Unified e procurement platform of the state govt of karnataka
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Unified e-Procurement Platform of the State Govt. of Karnataka. Presentation Overview. Rationale for unified end-to-end e-Procurement platform Project Development Project Objectives Business model Architecture Functional Technology Institutional Roll-out status Process Reforms

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Unified e-Procurement Platform of the State Govt. of Karnataka

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Unified e procurement platform of the state govt of karnataka

Unified e-Procurement Platform of the State Govt. of Karnataka


Presentation overview

Presentation Overview

  • Rationale for unified end-to-end e-Procurement platform

  • Project Development

    • Project Objectives

    • Business model

  • Architecture

    • Functional

    • Technology

    • Institutional

  • Roll-out status

  • Process Reforms

  • Implementation experiences

    • Perceived impact

    • Key challenges

    • Learning’s


Rationale

Rationale


Rationale for unified end to end system

Rationale for Unified End-to-End System

Unified: A single system meant to be used as a shared infrastructure by all agencies in the State

End-to-End: Entire procurement process from estimate/ indent preparation, tendering, contract / catalogue management until e-Payment will be handled


Rationale for unified end to end system1

Rationale for Unified End-to-End System

Rationale

  • An effective mechanism to enforce procurement policy decisions consistently across all government agencies in the State

  • Worth the heavy investments

    • Establishment of PMU

    • Investments in audit by 3rd party audit agency

    • Selection of principal bank

    • Establishment of training centers

    • Robustness of hardware and software to ensure high Quality of Service (QoS)


Rationale for unified end to end system2

Rationale for Unified End-to-End System

Rationale

  • Single point integration with external systems such as treasury and payment gateways

  • Generation of State-level MIS

  • Contractors view the State as a single procurement entity

    • Register once, participate on all tenders in the State

    • Get automated notifications about all tenders published in the State

  • Government officers get accustomed to a single software

    • Inter-department transfer of govt. employees

      Implementation of unified end-to-end e-Procurement is a Vision, Policyand Architectural decision.


Project development

Project Development


Project objectives

Project Objectives

  • Infrastructure for effective implementation of procurement policy of the State

  • Enhanced transparency

  • Ease of access to contractor community

  • Availability of advanced procurement software to big, medium and small procurement entities alike

  • Software to handle entire end-to-end procurement processes and not just tendering

  • Consistent and sustainable contractor development

  • Less paper; environment friendly


Key decisions taken

Key Decisions Taken

  • Scope definition

    • Start point: Estimate preparation by AEE

    • End point: Payment to contractor

  • Detailing the processes

    • Definition of Functional Requirements Specification (FRS)

  • Additional definitions

    • Technology requirement specifications

    • Security requirement specifications

    • Operational requirement specifications


Key decisions taken1

Key Decisions Taken

  • Service Level Agreement (SLA) Definitions

    • Operational SLA

    • Deployment SLA

  • Business model

    • Public-Private-Partnership (PPP) model

      • Transaction based model; “Pay per use”

    • Contract pays transaction charges

    • Slab-based payment

      • Module specific pricing

      • Separate payments for goods and works procurement

    • PPP modeling

  • Bid Process Management


Defining characteristics of gok s e procurement system

Defining Characteristics of GoK’s e-Procurement System

  • Envisioned as an end-to-end platform (i.e.) all stages of procurement from indenting until payment will be handled electronically

  • A single platform will be shared by all government agencies in the State

  • Fully PKI-enabled system

  • Contractors will not be required to visit government offices to participate in tenders and also for bid submission

  • Payment due to contractors will be paid electronically using NEFT

  • Implemented on Private-Public-Partnership (PPP) basis; the private partner is paid on a transaction basis


Architecture

Architecture


Functional architecture

Functional Architecture

e-Tendering

Contract

Management

Indent

Management

e-Auctions

Catalogue

Management

Suppliers and Buyers Master Data

e-Payment, Accounting and MIS

Dept. 1

Dept. 2

Dept. n…

Supplier 1

Supplier 2

Supplier n


Technology architecture

Technology Architecture

  • Flexible design

    • A single instance of software

    • Workflow configured as per dept specific requirements

    • Driven by parameterized understanding of public procurement processes

  • Programming language: Java

  • Application server: JBOSS

  • Database: MySQL

  • Workflow engine: JBPM

  • Entirely built upon open source technologies


Institutional architecture

Institutional Architecture

Chaired by Additional Chief Secretary, Govt. of Karnataka

Steering Committee

Chaired by Principal Secretary, e-Governance

Project Monitoring Committee

Headed by CEO

Centre for e-Governance

e-Procurement Cell

Headed by Project Director


Sample workflow

Sample Workflow

As per delegation of powers

Asst Exec Engr (AEE)

As per delegation

of powers

AEE

Create abstract

estimate

Approve abstract

estimate

Create detailed

Estimate & do rate

analysis

Approve detailed

estimate

EE as Tender Inviting Authority (TIA)

As per delegation

of powers

EE (TIA)

Publish Tender

Prepare Draft

Tender Schedule

Approve Draft

Tender Schedule

EE as Tender Acceptance Authority (TAA)

As per delegation

of powers

EE as Tender opening official

Contractors

Evaluate technical

Bid Documents

Bid submission

Unlock tenders &

Verify EMD

Approval of technical

Bid evaluation

As per delegation

of powers

EE as TAA

Decrypt commercial

Proposals of technically

Qualified bidders

Award of contract

Approval of commercial

Bid evaluation

EE as TAA

Contract

Management


Roll out status

Roll-Out Status


Project statistics

Project Statistics

Training

Users

Tenders


Unified e procurement platform of the state govt of karnataka

Number of Suppliers Registered


Unified e procurement platform of the state govt of karnataka

Value of Tenders Published


Unified e procurement platform of the state govt of karnataka

Number of Tenders Published


List of notified government agencies as on may 2009

List of Notified Government Agencies as on May 2009


Process reforms

Process Reforms


Process reforms1

Process Reforms

  • Karnataka Transparency in Public Procurement (KTPP) Act amended to provide legal backing to the initiative

  • Centralized Supplier Registration; register once and participate in all tenders floated in e-Procurement platform

  • Receipt of EMD and tender processing fees using e-Payment

    • Credit Card, Direct Debit, NEFT and Over the Counter

  • Administration of software done by Govt.

    • Workflow management

    • Implementation of transfers and delegation of powers

  • Establishment of e-Procurement cell


Extract from kttp act

Extract from KTTP Act

Section 18-A. E-Procurement

(1) There shall be a single unified e-procurement platform for all procurement entity which may be notified under sub-section (2)

(2) With effect from such date, as may be specified by the Government, by notification, a procurement entity in respect of a class of procurement, if any, as may be notified shall procure its procurements through the e-Procurement platform.

(3) Notwithstanding anything contained in this Act, the Government may make rules, for specifying a separate procedure to be followed by procurement entities notified under sub-section (2) for e-procurement through e-procurement platform, and for non-application of other procedure of procurement to e-procurement.


Implementation experiences

Implementation Experiences


Perceived impact business community

Perceived Impact (Business Community)

  • Enhanced transparency in tendering and procurement

  • Free download of bid documents

  • Reduction in travel and other miscellaneous expenditure

  • Electronic submission of bids

  • Ease of access


Perceived impact government

Perceived Impact (Government)

  • Tender opportunities effectively publicized

  • Development of track-record on contractor’s performance

  • Rich MIS data on various aspects of procurement at the State government level (both as-on-date and accumulated MIS)

  • Faster file movements and integrated file monitoring system

  • Enhanced efficiency measured through faster completion of procure-to-pay cycle

  • Standardization of procurement procedures


Perceived impact citizens

Perceived Impact (Citizens)

  • Better utilization of tax-payers money

  • Real-time access to the status of works, goods and services procured by the State (to be made available soon)


Key challenges

Key Challenges

  • User readiness

    • Attitude and mindset

    • Availability of IT infrastructure

    • Skilled personnel

    • Network connectivity in user agencies

  • Change management

  • Standardization of procurement processes required for development of a single instance software


Learnings

Learnings

  • Successful deployment of software in Public Works Department (PWD) in the pilot stage

  • Amendment to KTPP Act has been very helpful in rolling out the system

  • Dedicated training centers and facilitation centers

  • Extensive handholding support requirements

  • Equitable sharing of risks and responsibilities with private partner in PPP model

  • System administration by Government is good

  • Establishment of good robust e-Procurement cell is essential


Future roadmap

Future Roadmap…

  • Framing e-Procurement Rules

  • Organizing seminars and training workshops

  • Rolling out Contract Management, Catalogue Management and e-Auctions

  • Implementation in all government departments / organizations by the end of 2010

  • Be a Role-Model on e-Procurement implementation


Thank you

Thank You


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