E-GP Do's and Don'Ts

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    01/12/2010

    Dos and Donts of

    e-procurement

    ADB PPI Vietnam 2010

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    E-GP Systems

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    E-GP Systems

    Tender Boards

    Electronic Bid Box

    Reverse AuctionMarket Place

    Vendor/Contractor Registry

    Contract MonitoringElectronic Document Distribution

    Automatic Notification

    Payment and budget controls01/12/2010

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    About e-GP

    E-GP is a Business process

    E-GP is not a short term IT project

    E-GP is not procurement reform on its ownE-GP needs legislative and regulatory

    support

    E-GP needs government commitmentE-GP needs a champion

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    Value of e-GP

    An e-GP System is an information gateway betweenvendors and government buyers. Primary result is transparency by making information available.

    An open competitive procurement environment that

    generates best value for government critical mass = more value for both government and vendors.

    Content has more value than the features and functions ofthe system. Opportunity for Information Management, Reporting, and

    Monitoring Centralize Management with de-centralized responsibility.

    Opportunity to implement and manage standard processes.

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    E-GP Considerations

    You can make your system as simple or ascomprehensive as you need.

    The more integrated your system is with othersystems, the more dependencies you create.

    The system should support policy not drivepolicy.

    E-GP is not just technical implementation it is abusiness re-engineering process.

    E-GP will introduce new complexities to theprocurement process.

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    Planning E-GP

    Decide what you want to addressTransparency

    Increase Competition

    AnonymitySecurity

    Economic Development

    Trade

    Manage RiskBusiness Models

    Capacity for ChangeSkills, environment, resources

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    E-GP Business Models

    Shared Service Environment

    Canada, India (NIC)

    Public Private Partnership GovernmentIndia - GoK

    Owned and Operated

    SingaporeGovernment Managed, 3rd party operation

    Philippines

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    Primary Decision for Model

    FundingThe implementation of a full e-GP system can require

    significant upfront investment for the applications andinfrastructure to support the system operation.

    A sound business plan could provide the necessaryfunding to support the e-GP operation.

    Managing RiskMany government organizations do not necessarily have

    the required resources or skill sets to manage all aspectsof the system development and operation.

    This creates a significant risk that may be associated withdelays or system failures during the delivery andoperation.

    A 3rd party partner can help alleviate some of the risk withregards to resources and future technology advances.

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    System Needs

    Service Level Agreements

    Capacity Planning

    Back-up and Recovery SolutionsDisaster Recovery Plans

    Disclaimers / Privacy Policies

    Limitation of Liabilities Instructions to Bidders

    Policies for system failures

    User Terms and Conditions01/12/2010

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    Business Needs

    Clear terms of use to protect the operator of thesystem in the event of system failure or issues thatmay occur.

    Clear definition of ownership and rights to

    information and system to ensure government isprotected. Establish a support organization and funding to

    guarantee sustainability of the operation of thesystem.

    Establish a training and communication plan tosupport the system implementation. Long-term plan - e-GP is a life long business re-

    engineering program not just a short-term ICTproject.

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    Business Management

    Life Cycle Development 15 year plan

    Evolve over time.

    Content is Key. Large User Base is required.

    Plan for failures.

    Security is more than just the system.

    Training system and procurement.

    Marketing and Business Development

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    Dos

    Identify your objectives for e-GP

    Ensure strong support for e-GP initiative

    Government ChampionRegulation and legislative support

    Funding

    Operations / Support Organization

    Management/Steering Committee

    Business Development / Marketing

    Analysis and on-going planning

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    Donts

    Do not underestimate the challenges inchanging a process.

    Do not assume everyone will have the sameinterpretation of a law, regulation or directive.

    Do not make system processes a law

    directives are easier to change than a law.Do not assume all users and organizations

    are equal.

    Do not assume your system will never fail.01/12/2010

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    Things to Remember

    Stuff Happens

    True value is the content

    System design is more important than the code System training and procurement training are 2

    separate but related task.

    Need a strong partnership between businessand technology providers

    Let the system evolve and grow

    You cant outsource responsibility

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    Thank YouJoseph Fagan

    E-GP Consultant with the [email protected]

    01/12/2010