Presentation of the KZN Provincial eProcurement System Presented by KZN Provincial Treasury 09 February 2016

Contents 2. Background 5. High Level Project Roadmap 1. Vision 6. Project Status 2 4. Functionality 3. Project Benefits 7. Way Forward

The KZN Provincial Treasury realised the need to implement a software solution to automate the procurement processes for all Provincial Departments in KZN. Service providers were invited to BID in December Adapt IT was awarded the contract to develop and implement an eProcurement System for the KZN Province. 3 Background Vision “To have a provincial e-procurement solution operational across all KZN departments”

4 Project Benefits The tool will provide automation of procurement business processes and a price index system Enable tracking and monitoring of the process steps in the procurement cycle to improve service delivery and minimize delays Improve overall efficiency, ensure transparency, equality and fairness in the way goods and services are procured. The interface to the National Treasury Central Supplier Database will enable the access to accurate, real-time supplier data. Improve collaboration among KZN Provincial Departments Provide interoperability based on standard fundamental procurement business processes across associated KZN Provincial Departments. Promotion of good governance and audit trails

5 Functionality 1)Automated processes of Requisitions, Quotations, Orders and Bids 2)Price Index System 3)Interface to the National Treasury Central Supplier Database 4)Hosted at SITA with a disaster recovery site 5)Facilitates the rotation of Suppliers 6)Web based, real time, interoperable 7)Dashboards and reporting on a Departmental and Provincial Level

6 High Level Project Roadmap (Aug 2014 – Mar 2016) Ready depts Requisitions, Quotations, Orders & Bids Treasury Model Analysis Understanding of future development Release 1 2 & 3 Build – Quotations & Requisitions & Orders Aug NovMar Apr May Jun Jul Aug SepOctNovDecJanFeb MarApr May Configuration, Readiness etc. Departmental Readiness UAT Additional changes for Treasury to Quotations, Requisitions, Orders & Bids Standardization analysis, development, testing and phased implementation to ready departments Analysis of Standardization Requisition, Quotation & Order & Bids Pilot on Treasury Model at Treasury & Transport ECM Records Management Training – Treasury, Transport & ready departments Rollout – Treasury, Transport & ready departments Change Management – Departmental Readiness and Standardization alignment Departmental Readiness Assessment Requisitions & Quotations Analysis, Development, Testing, Sprint Review Pilot Treasury, Transport, UAT RolloutGo-Live Treasury, Transport, Post Implementation Support

7 Project Status 1)System Development including Price Index system concluded in October )User Acceptance Testing for all Departments completed 3)System Pilot at Department of Treasury and Transport from July 2015 – October )Internal Audit conducted in October )Training at Department of Treasury: 95% complete 6)Finalisation of training schedule for remaining departments 7)6 Departments are being prepared for a phased – implementation ‘Go-Live’ from March 2016:  Treasury  Transport  Human Settlements  Economic Development  Arts & Culture  COGTA

8 Way Forward 1)Finalisation of training at identified departments 2)Phased implementation plan and ‘Go-Live’ at 6 departments 3)Post implementation Support and guidance from Project Implementation Team 4)Monitoring and Evaluation of implementation 5)Implementation plan for remaining departments to ‘Go-Live’