Shared Services SA SA TENDERS AND CONTRACTS Shared Services SA Presented by Glenn Dawson, Principal Consultant Electronic Procurement Services

Shared Services SA 2 History of SA Tenders and Contracts Established in November 1997  Advertises all Government Business Opportunities - goods, works, services.  Enabled electronic download of tender specifications.  Copy of Western Australian (WA) site. Electronic Lodgment Service (ELS) introduced in October 1999  Enabled electronic submission of tender responses.  Functionality passed back to WA. Contract Disclosure added in July 2001  Discloses information about contracts awarded by the South Australian Government.

Shared Services SA 3 History of SA Tenders and Contracts New Website launched in April 2003  Some additional functionality and new look and feel.  Local Government Association started using the application.  Intec Pty Ltd rebuild and site support. Technology Update in October 2007  Alignment of technology to Government Standards. Western Australian Government in March 2009  Deed of License agreement to use the site (including WA specific enhancements.  Site is now in use -  Site (security) enhancements adopted in SA.

Shared Services SA 4 History of SA Tenders and Contracts Current activity - May 2009  Queensland Government site and Victorian Government site currently in Development. Benefits possible for all in collaborating on future development of the site.

Shared Services SA 5 Statistics past 12 months (May 08 - April 09)  Tenders Released: 117 per month (including 37 Council tenders)  Tender Documents downloaded: 4,500 per month  Tenders Using Electronic Tender boxes: 50 per month  Tender Responses Uploaded: 120 per month  Incoming s handled: 175 per month  No of incoming calls handled: 265 per month  Average Call Duration: 103 seconds each

Shared Services SA 6 Site Administration Central Systems Administration Group  Central team of 3 Staff – 1 Manager and 2 Administrators, who look after two applications – estimate 50% of effort.  Responsible for the overall operation of the site.  Liaise with internal technology providers and Intec Pty Ltd.  Provide Helpdesk for all users (Government Agencies and external suppliers) via central account and dedicate phone number.  Will provide training to Agency Administrators (3 hours).  Local Government Association (LGA) have a separate team that can provide Administrative functionality for LGA Agencies (Council Offices).  Load detail on behalf of Agencies that do not have their own Agency Administrators (both tenders and contract disclosures).

Shared Services SA 7 Site Administration Agency Administrators  Responsible for managing all content, for their Agency and sub Agencies, on the site.  Upload and manage any tender documents.  Monitor specific tender activity.  Download and handle tender responses.  Responsible for Contract Disclosure.  Agencies have one or two staff, usually from their procurement unit, that do these tasks.

Shared Services SA 8 Site Administration Agency Clerk  Allows a ‘receptionist’ to add details of people who have taken tender documentation in paper form (rarely used today). Agency Contact  Agency staff that you wish to list on the site as a contact point for a specific tender (these people would rarely access the site). Respondent Users  All external parties that can register and download tender documents and upload tender responses.

Shared Services SA 9 Implementation Issues  It’s been a long time since we implemented!  Locking site use to the Media Provider arrangements forced use of the site.  Agency Administration should be done by one or two staff who learn how the application works.  Your Central Systems Administration Group must know how the application works.  The Central Systems Administration Group can then login as an Agency Administrator to fix issues.  We have used JAVA and WINZIP on the site and this had caused some issues for users (internal and external) as they may not have the software on their computers.  Expect a large number of calls on initial implementation of the site. This does slow one people get used to the site.  Enhancements will often cause a new spike in enquiries.

Shared Services SA 10 Operational Issues  Thorough User Acceptance Testing is required.  Establish User Group – for feedback and future direction setting.  National Working Group?  Consider testing from more than one location to cater CBD versus Country connection speeds.  Measure your s and phone calls to the Central Systems Administrators so that you can identify issues.  Major user issue – User can’t register as the company is already established.  Look for the family business computer experts!  Thankyou.