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The Portuguese eProcurement Program

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					The Portuguese eProcurement
          Program

              Tampere, 27th September 2006

4th Quality Conference for Public Administrations in the EU




                  Joana Pina Pereira (joana.pereira@umic.pt)

                    Renato Adrião (renato.adriao@umic.pt)
UMIC: a transversal structure
 Created in November 2002 as a Mission Unit, it was transformed into a Public Agency in January
 2005. Main responsability: to support the Portuguese Government in the development of the
 Information Society Strategy and to develop key transversal projects.




                        ANALYSE                            1 ANALYSIS
                                                                  § Analyse current situation
                                                                  § Identify barriers and enablers


                                                           2 DEFINING
               Transversal strategy                               § Define strategic guidelines
                to all Government                                 § Propose measures




                                             DEFINE
   EVALUATE




               Strategic leadership                        3 IMPLEMENTATION
                  to the highest                                  § Implement strategy
                                                                  § Assure co-ordination in the
                  political level                                   implementation of measures
                                                                  § Dynamise public and private
                   Operational co-                                  participation
                     ordination
                                                           4 EVALUATION
                                                                  § Follow up the implementation of measures
                     IMPLEMENT



PNCE –Portuguese eProcurement Program       27th September 2006                                                2
                                        The Portuguese eProcurement Program (PNCE)



                                                                                  Objectives
                                                                                The Kick-Off
                                                                                The Roll-Out
                                                                     Organizational Model
                                                                         Legislative Model
                                                                      Technological Model
                                                                   Framework Agreements
                                                                                     Results




PNCE –Portuguese eProcurement Program        27th September 2006                             3
Objectives of the PNCE


  1. To promote efficiency in the public procurement
     process by:


                                        Structural gains and savings




      Restructuring purchasing
                                                                       ICT to enable change and new
         function: transversal                   Efficiency
                                                                           simplified procedures
    articulation and coordination




                                         Transparency and quality




PNCE –Portuguese eProcurement Program         27th September 2006                                 4
Objectives of the PNCE


  2. To create a modernization dynamic among economic agents:



                                        Facilitating access by SMEs to
                                          the Public Sector market




                                                                         Stimulating the adoption of e-
        Promoting their
                                                                          business and e-commerce
      competitiveness and                      Modernization
                                                                          practices in the Portuguese
          productivity
                                                                                   economy




PNCE –Portuguese eProcurement Program           27th September 2006                                 5
Overview of the Portuguese eProcurement Program

                                                                                Quick Wins e Focused
                               Structural Projects
                                                                                   Implementation

        National Procurement Agency           Ministerial Procurement Units      Phase I
                                                                              8 pilot-projects
                        New Framework Agreements                                                  3 sectorial
                                                                                                   projects
                                                                              PCM, MSST,
                                   www.compras.gov.pt                         MOPTH, MJ,
                                                                               MS, MEd. +          Health,
                                                                              MF e MADRP          National
                             National Registry of Suppliers                                      Defense and
      Bus.                                                                                          Public
                                                                                 Phase II        Construction
      Intel.                                     Public Tenders                 Pilots in all         +
                     Technological                                              remaining        Municipalit.
                      integration             Electronic Catalogues             Ministries


                         Support, Communication,
                         Support, Communication, Process Reengineering Projects

                                           Savings Estimates and Monitoring System
     Adaptation of the                               Process Reengineering
          Legal
       environment                           Training and Management of Change
                                                        Incentives to SMEs


 PNCE –Portuguese eProcurement Program          27th September 2006                                             6
The Kick Off: Pilot-projects

                             Challenge
                          New procedures
   New concepts: sourcing, negotiation, aggregation
                        Testing technology



                                                                   Pilot Projects: 8 Ministries and 66 Entities

        Group of Ministries with larger expenses
                                                           • Finance and Public Administration (MFAP)
                                                           • Health (MS)
        Restricted goods & services                        • Justice (MJ)
        categories                                         • Labour and Social Solidarity (MTSS)
                                                           • Agriculture, Rural Development and Fisheries (MADRP)
                                                           • Presidency of the Council of Ministries (PCM)
                                                           • Education (ME)
                                                           • Public Works, Transports and Communications (MOPTC)




PNCE –Portuguese eProcurement Program        27th September 2006                                                  7
The Kick Off: Pilot-projects

Component I                         Component II                         Component III



    Characterization of                      Implementation                          Evaluation Report
       acquisitions                          of solution                             Recommendations




 • Analysis of spending and             • Negotiation                          • Evaluation report
 procedures (organisational
 and technological)                     • Procedure reformulation              • Recommendations

 • GAP analyses and                     • Reorganisation                       • Generalization plan and
 Implementation Plan                                                           Business case
                                        • Parameterisation,
 • Definition of scope:                 Operation and technological            • 3 transversal negotiations
 procurement procedures,                housing (suppliers,
 products categories,                   catalogues)                            • Take up in new entities
 organisational units, users                                                   and of new categories
                                        • Training




PNCE –Portuguese eProcurement Program              27th September 2006                                        8
A real case of savings for interministerial negotiation


                          Price                                                     Volume                                                               Price
                                                                       +                                                         =
                       adjustments                                                 negotiation                                                          saving
                                 Savings                                                  Savings
                               around 15%                                               around 20%

                                                                       Copy Paper 80 Grams A4 White
                                                                                                                                                                             3,010
                               2,940                                                                                                   2,940
                                                                                       2,810                                                   2,810 2,810
                                                                       2,700
                                                       2,630
                                                                                                               2,500
                                                                                                                                                                                     Prive Levelling
                                               2,480                                                                           2,490
                                                                                                                       2,450
                                       2,360
                       2,300                                                                                                                                 2,270
                                                               2,250           2,250
               2,190                                                                                   2,200
                                                                                                                                                                     2,140
                                                                                               2,068


                                                                                                                                                                                        Volume
                                                                                                                                                                                      negotiation




              Org. 1 Org. 2 Org. 3 Org. 4 Org. 5 Org. 6 Org. 7 Org. 8 Org. 9 Org. 10Org. 11Org. 12Org. 13Org. 14Org. 15Org. 16Org. 17Org. 18Org. 19Org. 20Org. 21




            Agreggated negotiation for 3 Ministries, with overall savings of over €200.000



 PNCE –Portuguese eProcurement Program                                                   27th September 2006                                                                                           9
The Roll Out



    1      Consolidation of the Organisational Model

    2      Updating Legislation

    3      Full implementation and deployment of eProcurement tools

    4      Updating Framework Agreements

    5      Generalization to all Ministries and addressing the local dimension

    6      Extending number of categories of goods & services




PNCE –Portuguese eProcurement Program   27th September 2006                  10
Organizational Model


  The organizational model for PNCE foresees the creation of a
  NATIONAL PROCUREMENT AGENCY, where leadership
  and strategy definitions are the main responsibilities, and the
  creation    of    MINISTERIAL PROCUREMENT                UNITS,                                         People and
  centralizing procurement responsibilities at a ministerial level,                                      competencies
  therefore promoting a higher level of organizational integration
  and an efficient and simplified relationship with the NPA.




       Kick-off phase                                                                                     Future

                                         Entity 1                                           Entity 1         MPU 1
        Pilots                                        MPU 1
        Pilots     UMIC      Evolution   Entitie 2              Coordination
                                                                               Evolution    Entity 2        MPU …       NPA
                                                      MPU ...      UMIC

        Pilots                                                                              Entity ...      MPU 16
                                                     MPU 16
                                                                                           Entity 1500




PNCE –Portuguese eProcurement Program                27th September 2006                                                      11
Guidelines for the National Procurement Agency


    Ø Definition of sourcing                                                 Ø Definition of norms and
        strategies;                                                              procedures;
    Ø Leading negotiation                                                    Ø Publicizing information on public
                                                             Regulation,
        procedures;                                                              acquisitions;
                                                            Normalization,
    Ø Celebrating framework               Sourcing           Promotion       Ø Support public bodies and
        agreements for goods and                     Definition                  suppliers;
        services.                                        Of
                                                      Policies
                                                                             Ø Promoting training.

  Ø Stimulating adoption of ICT tools
     to support acquisitions;                             Text
                                                     ICT tools
  Ø Defining the requisites for the
     systems to be adopted by the                                      Autonomous public body:
     organisms;
                                                                       Ø Definition of procurement policies;
  Ø Promoting centralized solutions
     for transversal use (e.g. National                                Ø Monitoring and evaluation of public
     Registry of Suppliers).                                             procurement;
                                                                       Ø Guaranteeing legal adequacy and
                                                                         updates.




PNCE –Portuguese eProcurement Program            27th September 2006                                           12
Legislative Model


                                  Ambitious uptade in line with Directive


        • Mandatory use of electronic means for the entire procurement procedure, except
          in cases in which it is justifiably not possible;

        • Regulation of the Electronic Public Act;

        • Regulation of electronic auctions;

        • All documents and notices within a public tender may be handled fully electronically
          (simplification of the proof regime and assurance of chronological receipt of
          documents);

        • The obligation to announce public tenders on the national procurement website
          portal www.compras.gov.pt, as well as awards regarding tenders;

        • All suppliers are encouraged to join the National Registry of Suppliers;

        • The obligation of payment through electronic transfer and recur to e-invoincing.


PNCE –Portuguese eProcurement Program       27th September 2006                              13
Technological Model



                     More than technology, Innovation in Processes




       • Harmonisation and Simplification

       • Transversality and Sharing of Knowledge: coordinated actions
         among ministries

       • Accountability and Control

       • Faster processes

       • Stocks reduction




PNCE –Portuguese eProcurement Program   27th September 2006             14
Technology as an enabler
                                                                                          Business
                                                                                         Sector and
                                                                                         Suppliers                                                     Entities Websites
                                          Public Sector
                                                                                                                                  Public in
                                            Buyers
                                                                                                                                  general



                                                                                                                                              Contract Terms
                       Contents Management                                                                   Tenders Alerts
                                                                                                                                                Download

                                                                               Authentication and Security
                                                                                        Payments System
      National Level




                                                                                         Search Engine


                                                                                                                                           Planning/
                                                   National Register of Suppliers                                                           Needs
                                                                                                                   Payments               Agregation        Information
                                                                                                                  Gateway for                              Management
                                                                                                                    Public                                 System (BI)
                                                                    Central Catalogue                            Administration           Contracts
                                                                      Management                                                         Management
      Sectorial




                       Fully Electronic                                                       Transactions
       Level




                        Procurement           Electronic
                                              Auctions                                        management
                           Tenders
      Entities
      Level




                           e-sourcing systems                                 e-procurement                      Payments             Management Support systems
                                                                                 systems
                            Public Administration and Suppliers Backoffice integration with interoperable standards



 PNCE –Portuguese eProcurement Program                                              27th September 2006                                                                    15
Compras.gov.pt




 PNCE –Portuguese eProcurement Program   27th September 2006   16
Framework Agreements: Priorities in sourcing actions


                                  III Wave                              II Wave                                                         I Wave                              IT Equipment
 25%                                                                        Honorific pieces (e.g. medals)


                                                                                                                                                   Office material

                                                                                                                   Cleaning Services
                                                                                     Cleaning material
                                                                                                   Comunication
                                                                             Training              ss
 Savings potential




                         Other material and pieces                                                                                                                           Surveillance
                                                                             Technical support                                      Administrative
                                                                                                 Tools
                                                      Publicity                                                                        Equipment
                                                                                           Events
                                                                                              Transports: pieces
                                                                    Basic Equipment                                 Meals
                                         Renting of
                                                            Goods to                                                                    Transport material
                                         buildings
                              Terrains                      transform                                            Insurances
                                                                                            Maintenance of
                                                                                Software                                                                                    Dimension of
                                                                                            goods
                                                                                                                                                                            expenditure
                                                                                                                              Electricity                            10M€
                                                      Books
                                                                    Studies                 Travel and lodging
                     Raw materials and alike
                                                                                                                                                                            Categories fully or
                                                                                                                                                                            partially included
                                                                                                                                                       Fuel                 in Public
                                                                                                                                                                            Telematics
                                                                                                                                                                            Catalogues
                                                                              Transports
 0%
                       3Low                    5                        7              Simplicity of Implementation
                                                                                             9              11                                 13                    15              High 17

                     Note: Simplicity of implementation by (a) potential for quick wins; (b) Organizational responsiveness; (c) Market simplicity e (d) Required efforts
                     Source: A.T. Kearney analysis; State Budget 2003




 PNCE –Portuguese eProcurement Program                                                           27th September 2006                                                                           17
With significant impact on Debt


 After full implementation of PNCE,
 anual average savings may add up to €267 M




                                                                       Wave I

                                                                       Wave II


                                                                       Wave III


                                                                       Quick Wins


                2004            2005    2006            2007    2008




PNCE –Portuguese eProcurement Program     27th September 2006                     18
Centralized Investment 2004-06



                                        PNCE's Investment



                                                                             People
                    2.700.000                      50.000                    Communications
                                                                             Consultancy
                                                                             Publicity
           15.000                                                            Specialized Work
                                                             3.300.000
          1.250.000                                                          Hardware
                        400.000                                              Software
                              150.000
                                                   Total = €7.865.000

                                                         Budget 2007 = €1.600.000


PNCE –Portuguese eProcurement Program       27th September 2006                            19
To sum up: Results!



            98 sourcing,
                                                                5 186 goods and
          aggregation and                                        3 Suppliers within
                                                               171 831 catalogue
        Costs rationalization                                      Transparency
                                                                 services within
            negotiation                                             Catalogues
                                                                  transactions
                                                                  eCatalogues
             processes

                                          €40,2 M
                                         negotiated
            7 pilots on                                            New acquired
                                                               Training actions for
                                            PNCE
                                              -
         Structural public
         electronic savings                                       knowledge and
                                                                90 public servants
                                          Results
              tenders                   19,1% saved                competences
                                                                    by INSEAD
                                         (€7,7 M)



            10 Ministries                                       New management
                                                                 1 425 users of
          Procedural savings                                    model oriented to
             809 entities                                      electronic platforms
                                                                      results




PNCE –Portuguese eProcurement Program    27th September 2006                          20
     THANK YOU!




                                        Joana Pina Pereira (joana.pereira@umic.pt)

                                          Renato Adrião (renato.adriao@umic.pt)




PNCE –Portuguese eProcurement Program             27th September 2006                21

				
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