Transforming Procurement E- GP Planning and change management Action Plan for E- GP implementation in Kenya Jerome Ochieng Public Procurement Oversight Authority - Kenya

Transforming Procurement Content  What is E-procurement  Government Procurement Process  E Government procurement - Scenario  Planning Process  Post planning activities  Key Issues for ensuring Success  E – Government Evolutions  Challenges

Transforming Procurement Definition What is E – Procurement Electronic Procurement is the business to business –B2B (or Government to Business G2B ) purchase and sale of supplies and services through the Internet.Electronic Procurement is the business to business –B2B (or Government to Business G2B ) purchase and sale of supplies and services through the Internet. A system that uses ICT in the management, processing and reporting for the acquisition of goods, works and services through the internet.A system that uses ICT in the management, processing and reporting for the acquisition of goods, works and services through the internet.

Transforming Procurement

From the Document E-GP – Roadmap-, The procurement harmonization project of The world Bank, ADB, IDB

Transforming Procurement E GP sample Scenario Provide Registration Provide Bids Tender Information Evaluation results Tender Opening results Tender Information Evaluation results Tender Opening results Provide Registration Provide Bids Authentication Company Citizen Tender information entry. Evaluation Opening of Tenders Procuring Entity Staff Certification Authority

Transforming Procurement PLANNING PROCESS:  Identified the Public Procurement oversight authority (PPOA) as the lead agency.  Lobby for political support to the Cabinet level – Cabinet committee on E-Government  Established Task force (Task Team) ≡ Project Management Board comprising of key stakeholders

Transforming Procurement Management Users Others Consultants Pilot Entities Super Users Donors Ministry of planning Ministry of Finance Financers E-Government Procurement Project. E-Goverment Ministry of Infocom E-Government Directorate Govt ICT Infrastructure Private Sector Alliance (KEPSA) Market Place Suppliers STAKEHOLDERS

Transforming Procurement PLANNING PROCESS Contd….:  Engaged a consultant to develop the Government E procurement strategy. The strategy addressed:  Analysis of the Public procurement Environment in Kenya  Functional overview of the proposed system  Proposed Implementation strategy  Proposed users of the system  Implementation work plan and cost  The consultant then developed the Statements of works for the procurement of the system

Transforming Procurement POST PLANNING ACTIVITIES:  Advertizes for EOI (Expression of Interest) for the procurement of the systems.  Received 36 response then evaluated and shortlisted 15 bidders  Intend to send out the RFP ( Request for proposal) this month.

Transforming Procurement KEY ISSUES FOR ENSURING SUCCESS:  Effective government leadership and management of the Implementation Plan.  PPOA as the Lead agency  E Government directorate as key stakeholder  Involvement of cabinet sub committee on E- Government  Supplier awareness, training and change management must be addressed  Implementation of national procurement training  Implementation of national Change management  Implemented National awareness creation through workshops.  Conduct an E- GP readiness assessment  Done through the consultancy and the information gathered used to develop implementation plan

Transforming Procurement KEY ISSUES FOR ENSURING SUCCESS Contd…:  Transition from paper to electronic based process well planned.  This is addressed in our implementation strategy  Legislative support in place  Lobbied for the enactment of the Kenya communication amendment act (KCAA) 2008 which was passed in December  Continue to lobby for the passing of an Electronic transaction bill.  Identified weaknesses in the procurement act and have recommended for amendment  Achieving early successes  Developed the tenders website  Publishing contract awards on the PPOA website

Transforming Procurement Online Presence 1 Interaction Downloads 2 Trans- action 3 Trans- formation 4 E-Government evolution

Transforming Procurement Proposed Phased Implementation

Transforming Procurement CHALLENGES  Lack of Supplier Confidence  Systems Security, confidence in the encryption process  Software Integrity, password controls and Audit trails  Limited access by suppliers – SME’s - Politics  Limited e-Legislation to support transactions  Limited Infrastructure and Web services  Lack of Resources to develop, Implement and Maintain  Integration / Interfacing with existing systems

Transforming Procurement Think Big, Start Simple then scale up Thank you!