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Procurement & Pipeline Management

<logo>. Procurement & Pipeline Management. Cairo,Egypt 10-11 February 2002. Procurement & Pipeline. Planning / Upstream Execution / Downstream. JOINT / INTER-DIVISIONAL. ODK CO’s RE ODP MSP OT(S/L) FS. Procurement Selection of Product ( CO) Timeliness (OT)

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Procurement & Pipeline Management

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  1. <logo> Procurement & Pipeline Management Cairo,Egypt 10-11 February 2002

  2. Procurement & Pipeline • Planning / Upstream • Execution / Downstream

  3. JOINT / INTER-DIVISIONAL • ODK • CO’s • RE • ODP • MSP • OT(S/L) • FS

  4. Procurement Selection of Product ( CO) Timeliness (OT) Cost Effectiveness Pipeline PRC (CO) Cost Estimate (ODP) Donor indication/Restriction (RE) Planning/Upstream(CO/RE/ODP/MSP/OT/FS)

  5. Planning /Upstream • Business Process • RR ( Resource Request) Bureaux • PR ( Purchase Request) ODP • PO (Purchase Order) CO/MSP

  6. Execution / Downstream • PR (Purchase Request) • MSP inbox = F10 • Decision : (Local/Regional/International) • Local / Regional • MSP assigns PR to CO inbox (Eth1) or MSP in Zimbabwe (Zim1) ……...

  7. Business Process • Know the Policies& Procedures • Procurement authority • Mode of Purchase (Tendering) • know your market • products • Suppliers

  8. POLICY

  9. Tendering • CO executes the TenderPlans/Prepares/Evaluates/Arrange FPC etc.. • CO submits CCTI to MSP for Approval (PO thru system if connected) • Procurement Authority approves CCTI Note & release PO in Wings ( also as FM if NOT connected ) • MSP releases PO in WINGS (vendor has to be in the system)

  10. Contract signature • MSP authorizes by e-mail/fax CO to sign Contract ( if connected thru Wings) • In case of local payment copy FS ( FS to arrange PA etc..) • CO to arrange Inspection (Q&Q) • Monitor deliveries in coordination OTL

  11. Completion • CO to pay locally • CO to issue confirmation of delivery • MSP creates Goods Receipt Note(Connected CO to enter GRN) which triggers ITSH….

  12. International Purchases (HQ) • Tendering • PR is taken by Procurement officer handling commodity • He/She checks with CO delivery details, timing,type of commodity (beans,veg-oil) • He /she creates tender in Wings • OTS remarks regarding shipping matters

  13. Receipt of Offers &Award • All offers to opening panel ( OEDA) • Evaluation prepared by Procurement officer , freight rates from OTS • Purchase committee recommends • Procurement Authority Approves • PO/ Contract issued thru Wings • Successful Supplier informed

  14. Follow- up actions • PO triggers OTS action • Inspection Co to be nominated thru Wings ( tender procedure) • Upon receipt of documents payment arranged thru system ( GRN entered) • Invoice passed to FS for settlement • FS effects LIV ( logistic invoice verification)

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