Procurement Management System (PMS) is a web based tool which simplifies procurement monitoring for any organization. The system has a central product catalog which contains an exhaustive list of commodities from which users will submit requisition or plan the commodities they want to procure. Then when the real procurement starts – the process flow, commodities, contracts, purchase price, receive & payments can be monitored in PMS with only a few clicks. Vendor monitoring becomes easier as the PMS will contain a searchable database of all past and present vendors of goods and services.
PMS will have the following benefits –
• Procurement process streamlined using central product catalog
• Online requisition and packaging will ensure timely procurement
• Monitoring of procurement process to ensure transparency
• Monitor vendor performance
• Identify procurement delay and bottlenecks
• Reduce the cost of procurement and deliver better value for money
• Comparative analysis of procurement by different departments & branch offices
Modules-
1. Product Catalog: A list of products which an organization generally procures. The catalog can be managed by an authorized person (or department) who will add new products if not available in the catalog. Products are categorized as groups/subgroups for easier management.
2. Procurement Requisition/Plan: In a central procurement system, users will submit requisitions of goods. If local procurement is allowed, users will be able to plan to procure commodities themselves.
3. Procurement Tracker: In central procurement, purchasing authority will create and execute packages based on consolidated requisitions submitted by different users. In local procurement, users will be able to generate packages themselves. These packages will contain commodities, contracts, contract items, receive and payment information. Overall package status will be available in a Dashboard for monitoring.
4. Vendor Database: Vendors receiving contracts and even potential vendor information will be available in the database.
2. A web portal to maintain & monitor procurement
process at different levels of an organization
3. To establish a standard product list
To submit online indents/plans by different
departments/branches
Auto consolidation of indents/procurement
plans
To Track procurement packages online
Efficient and transparent procurement
management
5. Product catalog with proper specifications
accessible to all entities
Only authorized persons allowed to add or update
product list with specifications
Each product will be identified by
unique code (Stock Keeping Unit - SKU)
All Procuring Entities can ask for new product to be
included
National & international indicative price to support
better planning
7. Different entities will submit Procurement
requirements online by -
Selecting items from the approved Product
Catalog
Entering quantities required and
Entering expected delivery dates
Consolidated procurement plan generated
automatically
Online approval of submitted plans
Central procuring department will -
Review submissions, develop packages based on
approved procurement plans
8. Procurement Packages can be tracked
through interactive Dashboard
Stakeholders have immediate access to
updated package status
Facilitates efficient and effective procurement
management
Promotes good governance, transparency
and competition
9. Drill Down to see more
details
Goods receipt status
Individual package status
by date
Overall
package
status
Package
status by
milestones
10. Unified Product Catalog assists efficient procurement
Central monitoring of procurement ensures transparency
Easily eliminate procurement bottlenecks
Build up contractor & historical price database
Comparison of purchase price among different entities