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A software every BAC must have.

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      Every  BIDS  and  AWARDS COMMITTEE  (BAC) of  any government  agency - including LGUs, SUCs, NGAs, GOCCs, Hospitals, and others - needs a fully computerized procurement system as a strategic tool of management and as an aid-for-good governance.  The  BAC’s  function  is  very critical  to  realize  an  efficient, orderly and a  graft-free agency.

 

     The   BAC  and   its   Secretariat  practically  manages  the  complete documentation  of every  procurement transaction in the agency.  The  task  of the BAC for each transaction is audit-sensitive, legally risky, highly voluminous and a fully-loaded procurement documentation and generation function. 

 

     The e-Procurement System (ePS) specially developed for the BAC of government agencies is fully compliant to GPPB-prescribed standards and procedures, and also abides with COA's auditing process. 

 

       It is vital for every BAC to have the right tools for data management. Thus, finally, here is the e-Procurement System to help realize excellence in agency procurement management.

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Introducing the most complete system for Government BAC Offices

1.   This software exactly follows the procurement process  per R.A. 9184  - from the checking of PRs per APP, to the issuance of POs  and MRs.

 

2.   This  software  directly  eliminates  redundant  data  encoding   as  it  

auto-generates all  standard  procurement  records  with  less human effort. Thus, only a one-time data entry of the PR is  needed to print  all system-generated records as ITBs and RFQs,  Official  Bid  Forms, Bid Tenders, Abstract of Bids,  Bid Evaluation, Post-Qualification  Report, Minutes of Meeting of the BAC, BAC Resolution of Award, Purchase Order (PO),  Notice of  Award, Notice to Proceed, and Bid Contracts. 

 

3.  This  software auto-generates  the mandatory  DILG-required monthly   Transparency  and  Disclosure  Reports, including the GPPB’s CPMR and APCPI Rating as required per agency or LGU per GPPB Res.10-2012. The ePS uses the GPPB Excel Form to printout the APCPI Report of the agency. 

 

4.  This software also auto-generates many procurement monitoring reports, to include procurement timelines and procurement dashboards with data statistics and real-time status reports for each procurement.

 

5. This  software  includes many procurement resources as built-in electronic digitized library of  procurement guidelines, RA 9184, GPPB Decisions  and  Legal Opinions, and more

 
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Key Features

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Includes PPMP-APP-PR to NOA, NTP and PO

    The ePS has an optional module to include the PPMP preparation and consolidation from all Offices in the agency for any given year. Thereafter, the ePS automatically consolidates all PPMP records to generate the Annual Procurement Plan (APP) without any hassle.

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    An upgrade of ePS will allow Offices to prepare their own PPMP, and their PR (based on their PPMP as approved by the BAC), thus ensuring that only items in the PPMP gets included in the agency PR. 

Agency User-Modifiable Report Templates

     The ePS recognizes the agencies option to slightly modify their report formats based on GPPB-prescribed forms, such as PR, ITB, RFQ, Abstract, Notices, Minutes, BAC Resolution, NOA, PO, NTP and Contract. 

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     Thus ePS has a ready-to-use, yet modifiable report templates best suited for their own agencies.

 

      Printout options includes system-generated forms or exported reports to MS Word and MS Excel formats.  

RA 9184 and IRR Compliant

    The ePS is fully compliant to the standards, procedures, forms, reports, including the dynamics and practical nuances of procurement management. 

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     It complies fully to RA 9184 and its IRR and GPPB-issued guidelines.

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     The ePS also considers the unique practices of BACs to be included in the system but maintains its core compliance to established standards in procurement transactions. 

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Easy MS Excel Migration

PostgreSQL Backend

Direct-Data Networking

   For submitted PRs with, say 150 items as listed for Office Supplies, the ePS has a utility option to migrate the 150 items to the ITB or RFQ format in a zip, provided the MS Excel record is available. Hence, no need for the BAC Staff to retype all items in the ePS database thereby ensuring data-encoding accuracy and fast completion of the ITB or RFQ.
 
    The system uses PostgreSQL as backend. Then, as procurement-related data are encoded in the ePS the transaction records are directed to the server, which in turn displays the processed data in a comprehensive Dashboard accessible  in any device - mobile or desktop - as long as these are connected to the server IP address.   
 
   Whether in a LAN or wireless environment, the ePS innovated its own simplified process to push-or-pull data from one PC unit to another, the Direct-Data network approach. It is secure and suits specially for task assignments related to various stages of procurement process. For agencies that does not have a server the ePS can still run as efficiently with the same desired output.
DOST-assisted System

    The ePS was recognized by the DOST as a vital tool of management promoting efficiency, transparency and with much potential for good governance. Hence, the DOST funded the pilot-testing of the ePS in various agency sectors such as LGUs, SUCs, NGAs and others agencies. Thus, the pilot-tested agencies of SUVs, etc. have successfully validated the ePS as a valuable tool of management. After the pilot-testing for more than a year, the ePS evolved to produce its customized variants for LGUs, SUCs and NGAs.   

 

Video Tutorial-assisted

    Agency-partners which will use the ePS are provided with a documented operational manual as well as access to a set of video tutorials on how to use the system. 

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    Thus it ensures that agency staff who will use the system, in all types of procurement management, are properly guided with info-on-demand on how to use and maximize the use of the ePS. 

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Online ePS Dashboard

    The ePS includes an option to use an online Dashboard module for agencies that are widely networked with Main Server to service various Offices.

 

     Using the Online Dashboard, any Office can just easily browse or track-and-trace the status of their procurement requests as processed by the BAC Secretariat Office or GSO. Data in the Online Dashboard can be accessed by desktop or Android  device connected to the Server's IP Address.

Interactive Dashboard  

    For agencies that does not have the facility of a main server, the ePS includes a system's built-in Interactive Procurement Dashboard in lieu of the Online Dashboard to record in real time the procurement status and performance of the government agency.  Easily assess, evaluate, track and profile procurement performance in areas of APP usage, PPMP budget balances, consolidated ABC processed current PRs on process, and more.

Standalone & Integrated 

    The ePS was designed as an all-weather system. It considers in mind agencies that have intermittent or slow internet access, hence the standalone concept. The ePS is not restrictive of any Windows OS version, and can run in a standalone or network mode with or without internet connection.

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 The ePS is an integrated agency  solution as it is able to manage all procurement-related tasks, as well as provides access to pre-loaded library references pertaining to procurement matters.  

 

Procurement Timelines

    The ePS includes a procurement timeline board and report to plot the actual duration of the procurement transaction from start to finish. Using the prescribed period for each mode of procurement, the ePS scores the efficiency rating of handling each case of procurement transaction.

     This report is what COA requires in auditing agency procurement performance. Thus, said report is now a featured utility in ePS and can generate the audit report anytime.

Standalone & Integrated

Procurement Timeline

Automated Abstracts

     The ePS is fully automated that the user merely encodes all bid quotations of bidders or suppliers (say for a PR with 150 listed items), then the ePS automatically sorts, lists and tallies the items won (per LCB result) of each winning Bidder/Supplier, and finally auto-prepares the PO for each Bidder or Supplier with their winning items listed in the PO. The staff's task is merely to put the official PO No.
      If done manually, the BAC staff have to evaluate item-per-item to determine the awarded items for the winning Bidder/Supplier. 
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Auto-generates APCPI

 The ePS can automatically generate the GPPB-required reports as the Comprehensive Procurement Monitoring Report (CPMR) and the Agency Procurement Compliance and Performance Index (APCPI) from the data encoded in the system. Using the MS Excel form issued by the GPPB, the ePS "hits the cells" of the CPMR matrix and shows the actual values from ePS encoded data, and shows the generated APCPI rating. If  listing of actual PR is required, then the ePS can easily generate and print it.
      
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Subscription Service

  The ePS can be acquired by agencies like LGUs either thru direct procurement of thru a Software Subscription Service. The latter is a simplified pay-as-you-use basis renewable every year. Online technical support is provided upon request. 
  Under the Subscription Service,  the agencies must send their staff for a 2-3 days training. Thereafter, they can use the ePS based on agreed term.  
    

Multi-Year Databases

  The ePS allows you to setup and keep your procurement records and databases by year - or on a yearly basis. That means you can easily reset and review the procurement transactions, say two or three years ago, and see the actual records for any  particular year of interest. 
    This setup enables the BAC to compare task performances on a yearly basis, aside from quickly retrieving transaction records for evaluation purposes.
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Activity-to-Date Tracking 

  Every mode of procurement has a prescribed number of days to complete, hence the ePS shows a detailed step-by-step task with a corresponding date of completion for each task, and by a specific assigned staff. 
    This built-in feature of ePS is beneficial as, first, it evaluates whether the dates for each procurement activity is in proper sequence, and if not it prompts the BAC about it, then it also monitors the actual status of each PR anytime, and for every staff assigned with a specific task.
   

Full Disclosure Report

    For LGUs and agencies that are required either by the DILG or COA to post their Transparency and Full Disclosure Reports pertaining to procurement matters, said reports such as Summary of Bid Results for Goods, Infra, etc. can be easily generated in ePS with just a few clicks of the mouse.
   
     The agency-user merely selects the coverage date From, and the End date of review and the ePS auto-displays the report at once.   

ePS Modular Project

  The ePS is provided to agencies with options to acquire based on their modular preference of software package.  The full implementation of the ePS has three phases, namely: (1) Basic ePS for BAC Secretariat only, (2) Expanded ePS to include Online ePS Dashboard, and (3) Agency-wide ePS to include installation of Office ePS in each Office for the preparation of their PPMP and PRs compatible with the ePS Platform     
    

User-to-Task Config

  The ePS is versatile as it can be managed by just one staff or a multiple of staff assigned with a specific task in the procurement cycle (i.e. one staff is assigned to prepare the ITB or RFQ, and another to prepare the NOA, PO and NTP, and so on).       
    Either way, the ePS has a protocol that allows you to setup a User-to-Task configuration at anytime. This configuration secures the task to be accessed only by the assigned staff using his/her secured password. 
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ePS Resource Center

    The ePS is more than just a system for managing agency procurements. It also includes other automated reports as TWG matrixes for summary of output of bids - for ITB or RFQ - on any given bidding date, The ePS also auto-generates the Bidding Date Attendance Sheet with list of bidders (which bought bid documents already listed).
     
     Other references includes a built-in library of legal references pertaining to procurement matters as GPPB opinions and decisions. 
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e-Property Compatible

    The e-Procurement System (ePS) was designed to be compatible to another system by InfoDynamics, the e-Property System, which is usually managed by the GSO. Hence, after the issuance of the PO from the ePS, the e-Property System can then auto-generate the standard Inspection and Acceptance Report (IAR) of said PO without need to retype the items in the PO. Other reports as PAR, RIS and ICS are auto generated without need for item re-typing.
 
 

Real-Time Tracking

  If used with the Online Dashboard, the ePS facilitates real-time monitoring and tracking of any requested procurement transactions. Requesting offices can readily know the status of PR processing - from PhilGEPS posting, to PO issuance, to actual delivery of the requested items in the PR.   
    Real-time monitoring by Offices frees the BAC Secretariat of any task to find and retrieve transactions for updates to any requesting Office.  

SMART.App Compatible

  The ePS is compatible with InfoDynamics' SMART.App System. The App is a versatile tracking of procurement-related records incorporated in an Executive package of Apps for the Chief Executive. 
   As MySQL data in the ePS are continually loaded in the server, the App automatically tally, profile, summarizes in stats, monitor and tracks procurement data as support input to the App's decision-making platform for agency Chief Executives.  
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