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The Making of PMSS and Go Live Training! Procurement Management Support System Slide 2 2 Making of PMSS The need for developing a centralized software that allow more than 200 engineering higher education institutions spread across the states in India to carry out procurement in an efficient and consistent manner was felt from the experiences of major deviations from agreed procurement arrangements and poor capacity observed in implementation of TEQIP Phase 1 ended in 2009. As part of the project preparations, GoI and Bank agreed to develop Procurement Management Support System (PMSS) to help the institutions manage procurement worth about US$ 200 Million in the project. PMSS was developed over a period of almost 1 year. Through a competitive selection, Compulink Software Ltd. Pune, India was selected for the development. It involved efforts from TEQIP NPIU and a national Level Experts Committee of 9 faculty members from the reputed engineering colleges and continous professional and technical support from the Bank Procurement Team to ensure a successful development. Slide 3 3 Making of PMSS During the requirement gathering phase NPIU and Compulink consultants visited central and state level institurtions (NIT Durgapur, Walchand College of Engineering, Sangli, SPFU Hyderabad & Osmania university Hyderabad from where web-conferencing was done with 6 other collages to understand the process followed during TEQIP-I). During the development phase, interim release were made. 3 day review meetings were conducted at NPIU after each release and the application was demonstrated. Inputs were obtained from NPIU, Experts Committee and The World Bank, which helped, shape PMSS to best suite the needs of users. After the final development an intensive User Acceptance Test (UAT) session was conducted and final tweaking of PMSS was done. A pilot training for first time users from 14 centrally financed National Institutes of technology (NITs) were organised in Pune India in March 2011. First time users reported they could complete learning and navigating software in 30 mts. Reflecting the user friednly nature and ease of navigation of the software. PMSS goes live on 1 April 2011 hoping to change the way in which procurement is managed in this major central program Slide 4 4 Welcome PMSS is a web based procurement management support system that standardizes the procurement process of goods, works and services under TEQIP Phase II project. Slide 5 5 What is PMSS Standardizes the procurement process under TEQIP Phase II project Provides end-to-end procurement process flow Provides standard document formats defined by World Bank Provides guidance to follow the procurement process. Generates real time reports at institution, state and national level Provides alerts about pending/forthcoming procurements Helps in contract management Provides a common interface to raise queries Slide 6 6 PMSS Modules Configuration : Allows setting up Institution details Allows other configurations e.g. providing Departments details, Purchase committee details etc Request/ Queries : This module is used for posting queries related to procurement process or technical queries on PMSS PMSS MIS : Generates reports Useful in monitoring procurement Procurements : Procurement plan creation Procurement Plan approvals Procurement initiation to closure is done in this module e-Dashboard : Shows alerts and Informative graphs on procurements Slide 7 7 PMSS: limitless Options and Opportunities Preparation of Procurement Plans by Institutions Interface for forwarding Plans for Approval of NPIU Provisions to revise with delegated thresholds for approval at Institute, State PFU and NPIU Level Based only on the Plan, Institutes can Initiate and complete Procurement of Goods and Works following Shopping, NCB, ICB, etc. PMSS generates letters, adverts, bid documents, contracts, evaluation reports etc. Prior review in built at all stages required Similarly, PMSS also has service procurement following QCBS, FBS, LCS and SSS PMSS can track contracts after award for delivery and payments PMSS alerts users on various activities bid to be issued as per Plan, bid opening, evaluation schedules, delivery times, bid and performance security expiry, application of LD, etc. A range of MIS reports can be generated for institute, state and national levels for procurement monitoring, post review etc. Slide 8 8 Navigation Prepare/ Revise Plan: This node is used to create/ revise the procurement plan Old Plans: This node is used to view the old-revised plans Approvals : This node is used by Director/ SPFU/ NPIU to approve the plans These nodes are used to Initiate, Perform (In - Progress), Complete, Cancel procurements Slide 9 9 Procurements Module Procurement Procurement Plan Plan Creation Plan Revision Procurement Plan Approval Shopping Goods/Works Direct Contracting Goods/Works Competitive Bidding National Competitive Bidding (NCB) Goods/Works International Competitive Bidding (ICB) Limited International Bidding (LIB) Services Methods for selection of Firms Methods for selection of Individual Consultants Slide 10 10 Step 1: Plan Creation o Define the Procurement Plan for procurement of Goods, Works and Services o Two tabs are provided Goods/Works and Services. o Select the appropriate tab, click Add within the tab and define the package/ service. Procurement plan is created to define all the procurements for the stipulated plan period. Slide 11 11 Step 2: Add Goods/Works Package o Follow the steps mentioned on the popup and enter the required Data. o Click Save to save the Data. o Click Department-wise Breakup and enter the breakup, if the item is being procured for multiple departments. A package is group of items to be purchased together. Package can be awarded to a single supplier/ contractor Slide 12 12 Step 4: Add Services o Enter the required Data o Click Save to save the Data. A Service is Firm based or an Individual Consultant based service that can be procured Slide 13 13 Step 5: Submit Plan for approval o Ensure all packages and services along with their Tentative timelines are defined. o Click Submit Procurement Plan. The plan will be sent to respective approving authority depending on type of the institution For CFI : NPIU For State-sponsored Institution : SPFU and then to NPIU o Before sending for approval, the plan will be validated against the available budget. Procurement Plan is submitted for approval so that planned procurements can be reviewed Slide 14 14 Step 6: Plan Approval o On approval from the concerned authorities, the plan status will change to approved.. o After the plan is approved, procurements can be initiated Slide 15 15 Initiate Procurements o The approved procurements will be seen under the Initiation Node. o Click on the package/ service to be initiated, provide the Actual Financial Section Date (i.e. internal, procurement sanction date) and save. o Timelines can be revised using the Revise Timeliness link. o Click on Click here to Proceed to start the procurement. Slide 16 16 Shopping - Goods Slide 17 17 Stage 1: Invitation Letter o Click on Step 1: Fill Below Details and Save, enter the date and click save. o Click on Step 2: Enter Item Details, in the shown subtab click on item name (s) and enter data. o Click on Step 3:Add Evaluation Questions, If Required, add/ delete evaluation questions, if required. on the popup enter the data and click save. o Click on Step 4: Enter Supplier Details, in the shown subtab add details of the suppliers whom invitation letter will be sent. o Click on Step 5: Define Payment Terms, two payment terms will be shown in the subtab. Enter expected delivery period for the payment terms. o Click on Step 6: Generate Invitation Letters, generate invitation letters for added suppliers. o Click on Step 7: View & Print Invitation Letter . In the shown subtab, download or email the invitation letters to the suppliers. o Click on Step 8: Upload Invitation Letter. Upload the invitation letter sent to any of the suppliers. This stage is primarily used to generate Invitation Letters Slide 18 18 Stage 2: Quotation Opening o Click on Step 1: Print Quotation Opening Form, this form can be used during manual Quotation Opening process. o Click on Step 2: Enter Quotation Opening Data, enter the data and click save. Click Enter Quotation Opening Data link. On the popup enter data for all the suppliers. o Click on Step 3: Upload Quotation Opening Form & Minutes, upload the Quotation Opening form and Quotation Opening Minutes in the shown subtab. In this stage Quotation Opening is performed and responsive quotations are identified. Slide 19 19 Stage 3: Quotation Evaluation o Click on Step 1: Print Quotation Evaluation Form, this form can be used during manual evaluation process. o Click on Step 2: Enter Quotation Evaluation Data, on the popup enter data for all the suppliers. o System will evaluate and display the Lowest Responsive Supplier. o Click on Step 3: Upload Quotation Evaluation Form, upload the Quotation Evaluation Form and Minutes of meeting in the shown subtab. o Click on Step 4: View/Edit Supplier Details to edit supplier details if required. In this stage, evaluation is performed and lowest evaluated responsive supplier is identified. Slide 20 20 Stage 4: Recommendation for Award Select the appropriate Supplier, enter the comments and save. In this stage appropriate responsive supplier can be recommended. If the lowest evaluated responsive supplier (L1) is not acceptable by the committee, then another supplier can be selected in this stage Slide 21 21 Stage 5: PO Generation o Click on Step 1: Fill below details, enter PO generation date and click Save. o Click on Step 2: Generate Purchase Order, enter data on the popup and save. Click on Print PO, this will generate the Purchase Order. o Click on Step 3: View/Update Payment Details , update data for each payment term. o Click on Step 4: Upload Purchase Order, upload the Purchase Order in the shown subtab. In this stage the Purchase Order is generated and Payment terms are updated. Slide 22 22 Stage 6: GRN and Payment Tracking o Click on Step 1:Fill GRN Details, as and when Goods are received enter data in the shown subtab. o Click on Step 2: Enter Payment Details , update payment details as and when payments are made. In this stage Goods received details are captured and Payment tracking is performed. Slide 23 23 Shopping Works o Shopping Works follows this process o The basic stages and steps of Shopping Works are similar to those of Shopping Goods Slide 24 24 Direct Contracting o Direct Contracting follows this process o Direct Contracting is similar to Shopping except; o Quotations are invited from only one supplier/ contractor. Thus the condition on minimum three suppliers/ contractors does not exist for Direct Contracting. o Quotation Opening and Quotation Evaluation steps are not present for Direct Contracting. Slide 25 25 NCB Goods NCB Goods follows this process Slide 26 26 Stage 1: Generation of Bid o Click on Step 1: Enter Bid Details, enter the data and click save. o Click on Step 2: Enter Bidder Instruction & SCC Information, on the popup enter the data and click save. o Click on Step 3: Add/View Item Specifications, in the shown subtab click on item name (s) and enter data. o Click on Step 4: Add/View Payment Terms, three payment terms will be shown in the subtab, edit/ update the payment terms, as required. o Click on Step 5:Define Additional Question, If Required, add/ delete the evaluation/ post qualification question, if required. o Click on Step 6: Generate SBD, save the SBD and update the yellow sections in the SBD. o Click on Step 7: Upload/ View SBD , upload the final SBD in the shown subtab. This stage is primarily used to generate the SBD document Slide 27 27 Stage 2: Advt. & Issue of Bid o Click on Step 1: Generate Advertisement, on the popup enter the data and click save. Click Print Advertisement link to generate the advertisement. o Click on Step 2: Enter/View Advertisement Details, enter the data and click save. o Click on Step 3: Upload/View Advertisement , upload the copy of Advertisement in the shown subtab. o Click on Step 4: Add/View Bidder Details, as and when Bids are issued, bidder data can be entered. o Click on Step 5: Enter Prebid Meeting Information, on the popup enter prebid meeting details, if any. o Extension of Bid submission date (if required) link, can be used if there is extension of bid submission date. o Upload Corrigendum (If any) link, can be used to upload the Corrigendum, if any. In this stage tender is floated and info of bidder purchasing bid is captured, if available Slide 28 28 Stage 3: Bid Opening o Click on Step 1: Add/View Bidder Details, add the bidders in the subtab. o Click on Step 2: Print Bid Opening Form, this form can be used during manual opening processes. o Click on Step 3: Enter/View Bid Opening Data, enter the data and click save. Click Enter Bid Opening Data link, on the popup enter data for all the Bidders. o Click on Step 4: Upload Bid Opening Document & Minutes, upload the Bid opening doc and Bid opening Minutes in the shown subtab In this stage Bid opening is performed and responsive bids are identified Slide 29 29 Stage 4: Bid Evaluation o Click on Step 1: Print Bid Evaluation Form, this form can be used during manual evaluation processes. o Click on Step 2: Enter/View Bid Opening Data, on the popup enter data for all the Bidders. o System will show the Lowest Responsive Bidder. Click Post Qualification Criteria link and enter the post qualification details. o Click on Step 3: Upload Bid Evaluation Details, upload the Bid evaluation doc in the shown subtab In this stage evaluation is performed and lowest evaluated bidder is identified Slide 30 30 Stage 5: Recommendation for Award o Select the appropriate Bidder, enter the comments and save. o Click on Step 2: Generate Bid Evaluation Report, save the BER and update the yellow sections in the BER. o Click on Step 3: Upload/ View Bid Evaluation Report, upload the final BER in the shown subtab. In this stage appropriate responsive bidder can be recommend. If the lowest evaluated responsive bidder (L1) is not acceptable by the committee then another bidder can be selected in this stage Slide 31 31 Stage 6: LOA, Contract Award and PO o Click on Step 1: Fill /View Acceptance Letter details, save the LOA generated date. o Click on Step 2: Generate Letter of Acceptance, this will generate the LOA. o Click on Step 3: Generate Contract & PO, enter data on the popup and save. Click on Print PO, this will generate the PO. Click on Print Contract, this will generate the Contract. o Click on Step 4: Enter/View Payment Details , update data for each payment term. o Click on Step 5: Upload PO, LOA & Contract Form, upload the LOA, Contract and PO in the shown subtab. In this stage LOA, Contract Award and PO are generated and Payment terms are updated. Slide 32 32 Stage 7: GRN & Payments o Click on Step 1:Fill/View GRN Details, as and when Goods are received enter data in the shown subtab. o Click on Step 2: Enter/View Payment Details , update payment details as and when payments are made. o In case of amendments, if any use the Fill Amendment Details, if required link. In this stage Goods received details are captured and Payment tracking is performed. Slide 33 33 NCB Works o NCB Works follows this process o The basic stages and steps of NCB Works are similar to those of NCB Goods Slide 34 34 ICB o ICB follows this process o The basic stages of ICB are similar to those of NCB except; o At the advertisement stage International site details and UNDB published data can be inputted. o At every stage World Bank prior review is required thus after every stage package will go for World Bank review. Slide 35 35 LIB o LIB follows this process o The basic stages of LIB are similar to those of ICB except; o Advertisement is not done in LIB, it is done by direct invitation. Slide 36 36 QCBS Slide 37 37 Stage 1: Generation of TOR o Click on Step 1: Enter Bank NOC Details, enter the data and click save. o Click on Step 2: Define Tech Eval Committee, in the shown subtab add details about Technical Evaluation Committee members. o Click on Step 3: Upload TOR Document, upload the approved TOR Document in the shown subtab. This stage is primarily used to record date on which TOR has been approved by World Bank. Slide 38 38 Stage 2: Advt. & Issue of EOI o Click on Step 1: Generate Advertisement, save the advertisement and update the yellow sections in the document. o Click on Step 2: Fill Advt. Details, enter the data and click save. o Click on Step 3: Enter Consultant Details, as and when a consultant request for EOI document, details about the consultant can be entered. o Click on Step 4: Upload/View Advertisement, upload the advertisement document in the shown subtab. In this stage Advertisement is generated and EOI document is issued to consultants. Slide 39 39 Stage 3: EOI Opening and Shortlisting o Click on Step 1: Fill following Details, enter the data and save. o Click on Step 2: Add/View Consultants, add consultants in the shown subtab. o Click on Step 3: Print EOI Opening Form, this form can be used during manual EOI opening processes. o Click on Step 4: Shortlisting of Consultants, on the popup enter data for all the consultants. o Click on Step 5: Upload EOI Opening & Shortlisting Minutes, upload the EOI opening form and EOI Shortlisting Meeting document or Minutes in the shown subtab In this stage EOI opening is performed and consultants are shortlisted for issuing RFP. Slide 40 40 Stage 4: RFP Preparation o Click on Step 1: Fill following Details, enter the data and save. o Click on Step 2: Instruction to Consultants, on the popup enter data and save. o Click on Step 3: Define Technical Criteria, add/ delete the technical evaluation criteria. o Click on Step 4: Define Milestones, add/edit payment milestones. o Click on Step 5: Generate RFP, save the RFP document and update the yellow sections in the document. o Click on Step 6: Upload RFP, upload the RFP in the shown subtab In this stage EOI opening is performed and consultants are shortlisted for issuing RFP. Slide 41 41 Stage 5: Issue of RFP o Click on Step 1: Generate Invitation Letters, generate invitation letters for shortlisted consultants. o Click on Step 2: View/Print Invitation Letter, view or print invitation letters in the shown subtab. o Click on Step 3: Fill Pre-proposal Meeting details, enter Pre-proposal Meeting details and save. o Click on Step 4: Upload Pre-proposal Meeting Documents, upload the Pre-proposal Meeting documents in the shown subtab. o Extension of Proposal Submission Date (if required) link, can be used if there is extension of proposal submission date. o Upload Corrigendum (If any) link, can be used to upload the Corrigendum, if any. In this stage RFP document is issued to shortlisted consultants. Slide 42 42 Stage 6: Technical Evaluation o Click on Step 1: Fill Following Details, enter the data and save, o Click on Step 2: Tech Proposal Opening Form, this form can be used during manual technical proposal opening meeting. o Click on Step 3: Tech Eval Report, this form can be used during technical evaluation process. o Click on Step 4: Enter Tech Proposal Opening Data, on the popup enter data for all the consultants and save. Click on Technical Evaluation link and enter technical evaluation data for all responsive consultants. o Click on Step 5: Print Invitation Letter, enter data and print invitation letter for financial proposal opening meeting to technically responsive consultants. o Click on Step 6: Upload Opening Form and Eval Report, upload technical proposal opening form and evaluation report document in the shown subtab. In this stage technical evaluation of all proposals is performed. Slide 43 43 Stage 7: Financial Evaluation o Click on Step 1: Fill Following Details, enter the data and save, o Click on Step 2: Print Financial Opening Form, this form can be used during manual financial proposal opening meeting. o Click on Step 3: Enter Financial Proposal Opening Data, on the popup enter data for all consultants and save. System will perform combined evaluation and identify highest ranked consultant. o Click on Step 4: View Score, view combined score of all consultants in the shown subtab. o Click on Step 5: Upload Financial Proposal Opening Form, upload financial proposal opening form in the shown subtab. In this stage financial proposal data is entered and combined evaluation of proposals is performed. Slide 44 44 Stage 8: Recommendation and Contract Generation o Click on Step 1: Recomm. Details, enter the data and save, o Click on Step 2: Negotiation Details, enter negotiation meeting details and save. If negotiations fails, next ranked consultant can be selected for negotiations. o Click on Step 3: Contract Details, on the popup enter contract details and save. o Click on Step 4: Define Milestones, add/edit payment milestones. o Click on Step 5: Generate Contract, save the contract document and update the yellow sections in the document. o Click on Step 6: Upload Contract, upload the contract form in the shown subtab In this stage recommendation is performed and contract is generated with recommended consultant. Slide 45 45 Stage 9: Contract Award and Payments o Click on Step 1: Enter Contract Sign Date, enter the data and save, o Click on Step 2: Print Prior Review Checklist, save the generated prior review checklist. o Click on Step 3: Upload Signed Copy of Contract, upload the final signed contract form in the shown subtab o Click on Step 4: Track Milestone, update delivery and payment details as and when payments are made. In this stage Payment tracking is performed. Slide 46 46 Individual Consultants Competitive Individual Consultants Competitive follows this process Slide 47 47 Stage 1: Generation of TOR o Click on Step 1:Fill below details(Bank NOC), enter the data and click save. o Click on Step 2: Define Tech Eval Committee, add members in the shown subtab. o Click on Step 3: Upload TOR document, upload the TOR in the shown subtab. In this stage activities related to TOR approval are performed. Technical Evaluation Committee is defined which is involved in evaluation of technical proposals. Slide 48 48 Stage 2: Shortlisting o Click on Step 1: Add/View Consultant, add consultants in the shown subtab. o Click on Step2: Shortlisting Of Consultant, enter short listing data for all consultants on popup and save. o Click on Step 3: Recommendation Details, enter the data and click save. In this stage short-listing is performed Slide 49 49 Stage 3: Contract Generation o Click on Step 1:Fill below details(Contract Terms), select the appropriate contract type, enter the data and click save. o Click on Step 2: Define payment terms, add the payment terms in the shown subtab. o Click on Step 3: Generate Contract, this will generate the contract. o Click on Step 4: Upload Signed Copy of Contract, upload the contract in the shown subtab. In this stage the contract terms are defined and contract is generated Slide 50 50 Stage 4: Track Payment o Click on Step 1: Track payment, update payment details as and when payments are made. In this stage information about actual Payment is captured Slide 51 51 Sr. No.Reports 1Status Of Completed Civil Works 2Details Of Contract Placed (On-Going) Civil Works 3Civil Works Under TEQIP 4Details Of Tenders Yet To Be Floated For Civil Works 5Orders Already Placed 6Details Of Orders Placed During The Reporting Period 7Details Of Tenders Floated Under TEQIP 8STATUS OF EXPENDITURE UPTO REPORTING MONTH UNDER TEQIP 9Delivery Status Report 10Procurements Not Awarded To Lowest Bidder 11Delayed Payment Report 12Institution Rating Report PMSS Reports Slide 52 52 Sr. No.AlertsAlert Mode 115 days & 7 days prior to last submission date of the Plan email 2Procurements to be initiated in this week e-dashboard & email (7 and 2 day before) 3Bid opening meetings planned in this week e-dashboard 4Payments to be made in this weeke-dashboard & email 5Bids To Be Opened in this monthe-dashboard 615 days before Bid validity expiry dateemail 7Evaluation Reports to be Sente-dashboard 8Orders to be Placede-dashboard 9Bid opening data not feed in PMSS within 2 days email System lock PMSS Alerts Slide 53 53 Request/ Queries Request/ Queries Module is an interface used for answering the queries/ requests raised by the users. User Submits a request/ query through this module User can add attachments to the request/ query Email is sent to NPIU and respective SPFU NPIU & SPFU can see the request/ query Provide resolution to the request/ query using discussion thread feature or otherwise Email is sent to user Requestor can see the comments and close the request Slide 54 Thank You