eProcurement eGov Application with an Impact

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e-Procurement- e-Gov Application with an Impact -
Elena Stamatoska eGov Project Deputy Chief of
Party
26.02.2009
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eGov Project

• Improves the efficiency and transparency of the
  public sector by designing, developing and
  implementing modern e-government
  solutions
• Re-engineering existing processes, ensuring that
  the procedures are simplified, eliminating
  unnecessary documentation, reducing costs for the
  end users
• Ensuring that end users are properly educated to
  use the applications
• Improving the capacity of the recipient
  institutions to continue to use and maintain the
  developed applications in the future

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Applications developed to date

• e-Procurement
• SW for distribution of international cargo
  transport licenses
• e-Tax services
• Single window portal for import export licenses
  and quotas
• System for registration of employments in the
  private sector
• e-Budgeting
• Apply-on-line for civil servants
• Site builder for distribution of state benefits
• e-Health Registers

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Software applications for Public Procurements

• Web-information system for publishing Contract
  Notices and Notifications on awarded contracts
• eProcurement system for conducting public
  procurement procedures electronically

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Web Information system for publishing Contract
Noticeshttps//oglasi-izvestuvanja.finance.gov.mk
/main.do

• Used by all Contracting Authorities for preparing
  Contract Notices and notifications electronically
  
• Public section of all published notices and
  notifications
• Mandatory usage all CAs are obliged to publish
  their Contract Notices on this website
• Around 900 CAs are registered and use the system
• 6999 Contract Notices published in 2008
• 6759 Contract Award Notifications published in
  2008

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Electronic system for Public Procurementshttps//
www.e-nabavki.gov.mk

• Web-based, simple and user-friendly system
• Aligned with the IDABC Functional Requirements
• Enables conducting the entire public procurement
  procedure electronically
• Enables electronic communication between
  contracting authorities and domestic and foreign
  economic operators
• Eliminates paper work thus ensuring efficiency
  and cost-effectiveness of the contract award
  procedures
• Usage of the system is still on voluntary basis

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e-Procurement system History overview

• 2005 - tender published technical
  specifications prepared according to the PP
  process of a pilot institution
• Consortium of 2 local IT companies selected to
  develop the software solution
• 2006-2007 period for extensive development,
  testing and pilot procurements Legal basis for
  e-procurements provided
• End of 2007 new Law on PP adopted ?
  modifications to the system made ? detailed
  technical instructions prepared
• 01.01.2008 fully fledged e-PP system installed
• Entire 2008 improvement of the overall
  security, design and functionalities of the
  system Extensive training sessions

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Statistics

• 222 registered Contracting Authorities (25 of
  all CAs)
• 1.000 registered Economic operators
• 40 e-Procurement procedures
• 35 training sessions and promotional events
• 1.300 trained individuals
• Average savings per procedure when using
  e-auctions up to 5 compared to the lowest price
  submitted in the pre-qualification phase

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Technology of the software solution

• Centralized web-based application
• Browser based Internet Explorer, Mozilla, Opera
• 3-tier architecture Presentation, Business Logic
  Database
• Servers Operating system MS Windows Server 2003
• Database Microsoft SQL Server 2005
• Programming Languages C, DHTML, Java Scripts,
  SQL, XML
• Microsoft .NET Framework 3.5
• Microsoft Internet Information Services 6.0

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Security issues

• All actions traced (logged in the system)
• All confidential data encrypted/protected (256
  bit data encryption for all data transmitted and
  stored)
• Access restricted to authorised persons only
• Attempts for access are logged and available to
  auditors
• System for electronic identification
• Key documents have to be digitally signed
• 2 IT Security Audits performed ? recommendations
  implemented
• Stress test performed ? all PP procedures in the
  country can be conducted electronically

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Users of the e-Procurement system

• Public Procurement Bureau promoter of the
  initiative and monitoring of the process of
  conducting the e-Procurements
• General Secretariat of the Government Technical
  support (hosting of the server)
• State Appeal Commission
• Contracting Authorities All state Institutions
  and Public enterprises
• Economic Operators all interested companies
• Public - public information accessible

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Registration of the users

• Contracting Authority
• General Administrator of the system (Public
  Procurement Bureau) registers the local
  administrator of the Contracting Authority (CA)
• Local administrator of the CA registers and
  issues user names and passwords to all internal
  users of the system within the CA
• Economic Operator
• Registers directly through the system by
  filling in an on-line registration form ? system
  automatically generates user name and password
  and sends them automatically on the registered
  e-mail address

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Procedures enabled through the system

• Open Call procedure
• Restricted procedure
• Simplified procedure
• Electronic auctions last phase in the open,
  restricted and simplified procedure

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Functionalities of the system

• Overall internal (preparatory) procedure of the
  CA is automated (optional usage) Tender
  Workspace creation
• Publication of the Contract notice and tender
  documentation
• Subscribe for INFO on new Contract Notices
  published
• Free download of tender documentation (only
  registered EO)
• Posting questions and answers
• Submission of tenders/requests to participate
• Public opening and evaluation of tenders
• Selection of the most favourable tenderer, winner
  announcement and notification to all tenderers
• Electronic Auctions
• Generation of different statistical reports

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Roles in the e-Procurement system

• System distinguishes 10 different roles with
  different functionalities on disposal, such as
• General Administrator of the system (PPB)
• Local Administrator of the system (each CA has
  separate LA)
• State Appeal Commission
• Subscriber for INFO on new Contract Notices
  published
• Economic operator
• Unit that submits new requests for PP within the
  CA
• Financial unit
• Public Procurement unit (department within the CA
  that prepares TD)
• Head Person within the CA
• PP Commission within the CA

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What do you need to use the system?

• Computer and Internet connection
• User name and password
• Follow the written Instructions on how to use the
  system
• Electronic Signature Digital Certificate

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How to access the e-Procurement website?
Open your web browser and enter the following web
address https//www.e-nabavki.gov.mk For
testing purposes enter the following web
address http//test.e-nabavki.gov.mk
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Home page of the e-Procurement system
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Upcoming activities

• Integration of the e-Procurement system with the
  Information system for publishing Contract
  Notices
• Installation of the integrated systems on the new
  hardware environment 4 servers connected in
  cluster and new storage
• Continuation of the intensive training sessions
  and promotional activities in order to prepare
  the users for the mandatory usage of the system
  as of 2010
• ?
• Increased usage of the system

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Conclusions and recommendations

• Follow the IDABC Functional requirements when
  developing your e-Procurement solution
• Learn on other countries experiences
• Gain the support from the Government before you
  start developing the SW solution
• Make it mandatory to be used

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• THANK YOU
• VERY MUCH FOR
• YOUR ATTENTION
• Contact Info Elena_at_eGov.org.mk
• www.eGov.org.mk