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Botswana: Results based transformation in Public Procurement System

Botswana: Results based transformation in Public Procurement System. Pan-CPPN conference Balaclava, Mauritius 29 th September 2011 Ishmael Joseph, PPADB, Botswana. Purpose of presentation.

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Botswana: Results based transformation in Public Procurement System

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  1. Botswana: Results based transformation in Public Procurement System Pan-CPPN conference Balaclava, Mauritius 29th September 2011 Ishmael Joseph, PPADB, Botswana Ishmael Joseph, PPADB Botswana

  2. Purpose of presentation • Share the public procurement and asset disposal (PPAD) system in Botswana, with a focus on the extent to which it characterises a results based transformation • Overview of PPAD system: inputs, process and outputs • Status of results based transformation Ishmael Joseph, PPADB Botswana

  3. Context • Objective of PPAD system: • Timely and cost effective service delivery • Efficiency and productivity • Value for money • Sustainability • Government level: Development agenda, performance agenda • National development plan • Annual budget and spending • Budgetary support and development assistance • Other socio-economic objectives: • Vulnerable groups • Local development and citizen empowerment • Sustainability Ishmael Joseph, PPADB Botswana

  4. PPAD framework Ishmael Joseph, PPADB Botswana

  5. Inputs • People: • Procurement expertise across all sectors • Resources: • Financial • Infrastructural • Technology: • Integrated procurement management system: • Contractor registration, procurement planning, document management system, e-bidding • E-procurement – integration of all government procurement and procurement related functions and information systems • Institutional framework: • Public Procurement and Asset Disposal Board (PPADB 2002) • Procuring entity and units and PAD committees and secretariats; • Advisory committee; • Independent complaints review committee; • Contractors Ishmael Joseph, PPADB Botswana

  6. Inputs(cont’d) • Legislative and regulatory framework: • PPAD Act (2001) and regulations (2006); • Code of conduct; • Guiding principles: transparency, integrity, accountability, public confidence, fairness, competition, etc • Policies, circulars, guidelines, manual, etc. • Political will: • Policy and strategy (Back to PPAD framework) Ishmael Joseph, PPADB Botswana

  7. Processes at procuring entity level • Budget preparation and procurement planning, procurement and disposal process execution, linkage to budget execution, contract management, end of activity reporting (feedback): • Indicators – Procurement plan for specific budget, extent of adherence to plan, compliance with PPAD legislation, turnaround time, contract within time and budget, minimum or nil variations, supplier engagement (Processes and indicators (PE)) • (PE process status) Ishmael Joseph, PPADB Botswana

  8. Processes at adjudication level • Procurement and disposal adjudication level: assessment of procurement plans, selection of procurement and disposal methods, adjudication and award, procurement plan monitoring, contract management monitoring, record maintenance and reporting: • Indicators – turnaround time, plan linkage to budget, reduction in use of non-competitive methods, availability and accessibility of records, compliance with PPAD legislation/ policies, procuring entity and supplier engagement, PPAD according to plan, contract performance as per award, variations authorised (Adjudication processes/ indicators) • (Adjudication process status) Ishmael Joseph, PPADB Botswana

  9. Processes at monitoring level • Monitoring and oversight: Overall PP assessment, PP implementation monitoring, contract management monitoring, end of activity report analysis, procurement and disposal record review, performance reporting, capacity building across all sectors: • Indicators (system level)– turnaround time, compliance with PPAD legislation, timely delivery, cost (within budget), relevance to economic situation (empowerment policies), sector growth, supplier performance, PE performance, adjudication committee performance, capacity (Monitoring processes/ indicators) (Monitoring process status) Ishmael Joseph, PPADB Botswana

  10. Processes and indicators (PE)(Back to processes PE level) Ishmael Joseph, PPADB Botswana

  11. PE processes (Back to PE process/indicators) Ishmael Joseph, PPADB Botswana

  12. Adjudication processes and indicators (Process adjudication level) Ishmael Joseph, PPADB Botswana

  13. Adjudication process status (Back to process/indicators adjudication) Ishmael Joseph, PPADB Botswana

  14. Monitoring processes and indicators(Back to monitoring level process) Ishmael Joseph, PPADB Botswana

  15. Monitoring process status(Back to outputs) Ishmael Joseph, PPADB Botswana

  16. Conclusion • Results based transformation of a PPAD system • Requires an integrated approach (risk based) • Multidisciplinary – roles and responsibilities • Demands focus on specific purpose and milestones • Adjudication process results are well documented • Procuring entity processes need a great deal of improvement • Monitoring level processes are far behind Ishmael Joseph, PPADB Botswana

  17. Colour code • behind • little progress • some progress • satisfactory progress • Very good progress Ishmael Joseph, PPADB Botswana

  18. Thank you Ishmael Joseph, PPADB Botswana

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