【正文】 countability 5 Components of Delivery Consultants (SSA) 10% Travel 8% UNV 5% Fellowships 2% Project Personnel (SC) –12% Project staff (200 amp。1 Procurement Management: Best Practices 2 Learning Objectives ? Overview of Procurement Facts ? Understanding Procurement Chain ? Procurement Plan ? Supply Positioning ? Risk Management ? Procurement Oversight ? Contract Development amp。 Administration ? Atlas (PO amp。 300 Series) –18% Goods Service 45 % 63% G o o d s a n d S e r v i c e s45%P r o j e c t S t a f f ( 2 0 0 amp。 Delivery: ? Delivery prises mainly of following ponents: Goods, Services, Individual Consultants, Travel, etc. These fall under procurement. ? Procurement is the key pillar of delivery. ? Procurement is presently treated as a mechanical process. ? One needs different type of skill sets to manage different type of goods and services. ? One need market and product knowledge. It is not about 3 quotations. ? It is about partnering with supply sources ? Move from tactical to strategic mode ( Presently we spend 100% of our time on fire fighting) 10 Procurement Chain: REQ Sourcing (Potential Suppliers) Receipt and Opening Vendor Award Contract/PO Approval by CPO Create Vendor Evaluation of Offers Review By Contracts Committee Bidding 11 Public Procurement Life Cycle Procurement Plan Procurement Implementation Procurement Evaluation Procurement Formalization 12 Procurement Planning: ? This should take place well before taking any purchasing action. ? It should not be limited to specific requisition but part of positioning the procurement unit to best advantage ? The first task is to establish the significance to the buying anization of the purchased items and then to gain an understanding of the market conditions. ? This require the use of following three techniques – Supply Positioning – Supplier Preferences – Vulnerability management 13 Procurement Plan: ? A procurement plan describes which product will be acquired from vendor as well as when and how they will be acquired. What, When, How ? Template – Items to be procured – Evaluation criteria – Procurement Method – Schedule/ Date of delivery – Ownership rights of the source code – Ownership rights of the production ? One of the major initiative to improve procurement system 14 Procurement Planning Procurement planning, prior to any action taken in Atlas, is essential for the timely solicitation of quotations, bids or proposals。 and the delivery of inputs. Procurement planning entails more than the selection of a procurement method for various goods, works and services and when to schedule activities, but bines the legal and institutional frameworks in which procurement must be carried out. Business Units should consider the following: ?Types of goods, works or services required。 ?potential sources。 ?Source of funds。 ?Delivery time and place。 ?Justification for nonpetitive procurement。 deal STRATEGIC SECURITY STRATEGIC CRITICAL TACTICAL ACQUISITION TACTICAL PROFIT 19 Purchasing Action Scenarios ?Long term contracts ?Buffer stocks ?Price indexation ?Find alternatives ?Contingency planning ?Medium or longterm contract ?Supplier information ?Supplier development ?Price management ?Continuous review ?Simple purchasing procedures ?Systems contracting ?Stockless purchase ?Cash purchases ?Shortterm contracts ?Active sourcing ?Market knowledge ?Price determination STRATEGIC SECURITY STRATEGIC CRITICAL TACTICAL ACQUISITION TACTICAL PROFIT 20 Risk Management ? Risk is part of the procurement environment ? It involves systematic identification, analysis, treatment and where appropriate accepting the risks ? Agreements to limit a supplier’s liability to UNDP and third party (Indemnity. Guarantee, warranty) 21 Write Specifications TOR and SOW Evaluate Offers Risk Management Prepare Solicitation Documents Seek, Clarify and Close Offers Award Contract Manage the Contract Choose a Procurement Method Identify Needs Negotiate the Contract Evaluate the Procurement 22 Risk Management: ? Key to effective and efficient delivery ? This should be integrated in day to day management ? More important when we are moving from “arms length” to “partnering” ? Typical Risk factors: Buyer risk factors, Supplier Risk Factors, Contractual relationship risk factors, External risk factors ? Tools and techniques for managing risks: (Risks, Likely consequences, what to do) – Identifying the need – Developing the specifications – Contract documents 23 Risk Management: ? Selecting a procurement method ? Seeking, clarifying and closing offers ? Identifying the preferred supplier ? Evaluating Offers ? Negotiating the contract ? Managing the contract ? Evaluating the procurement process ? Disposals ? Impact of each of the above on cost, timetable, user acceptability, integrity and petence 24 Risk Cost Delivery Ethics Overstatement of Needs. V V N Understatement of Needs. V V N Insufficient Funding. V V N Impractical Timeframe for Supply. V V N No Available Solution. V V N Fraud. V V M Risk: Identifying Needs 25 Risk: Writing Requisitions Areas of Consequence Risk Cost Delivery Ethics Narrow/ Biased Specifications V V M Definition of Inappropriate Product. V V N 26 Risk: Solicitation Documents Risk Cost Delivery Ethics Terms and Conditions Unacceptable to Suppliers. V V V Uncertainty amongst Contracts due to Conditions of Contract. V V V Provision of Inadequate Information. V V V Biased Requirements. V V V Inadequate Requirements. V V V 27