrangement
IT products and services SOA contractors
Full function rollout - Participating B/Ds’ suppliers
The wider rollout
of e-Procurement
will be …..
in the form of a shared
service riding on the
Government cloud
platform
21
B/Ds on e-Procurement wider rollout plan and arrangement
IT products and services SOA contractors
Full function rollout - Participating B/Ds’ suppliers
• Bureaux and Departments
e-Procurement wider rollout plan and
arrangement
• SOA contractors
IT products and Services
• Suppliers of Participating B/DsFull function rollout
Communication Plan
22
The End
23
E-InvoicingE-invoice was not in original
scope of the pilot programme
To maximisethe benefits of e-Procurement
Suppliers
Streamline the printing and
mailing processes
GovernmentStreamline the handling and verification processes on
paper invoices
Develop e-Invoice as an add-on to the
e-Procurement system
- to shortening the invoice delivery time and further speeding up the procure-to-pay process
- trial use by pilot departments and suppliers
- wider rollout to B/Ds
24
The End
25