Procurement Management System (PMS)

1
Procurement Management System (PMS)

• What is PMS?
• What are the Objectives?
• Features
• Overview of the database
• Challenges
• Future Developments
• Views from Users

2
What is PMS?

• This is a software designed to assist in the
  process of procuring goods and services in the
  Public Sector of Ghana and which conforms to the
  Procurement Management Law of Ghana (Act 663).

3
Main Objective

• The main objective is to present a uniform and
  consistent way for the evaluation process of
  tenders with the aim to identify the
  substantially responsive offer that represents
  the lowest evaluated bid.

4
Other Objectives

• Maintain supplier database
• Generate a Procurement Register
• Monitor contracts
• Save time in the tender process
• Reduce errors in the tender process
• Audit trail
• Ensure transparency
• Produce relevant reports

5
Features

• PMS is secured
• Uses Procurement Plan for procurement
• Prints out the tender history, contract history,
  bidder history and product history
• Prints out the ff forms Request for Quotation,
  Award Notification letters, Purchase Order forms
  and Contract forms, Rejected Bids, Cancelled
  Orders with security features
• Deployment over a Local Area Network.
• Domestic Preference rates enabled
• PMS is multicurrency
• Prints out a summary Evaluation Report
• etc etc

6
Organisation of the database

• Divided into 7 Modules
• Procurement Plan module
• Tender and Lot Setup module
• Bids Setup module
• Tender Awards module
• Order Management module
• Data Administration module
• Reporting module

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pms main menu
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The procurement plan module

• products
• indenters
• procurement
• plan

9
The tender lot setup module

• tender setup
• lot and product
• setup
• product
• distribution

10
The bids setup module

• bidders
• tender price read out
• bid setup
• bid evaluation
• bid and lot prices
• domestic preference

11
The tender awards module

• final evaluation
• awards

12
The order management module

• orders
• deliveries
• payment

13
The administration module

• backup
• templates setup
• security
• audit trail
• users
• tender
• documents
• procurement act

14
The reports module

• evaluation report
• tender awards
• tender requests
• cancelled orders
• rejected bids
• analysis reports
• supplier appraisal
• procurement planned vrs actual
• security
• audit trail
• user
• listings report
• histories

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End of Presentation

• Thank you
• Presented by Ekow Wiah
• Software Developer