session 5 afghanistan final 231111
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By: Sayed Hassan NaqawiProcurement Policy Unit, Afghanistan Ministry of Finance
www.ppu.gov.af
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A post war country with totally ruined infrastructureby 2002
Development started in 2002 with the flow of
international donations. Due to several factors, thedevelopment was slow and least effective
Conflict between different armed groups and
government
A democratic state
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May 2003 Holistic procurement review carried out and a numberof serious constraints were identified Limited procurement capacity at all levels
Lack of ownership of procurement and obstacles to such ownership
No consistency in the structures of the line ministries
The need for adequate standards in procurement
Followed by an assessment of Public Procurement System carriedout in 2005 by WB based on OECD-DAC indicators.
The findings were incorporated in the report AfghanistanManaging Public Finances for Development.
The main priority/recommendations were:
Establishment of Procurement Policy Unit as a regulatory body (PPU);
Adoption of regulations and standard procurement documents to implementthe new law;
Implement a large-scale capacity building program for procurement officersof Govt. & Private Sector.
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Procurement Law was enacted in October, 2005 which reflectsthe current international best practice and suitable to the localrequirements
Four main pillars of new law Creation of a regulatory body
Procurement function in all ministries and government departments Capacity building through formalised training and certification programs
Development and introduction of a technology based procurement system
The law requires creation of units at National Level
Procurement Policy Unit (PPU) Contract Management Office (CMO)
Special Procurement Commission (SPC).
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Procurement Policy Unit was set up in August, 2006within the Ministry of Finance in accordance the law,2005
Special Procurement Commission (SPC) was established
April, 2007 as Highest authority under the Law to grantapproval for high valued procurement contracts
CMO was established April, 2007, Serves as the office ofthe SPC
Appeal and Review Mechanism: Administrative ReviewCommittee composed of experts established forhandling complains of bidders
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Article 10: Introduces the Information Technology in PublicProcurement
Article 19: Development of Bidders Database
Article 27: Publication of Announcement
Article 63: Public Notice of a Contract Award
Article 67: Procurement Website
Article 81(i): monitor and supervise procurement proceedingsto ascertain efficiency and compliance with the Law
Article 81(ii): collection of data or reports and the review ofprocurement records and files
Article 81(ix): to determine policy for and to facilitate the useof information technology in Procurement, including, [forexample] establishing of websites and data bases related [toProcurement]
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It is a Procurement Management Information System with automatedfunctions for Procurement Information Processing, communication, and
document management to facilitate and standardize the Procurement
Procedures by using Information Technology tools.
PMIS also Publishes the Standard Procurement Documents includingPublic Procurement law, Standard Procurement, & Contract documents,
and publication of bidding opportunities, publication of contract awards
and appeal mechanism and etc.
PMIS Section works under the surveillance of Procurement Policy Unit
(PPU) of MoFinance, Afghanistan.
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Ensure public accountability & external & internal transparency and openness
Ensure satisfactory internal controls in procurement operations & deter frauds
Facilitate efficiency & effectiveness of procurement operations & use ofresources
To facilitate compatibility of sharing information in local languages
To create a web portal for dissemination of information on public procurement
in Afghanistan. Learn continuously from the system implementation & make necessary mid
course corrections to the system
Enable users to develop monitoring & evaluation skills
Track the effectiveness of the processes employed to ensure that the resultsmeet the objectives
Develop a system of communication between various stake holders onprocurement information to ensure a two-way flow of information for the PPUto use to enhance service delivery and quality improvement
Institute a mechanism of data analysis & information processing to fast trackthe implementation of the new procurement Law
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Work on procurement MIS (PMIS) started in Mid 2007 by Charles Kendals and
Partners, a consultancy firm providing technical assistance to PPU
System analysis was performed and PMIS strategy was developed and approved byWB in 2008. Hardware, Software, and Licenses were procured at the same year.
Development based on the strategy started.
The System was designed in three main layers.
First, for Line Ministries to enter their procurement Data and get some basicreports,
Second, for PPU to generate the reports and perform monitoring Third, for public users as an information dissemination tool.
Based on continues interactions with stockholders the first draft of the system wasdeveloped and piloted in three line ministries in 2009.
Based on the feedbacks, PMIS was finalized and introduced officially to all line
ministries in January 2010. PMIS Section moved from CKP to PPU for continues development, change, and
maintenance.
Implementation and PMIS expansion to Line Ministries started with providingtrainings , technical assistance, and registering users in PMIS
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Public Web Portal: To provide the online facility of easy publicaccess to standard procurement documents including: Procurement Law Standard Bidding Documents Appeal and Review PPU Circulars Procurement Rules of Procedures
PPU PMIS Modules: To provide PPU with online servicesincluding: Monitoring / Reporting of procurement activities within procurement
entities. Preparing the list of Debarred Bidders. Adding new procurement entities. User Registration/Management News Management Document Management Training Registration Management
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PMIS Modules for Line Ministries: To provide electronic services forProcurement Entities including:
Procurement Plan Submission
Entering the Procurement Monitoring Data
Bidders Registration
Contract Awards
Bidding Opportunities
Public PMIS Modules: To provide a data dissemination facility by dynamiccontents to public users including
List of Registered Bidders
List of Debarred Suppliers
Bidding Opportunities
Contract Awards
Registering for Training To provide the appropriate security to prevent unauthorized access to the
Systems Member Area
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System Analysis and Strategy
1-
Procurement of
Hardware &Software
Installation &
Configuration
2- Application
Designing
Designing the
Static Parts ofthe
Application
Designing the Web
PortalStructure
Designing the
InformationDissemination
pages with
Download Facility
Final Revision to
the
Web Portal
Designing the
DynamicModules
Designing the Databases
Designing / Hard-coding the
Membership & Security
Designing / Hard-coding the
Data Dissemination &
Data Entry Modules
Designing / Hard-coding the
Monitoring & Reporting Modules
Designing / Hard-coding the
Capacity Building Modules
3- Piloting PMIS
Troubleshooting,
Adding/Editing e-
Services
4- Training5- System
Expansion toLMs
6- Real timeUpdate
Maintenance
7- Expansionto a Full e-GP
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Hardware Physical Servers + KVM Switching
Cisco Routing + VPN
Firewall with IDP, Antivirus, Web Filtering, & Anti-Spam
Library Storage
Cisco Layer 3 Switching
Power Storage & Management
Logical Servers: Domain Controller, SQL Server, VeritasBackup & Antivirus, and Web Server
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Security Application Layer Security (Membership & User
Authentication, Code Security)
SSL and Encryption
Network and Port Security (Firewall)
OS Security (Antivirus and local Firewall)
Physical Security
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Low staff capacity in pubic entities
Lack of interest among civil servants to do
their job via PMIS, lack of incentives
Infrastructure constraints, mostly internet.
No dedicated staff for PMIS data entry
Resistance to Change in general
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Strengthening the legal framework on usageof PMIS in Line Ministries
Integration of some modules of PMIS withelectronic Systems of Budget Department andFirm Registration authorities.
Change Management, resisting and believingon what we do, and accepting the fact of slowadoption of e-GP in Afghanistan publicentities.
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Current Services- Procurement Information Dissemination in web portal- Procurement Plan Submission- Procurement Monitoring- Bid Advertisement- Contract Awards- Bidder Registration- Reporting
Planned Services for Future toward a more functional e-GP- e-Bid Submission- e-Contract Management- e-Purchasing- More integrations with other national electronic systems- Multi-Hosting of PMIS at different locations in Afghanistan to
extend the accessibility
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