GeBIZ - New Procurement Method CHIA PUAY LONG PROGRAM MANAGER, GEBIZ E-COMMERCE DIVISION DEFENCE SCIENCE & TECHNOLOGY AGENCY 29 Jul 2003.
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GeBIZ - New Procurement Method
CHIA PUAY LONGCHIA PUAY LONGPROGRAM MANAGER, GEBIZE-COMMERCE DIVISIONDEFENCE SCIENCE & TECHNOLOGY AGENCY
29 29 Jul 2003Jul 2003
Agenda
• What is GeBIZ ?• Functionalities and Features• e-Procurement Methods • Benefits of GeBIZ• GeBIZ Implementation Approach• Challenges Faced• Future of GeBIZ
GeBIZ - Government Electronic Business
• ““One stop, non-stop” centre for Government One stop, non-stop” centre for Government businessbusiness- For public service officers to interact with their
trading partners for procurement activities– One-stop centre for suppliers to trade with the
entire Government
• GeBIZ is a Singapore Government wide e-GeBIZ is a Singapore Government wide e-commerce initiativecommerce initiative
The Partnership• Joint collaboration between
– Defence Science & Technology Agency (DSTA)
– Ministry of Finance (MOF)
– Infocomm Development Authority of Singapore (IDA)
What is GeBIZ?
• Adopts some features of private sector portals e.g. convenient on-line shopping experience but adheres to public sector procurement disciplines (GPA compliant) which ensures:– Transparency
– Fair and open competition
– Value for money
Application & Users
Ministries & Statutory Boards
Ministries & Statutory Boards
Trading Partners
Trading Partners
E-Supplier RegistrationE-Supplier Registration
GeBIZGeBIZProfessionalProfessional
GeBIZGeBIZEnterprise Enterprise
GeBIZ GeBIZ PartnerPartnerFinancial SystemsFinancial Systems
(Oracle, SAP,(Oracle, SAP,PeopleSoft)PeopleSoft)
GeBIZ Enterprise• Intranet application for government agencies
• Decentralised procurement activities
Invitation to
Tender(ITT)
Check Payment
Status InvoiceVerification
FinancialSystemsInterface
Framework(RFQ)
CatalogueManagement
Invitation to
Quote(ITQ)
TenderPublication
PeriodContract
(includes e-Catalogues)
GeBIZAdmin
Goods Receipt
EstateManagement
System
ConstructionProcurement
Portal
CreditNote
DirectPurchase
• Internet application for trading partners, both local and overseas
• Single stop for business opportunitiesTradingPartner
InformationUpdate
On-lineSupplier
Registration
ViewTender
Notices &ITQ
SubmitE-Invoice
ViewPayment
Status
ViewPeriod
ContractDetails
SubmitQuotations
& Response
to ITT
ReceivePurchase
Order
GeBIZ Trading Partners
Access to Business Opportunities
• Tender Notices, Schedules, Awards
• Qualification Notices
• Auction Notices
• Invitation-To-Quote (ITQ)
• One-stop registration for GeBIZ trading partners & EPPU (Expenditure Procurement & Policies Unit)
• Integrated with government supplier debarment information
• Source database for suppliers trading with Govt
Supply Head
ApplicationOn-line Payment
Reporting Supplier
Debarment
Workflowfor Supplier
Head Applications/
Upgrade/Renewal
View Payment
Status
Electronic Supplier Registration
Upgrade/ Renew
ExistingSupply Heads
GeBIZ Functionality Features
• System is centrally managed but procurement activities are decentralized
• Public Sector users can access GeBIZ from the intranet, and approval of requisitions can be done via email or web pages
• Support end-to-end transactions with trading partners for various modes of purchasing for ANY goods and services
GeBIZ Functionality Features
• Supports end-to-end transaction processing with standard SAP, Oracle and Peoplesoft Financial systems
• Support personalization & configuration by Agencies
• Component based application architecture which is generic and re-usable across applications
GeBIZ- Procurement to Payment
GeBIZ Enterprise
GeBIZ Partner
FundCommitment
Invoice
Payment
Fill up shopping cart
Submit
PO
to su
pplier
Approval
Process
Goo
ds re
ceiv
ing
IssueInvitation to Quote
GeneratePurchase
Request Submit PO to supplier
View Tender Notic
es
Send invoice
GeneratePurchaseOrder
SeekApproval
AGENCY
Submit ITQ
SUPPLIER
Submit quotation
DeliveryPrepareinvoice
for billing
ProcessPurchase
Order
Invoice
PrepareQuotation
Catalogues
Approval
Purchase Order
Receiving
PurchaseRequest
ITQ
Requisition
Update catalogue & price
Tender NoticesPublish Tender Notices
Tender
Purchase Order
FinancialSystems
FinancialSystems
Financial Systems Interface
GeBIZFinancial Systems(SAP, Oracle, Peoplesoft)
Fund Commitment Status
Staging Area
Purchase Order
Purchase Requisition
Goods Receipt
Goods Return
InvoicePayment Status
Closed PO
Pre-encumbrance Status
Item Category
Material Master
Chart of AccountSupplier Master Financial
Systems
Staging AreaInterfaceGateway
E-Procurement Methods in GeBIZ
• Catalogue Buy- Established Period Contract
• Electronic Catalog• Printed Catalog
• Framework Agreement Buy – Request For Quotation (RFQ)
• Self-Service Buy – Invitation To Quote (ITQ)
• Assisted Buy– Complex ITQ or Invitation To Tender (ITT)
Differences between ITQ and RFQ
Invitation To Quote
1. No Pre-defined agreement established
2. Open / Closed
3. Quotation Approval Authority Limit is S$70K
Request For Quotation
1. Framework Agreement established between buyer and suppliers
2. Closed among awarded suppliers
3. Quotation Approval Authority Limit is S$1M
Typical Buying Scenario
StartStart
Itemsfound in
e-Catalog?
Itemsfound in
e-Catalog?
Buy fromE-catalog
Buy fromE-catalog
Itemsfound inprinted
catalog?
Itemsfound inprinted
catalog?
Buy fromprintedcatalog
Buy fromprintedcatalog
N
Y
Itemsfound in
frameworkagreement?
Itemsfound in
frameworkagreement?
Raise RFQto buy fromframework
Raise RFQto buy fromframework
NN
Y
Call ITQ(self-service
buy)
Call ITQ(self-service
buy)
Issue POIssue PO
Y
Simple Purchase?Simple
Purchase?
Y
AssistedBuy
AssistedBuy
N
Typical Buying Scenario
GeBIZPO
Goods Receipt
E-InvoiceVerification
View Payment
Status
Close PO
Financial System
New Procurement Method: Online Reverse Auction
Since Jan 2001, Defence Science and Technology Agency has conducted 27 online reverse auctions and achieved a total of S$10m (or 11%) savings from S$89m worth of purchases
As part of our e-Government programme, DSTA is now assisting other ministries with reverse auctions so that the benefits of procurement through reverse action can be enjoyed by all public sector agencies. The intention is to aggregate demand from different ministries and agencies so as to purchase in bulk and enjoy even lower prices for Government purchases.
Benefits of GeBIZ - Buyers
• Increase transparency in Government Procurement– Encourage competitive bidding
– Promote Fair and Open Competition
– Best value for money • Global reach to suppliers
• Better overview of procurement activities and purchasing patterns within the agency
• Aggregation of requirements to establish cross-agency period contracts or framework agreements
Benefits of GeBIZ -Buyers• Better work efficiency and reduce
procurement lead-time
• Streamlined workflow processes eliminate duplicate data entry
• Increase data accuracy & reliability
• Online reference to past procurement records
Benefits of GeBIZ - Suppliers• Open access to business opportunities
– transparency of opportunities and information on government procurement
• Convenience – One-Stop Business Centre to trade with entire Government
sector electronically
– Online transactions & enquiry
• Increased confidentiality
– Responses are encrypted
• Low start-up cost
Phased Implementation ApproachJun 2000 – Catalog buy, Tender Publication, reach to all agencies, Set up of GeBIZ Service Centre (GSC)
Apr 2002 – RFQSep 2002 – ESR
GeBIZ ITT, credit note, FI with PeopleSoft, deployment of FI, Direct PO
GeBIZ Phase I
GeBIZ Phase IIA
GeBIZ Phase IIB
Nov 2001 – ITQ, TP Registration, Financial Interfaces to ORACLE & SAP
GeBIZ Phase III
GeBIZ Phase IV
Current – NFS FI, E-link with MINDEF, Billing, Mgmt Reporting, Demand Aggregation (Planned)
Mandatory Use of GeBIZ
• FC 15/2000 – Issuance of electronic PO via GeBIZ fro Service-
Wide period Contract from 1 December 2000
• FC 4/2002– Online tender publication via GeBIZ starting from 1
Apr 2002
• FC 5/2002– Use of Framework Agreement Module from Aug
2002– Use all GeBIZ modules (except GeBIZ Professional
by July 2003
Challenges Faced
• Project Management Challenges– System is dynamic, new requirements surfaced
almost every week • Phased Implementation Approach• “Think big, start small, scale fast”
Manage the complexity
• Technical Challenges– Scalability and robustness – Need to integrate many components Strong system and process integration capability is key
Challenges Faced
• Design Challenge– One system for ALL agencies and ALL type of
purchases – Diversity of requirement and practices across
different agencies • effort on process rationalization, streamlining &
standardization• flexibility in configuration to cater to specific
scenarios – Standardization of Financial System Interface for
different financial systems
Challenges Faced
• Getting the Users On-Board– Buyer and Supplier Community Ramp-Up
• Change management across all agencies
– Convince buyers & suppliers of benefits– Revise internal procedures– Manage the transition
– Confidence-building• Involve end-users in requirement-gathering
• Solicit feedback regularly
• Provide adequate training
• Provide good post-training support
– Operation Support for large buyer and supplier base• Proactive helpdesk support
Challenges Faced
• Other Challenges– Security, Audit, Legal Issues
• Terms & Conditions to govern the conduct of e-procurement electronically
• Maintain traceability and accountability
Future of GeBIZ• Portal to enable all e-commerce transactions with
Govt of Singapore (GOS) to be performed electronically
• Integral part of e-government services
• Aggregation of demand across GOS and achieve best value for money for all agencies including publicly funded agencies
• GeBIZ as a means to explore new business model and processes enabled by technology
• Primary means to promote e-commerce adoption amongst trading community in Singapore
Thank Thank YouYou
ee
Welcome to visit us at : www.gebiz.gov.sg
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