Presentation of the KZN Provincial eProcurement System

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

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

3. 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 2012. • Adapt IT was awarded the contract to develop and implement an eProcurement System for the KZN Province. Vision “To have a provincial e-procurement solution operational across all KZN departments” Background

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

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

7. Project Status • System Development including Price Index system concluded in October 2015 • User Acceptance Testing for all Departments completed • System Pilot at Department of Treasury and Transport from July 2015 – October 2015 • Internal Audit conducted in October 2015 • Training at Department of Treasury: 95% complete • Finalisation of training schedule for remaining departments • 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 • Finalisation of training at identified departments • Phased implementation plan and ‘Go-Live’ at 6 departments • Post implementation Support and guidance from Project Implementation Team • Monitoring and Evaluation of implementation • Implementation plan for remaining departments to ‘Go-Live’