End to End Secured e-tendering Solutions. Procurement ERP From MobileERP

Transcription

1 End to End Secured e-tendering Solutions Procurement ERP From MobileERP

2 Scope of Application 1. Pre-Tendering 2. Tender publication and communication 3. Tender processing 4. Virtual tender opening 5. Tender Work Done Tracking 6. Quality Checking of Work done 7. Bill/Invoice Checking & Passing 8. Payments Processing against Bills 9. Vendor / Creditors Accounting 10. Business Intelligence Reporting

3 1. Pre-Tendering Supplier registration Indent preparation/consolidation Tender document generation

4 2. Tender publication and communication Publication on the web Tender communication through s and SMS Sale of tender document Generation of management information system (MIS) report

5 3. Tender processing Bid status tracking Filling of bids by suppliers Submission of bids by suppliers Receipt of bids in electronic tender box Receipts of payments EMD etc. Validating Vendors bid against set criteria's Generation of management information system (MIS) report

6 4. Virtual tender opening Tender opening and evaluation Preparation of comparative statement (CST) Tender Allotment to Vendor Deposit of EMD or other Payments from vendor Return of EMD to other vendors Generation of management information system (MIS) report

7 5. Tender Work Done Tracking Submission of Daily Progress Reports Submission of Manpower reports Submission of Material used reports Generation of management information system (MIS) report

8 6. Quality Checking of Work done Checking Materials Quality Checking Manpower Quality Checking Work Quality Preparing ISO 9000 NCRs for Quality Failures Checking 6-Sigma Quality Levels Doing Quality Failure Analysis FMEA Preparing Quality Score Cards Generation of management information system (MIS) report

9 7. Bill/Invoice Checking & Passing Entering Vendor Invoices by Vendors Generating Tender Invoices against work done Comparing Vendor and Tender Invoices Solving Billing Errors online Bill Passing via online Approval Work flows Generation of management information system (MIS) report

10 8. Payments Processing against Bills Electronic Payment Processing for approved bills Delayed Payment Notifications issued Reason for no payments issued due to failures Generation of management information system (MIS) report

11 9. Vendor / Creditors Accounting Posting Vendor Transaction Vouchers Posting Payment Transaction Vouchers Posting against Cost Centers to do costing Generation of management information system (MIS) report

12 10. Business Intelligence Reporting KPI Reporting Reporting Pivot based Reporting Graphical Reporting End to end drill down reporting One page summary daily reporting 6-Sigma / ISO based Standards Reporting Balance Score Card based Reporting Financial Reporting Management Reporting

13 Why to implement such system?. 1. Compliance with the government regulations a. e.g. CVC order b. e.g. IT Act 2000 compliance 2. Increase in efficiency and productivity a. Elimination of manual mistakes b. Free human resources to do productive task c. Increased tender planning and monitoring 3. Transparency and accountability in the process a. Invoking a fair and transparent evaluation system b. For being more responsive and quicker to the vendors 4. Expanding the reachability of advertisement a. Anytime, anywhere access to information b. Addition of new vendors without geographical segregation 5. Speed up the process a. Shorten the tender cycle b. Elimination of duplicity of the same manual task c. Automating the time-consuming manual process 6. Vendor relationship management a. Obtaining better price from vendors b. Guidance to vendors for filling tender (minimising chance for rejection) 7. Cost savings for supplier and sourcing agency a. Printing cost (photocopy, printouts, stationary, etc.) b. Communication cost (telephones, postage, advertisements, etc.) c. Time (standing in queue, travelling, waiting for officers, etc.

14 Proposed Benefits

15 Technology 1. Compliance of the product to open standards and use of open-source software system Device & Platform independent on client side Open standards like TCP/IP and HTTP are used Robust SQL Server 2008 R2 Enterprise Edition DB Use of HTML5, JAVASCRIPT etc. open languages 2. Technologies for secured electronic transaction SSL & Digital Certificates makes system robust Electronic Signature based workflow approvals Audit Trail & Log for each transactions across all steps 3. System architecture and connection to external systems Secured Payment Gateways to collect payments Communication Gateways for SMS & s Secured Electronic Payment Processing to send payments SoftRobot, SoftServer based codeless AI ERP Architecture Document & Workflow management systems built in.

16 Proposed Selling Model The web and mobile ready Software is free for Government to use. It can also be customized for Government use at small charges. The charges will be per transaction 1. There will be charges on supplier registration which will be recovered from suppliers. USD 100 per vendor per annum. 2. There will be charges per Bid posted by suppliers which will also be recovered from suppliers. These fees are on on the total estimated cost of tender (percentage basis). Approx. 0.2 to 1% of Tender Costs based on amount of tender.

17 Conclusion The e-tendering system proved to be beneficial to both Government and suppliers. The automation dramatically reduced flow of paper files and follow up, while online payment transactions accelerated the tender process, thereby reducing the lead time for procurement. The most important aspect is that suppliers are no more required to come to the Government office for tender purchasing, submission and opening, thereby reducing the cost of tendering. The online system has offered fast and more transparent tendering process. The implementation of e-tendering system requires involvement of users from all levels in the organisation hierarchy and commitment from the top management. e-tendering has shown a way to boost internal savings and enabled corporations to cut down the final cost of their products. The uses of e-tendering system do not require sophistication in computer knowledge, and vendors and officers with different background can successfully participate in the process