Procurement Milestones Presented by Laniel Romeus/Se Yon Hwang - - PowerPoint PPT Presentation

Procurement Milestones

Presented by Laniel Romeus/Se Yon Hwang Submitted by Broward County Purchasing Division A Service of the Broward County Board of County Commissioners Brenda J. Billingsley, Director of Purchasing Bertha Henry, County Administrator

Project Description

The Procurement Milestones application is a web-based, secured application that provides flexible tracking of progress in a procurement process. Requisitions are monitored through a pre-defined set of milestones. Each requisition is associated to a solicitation process type, such as Request for Quotations, Invitation for Bids, Request for Qualifications, Request for Letters of Interest, etc. The system automatically adds a set of procurement steps/activities (milestones) to a requisition upon Purchasing Agent accepting an assigned requisition.

What is the Procurement Milestones Application?

• A web-based procurement administration application
• A standard process to analyze and report how long it takes to procure goods and

services

• A centralized database for tracking procurement process activities and processing

time within the different procurement methods (procurement cycle)

• A tool that enables staff to more precisely categorize and document (notes section)

procurement activities

• A web-based, secured application on the Broward County’s internal website

(http://www.broward.-----.aspx) that provides flexible tracking of progress in a procurement process

E-Procurement

What were the Business Needs for the Procurement Milestones?

• Director of the Purchasing Division, FASD and County Administration often want to

know how long it takes to process a particular procurement

• At the same time, Client Agencies may want to know project status and Purchasing

Managers may want to know where the bottlenecks are in Purchasing Division’s service delivery

What were the Business Needs for the Procurement Milestones? (Cont.)

Prior to the repository

• Procurement Milestones were calculated manually.
• Tools like Excel, Access were used, but without defined application rules and logical

structure, there may be inconsistencies and uncertainties, and any missed milestones can result in delays

• Milestones report generation was intricate, time consuming and costly

What were the Business Needs for the Procurement Milestones? (Cont.)

Procurement Milestones Implementation

• Provides Director of Purchasing, Managers or the Client Agencies’ personnel access to

view procurement progress

What were the Business Needs for the Procurement Milestones? (Cont.)

Target Audience

• Broward County Purchasing Division Management and staff
• Broward County Client Agencies’ Directors, Project Managers and staff
• County Administration and Finance Administration and Services Department

Benefits of the Procurement Milestones?

• Increased efficiency
• Reduction of cost from reduction of paper consumption – “Going-Green”
• A long term result will be the retention of historical data
• Instant access to view procurement progress online
• Better understanding of project scope
• Automation of an inefficient manual task
• Enabling staff to more precisely categorize procurement activities
• keeping delays in the execution of the procurement process to a minimum by

providing up-to-date progress report to management

Procurement Milestone Screen Shots

• I. Procurement Milestone Admin

Procurement Milestone Admin Module Menu List of Agencies

List of Milestones List of Process Type

Process Milestone Requisition Type and Process

Procurement Milestone Administrator Page

Search Box Search Result Selected Procurement and Summary Info Procurement Milestone Detail Procurement Processing Time Detail

Global Configuration Option for Procurement GUI

Procurement Milestone Detail Page Filled up by Purchasing Agent

Tab Bar Procurement Detail Info Milestone Command Button Milestone Detail Procurement Processing Time Detail

PDF File exported out from Procurement Detail Page

Excel File exported out from Procurement Detail Page

Procurement Processing Time - Detail

Procurement Processing Time Summary Tab bar Duration Type of Milestones System automatically display from Milestone panel Duration styled milestone could be excluded based on business decision

Procurement Processing Time – Pie Chart

Procurement Processing Time - Bar Chart

Sending out procurement email feature from Procurement Detail Page

Note feature related to each Procurement

Presenters: Laniel Romeus

THANK YOU!

Se Yon Hewang

Submitted by Broward County Purchasing Division A Service of the Broward County Board of County Commissioners Brenda J. Billingsley, Director of Purchasing Bertha Henry, County Administrator