sepa v2-1 manual eng

SEPA_v2-1_MANUAL_ENG

of 34 – Updated 18-11-2014 © SEPA 2014. Integrated by ITBN, Developed by Latinvia® - LTV Technology®.

User Manual

Version v.2.1



Contents 1 Introduction ......................................................................................................... 3 2 System Administration Extranet ........................................................................ 6 2.1 Home ................................................................................................................. 8 2.2 Main Page .......................................................................................................... 9 2.2.1 Project Management ....................................................................................... 9 2.2.2 Procurement Plan Management .................................................................... 12 2.2.2.1 Work Flow – PP Status Progression .............................................................. 12 2.2.2.2 How to Add a Procurement Plan to the System ............................................ 14 2.2.2.3 How to Complete and/or Edit a Procurement Plan ........................................ 15 2.2.2.4 How to Complete and/or Edit a Process by Expenditure Type ...................... 20 2.2.2.5 Schemes Review Process ............................................................................. 24 2.2.2.6 Massive Data Import ...................................................................................... 25 2.2.2.6.1 Data Processes in Procurement Plan ............................................................ 25 2.2.2.6.2 Contract Data in a Process ............................................................................ 27 2.3 Reports............................................................................................................. 30 2.3.1 Procurement Plan .......................................................................................... 31 2.3.2 Information for Ex-post reviewers .................................................................. 31 2.3.3 Process Management .................................................................................... 31 2.3.4 Portfolio Review Report ................................................................................. 31 2.3.5 Contracts by Stage ........................................................................................ 31 2.3.6 General Report P.P. ...................................................................................... 32 2.3.7 Contract Monitoring ....................................................................................... 32 3 Profiles and Users ............................................................................................ 33 4 Configuration and Administration Appendix ................................................. 34 5 Integration Framework Appendix .................................................................... 34 6 Special Modules Appendix .............................................................................. 34



1 Introduction The Procurement Plan Execution System (SEPA) is a platform for managing and accessing basic information on every works, goods, and services contract planned or being performed in a Bank-financed project. These contracts are set forth in Procurement Plans (PPs) produced for each such project in which Implementing Units at the various levels plan the procurements the project will call for over a specified timeframe.1 SEPA provides information on planned PPs for each project, PP execution status, and particulars of each contract being financed under the project. SEPA is useful not just for procurement experts, but for everyone who will be involved in a project, since, in addition to technical data, it provides valuable management information. A tool for work planning and overall project budget tracking, it also produces project implementation, procurement efficiency, and contract administration metrics.2 SEPA is useful as well to civil society, the business community, and the general public. The information it reports adds a significant dose of transparency to the financed projects’ processing and management. SEPA is structured around the following components:

• System Administration Extranet: Access restricted to Bank and Project Implementing Unit personnel. Used to create and manage project PPs (for procurement-process planning and execution all along the project cycle), the Extranet is accessed from the website http://extranet.iniciativasepa.org.

1 Borrowing Agencies, Fiscal Agents and Centralized and Decentralized Implementing and Sub-Implementing Units. 2 See Annexes.



• Regional Portal: Unrestricted free public access. Civil society, compliance agencies, and

private sector representatives, among others, can find basic information in several languages about all works, goods, and services contracts for financed projects by region and agency. Access: http://www.iniciativasepa.org/.

• Country Website: Unrestricted free public access. Civil society, compliance agencies, and private sector representatives, among others, can find basic information about all works, goods, and services contracts for financed projects by country. The site also provides multi-language general information and country contact links. Access: http://www.iniciativasepa.org/.



All the above-described components run off a solidly designed securely programmed Database with integrations to other systems via the SEPA Integration Framework.3

Is noteworthy that the SEPA is designed for multiple browsers, is currently approved for IExplorer-v8.x and Chrome-v24.x or higher4. The following sections of this SEPA User Manual provide detailed descriptions of the system’s functionalities.

3 See Annexes for more information on the SEPA Integration Framework. 4 We recommend upgrading your browser if you are entering with a previous version.



2 System Administration Extranet

SEPA is administered from the Extranet (http://extranet.iniciativasepa.org). Access is restricted to permissioned users and is password-protected.

If you forget your user name or password or experience log-in problems you can quickly contact the SEPA technical support team using the hyperlink on the first Extranet screen. Is noteworthy that the SEPA is designed for multiple browsers, is currently approved for IExplorer-v8.x and Chrome-v24.x or higher5. Note that SEPA has been designed and optimized for Microsoft Internet Explorer release 7.0 or later. If you use another browser some menus may not work. SEPA Extranet modules:

2.1. Home Page 2.2. Main Page 2.3. Reports 2.4. Messages 2.5. Exit

These modules are integrated within the country selection feature accessed either from the Home Page or the top Extranet screen box. Users select a country from among the countries for which they have access permissions.

5 We recommend upgrading your browser if you are entering with a previous version.



Each module has a set of menus, described in this Manual. Access to the different modules is user profile- and permission-based. By clicking on the icons shown below, permissioned’ users can perform specific actions in all the system modules and menus:6

Create New Record

Search Edit Delete Print7 Generate XLS8

For all modules and sub modules that require you to input information:

• Required fields are indicated by an asterisk (*). • You can fill date fields by typing in a date or clicking on the calendar icon and, on the

pop-up that displays, selecting year, month, and day (in that order). If no date needs to be filled in, select N/A (Not Applicable):9

• A status icon displays for each project:

Projects In Preparation Active projects Closed-out projects

6 See Annex 4, Profiles and Users. 7 If Adobe Acrobat or Acrobat Writer is installed on your local PC, you can generate PDF files of all interfaces using the printer icon. 8 Creates an exportable .xls file with the screen data. 9 For example, date fields referring to Bank no-objection levels when the latter do not apply.



2.1 Home The Home Page is the first screen you see when you log on to the system:

The following tabs display:

• My Projects • My Profile10 • News

Permissioned’ users will see the top menus and from center-screen tabs can access Agencies, Countries, and Projects. The system displays at a glance a project’s workflow status; clicking on the project name brings up the basic project data. Using the powerful Search box at the top of the screen you can search on and go directly to Projects and Processes.

10 Where you can update your personal information, system access key, and preferred SEPA interface language.



2.2 Main Page This module consolidates the main system administration processes for Bank in-house users and Project Implementing Unit users. It has two menus:

2.2.1. Project Management 2.2.2. Procurement Plan Management

2.2.1 Project Management

This SEPA menu is used to add and manage Projects. With this tool, the Bank enables Project Implementing Units to create Procurement Plans.



The project management data contents include:

• Project Particulars: o Country: Country in which the project activities will be delivered. o Borrowing Agency: Name of government agency under whose aegis the project will

be implemented. o Project Code: Internal code assigned by the World Bank to each of its projects

from the preparation stage. o Loan Agreement (LA# or TF#): Loan agreement number. If a grant, the grant

agreement number. o Project Initials: Initials of the project name that will form part of the identification

code for procurements associated with that project. o Project Task Manager(s): The system allows you to select up to two Bank task

manager names. o Assigned Procurement Specialist(s): The system allows you to select up to two

procurement specialist names for the project. o P. P. Administrator Assigned / s: The system has the ability to select up to five user

associated with the Project Manager to be defined as able to work at all levels of implementation and Sub-project implementation beyond the agency with which they are associated.

o Loan Amount: Total amount of the World Bank-financed portion of the project, in United States dollars.

o Local Counterpart Amount: Amount of own resources the government will provide toward the project, stated in United States dollars.

o Currency of Loan: The system displays a list of possible loan or grant approval currencies from which to select.

o Exchange Rate Used: Exchange rate on the effective date of the project. o Related Links: Links to World Bank website—link to a record containing basic data

on the project (in English) and publicly accessible documents related to the project; link to the project website (if any); other useful links.

o Useful e-mail addresses: This can be the email address of the project’s Task Manager or Procurement Specialist or one or more government officers’ email boxes.

o Project Notes to add to the Country Site: Space to enter general comments that will be viewable on the Micro site.

o Comments: Space to enter comments if necessary.

• Other Project Information: o Operating Manual: Keep the no-objection date for the Operating Manual updated.

The system also allows you to upload the Manual file using the link below this field and to enter the Operating Manual update date.

o General Procurement Notice: Enter the date on which the GPN was published in Development Business and (if a different date) posted on DG Market.

o Post reviews: Enter in this field the date of the most recent Bank post procurement review.

o Other dates: Enter effective date of loan and date of most recent amendment (if any) to the agreement, original and actual closeout date (only if date changed), and date of auditor certification of list of contracts (where applicable).

o Policies and procedures: Select from two dropdowns the version of the procurement and consultant selection policies and procedures applying to the project according to the loan or grant agreement.



• Sectorial Composition of Project: Indicate project distribution by sectors and subsectors.

• Project Components:11 Where applicable, you can specify the components into which the

project is divided / organized. Also accessible from the “Project” page are these separate sections:

• Roles and Messages: Information on users with permissions to access the project and all messages generated by its status changes.

• Structure: Information on centralized or decentralized implementation structure with associated implementing and sub-implementing agencies.

• Expenditure Types: Summary of the structure of the project’s financed expenditures, detailed in its Procurement Plans.

• PP Summary: Summary of a project’s Procurement Plan processes (procurement items). Lastly, from “Project” you can access a project’s successive Procurement Plans, and views their history.

11 You then will be able to associate Procurement Plan processes to one of more of these components.



2.2.2 Procurement Plan Management

A project’s Procurement Plan (PP) contains all the information on the project’s planned procurements that it’s Implementing and Sub-Implementing Units (PIUs) are required to provide to the Bank to secure its no-objection. SEPA allows for up to three Project management execution levels; it aggregates lower-level PP plan data. Note that the Bank administers PP no-objections only at Level 1 under Projects. PP management is decentralized in implementing and sub-implementing agencies (e.g. provinces, municipalities). 2.2.2.1 Work Flow – PP Status Progression The system provides the following sequence of Status categories to facilitate PP data input and PP management:

PP Status Description IN PROCESS Implementing or Sub-implementing Unit is loading data on all the

Procurement Plan processes. IN PROCESS, PPs UPLOADED

Implementing or Sub-implementing Unit12 has finished uploading the PP and internally submits request to Central Coordinating Implementing Unit (Borrowing Agency and/or Fiscal Agent) to review the PP and forward it to the Bank.

SENT TO BANK Central Coordinating Implementing Unit (Borrowing Agency and/or Fiscal Agent) completes review and sends PP to the Bank for its no-objection.

REVIEWED WITH COMMENTS

The Bank reviews the PP and provides comments.13 The PP is sent back to the Implementing Unit for correction and/or to finish loading data.

N.O. RECOMMENDED Procurement Specialist has reviewed the PP and has no objections on the procedural side.

APPROVED Task Manager approves the PP. This is the current posted PP, i.e., the most recent of the PPs posted for a particular Project.14

ARCHIVED When a new PP is approved, the system automatically changes the previous approved version(s) to Archived status. Only the most recent PP displays as “Approved.”

The following schematic illustrates a PP’s status progression:

12 Levels 2 and 3. 13 Both the Procurement Specialist and the Task Manager assigned to the Project. 14 The information is thus viewable from the SEPA Portal and Country Site.

SEPA EXTRANET

SEPA PORTAL ANDCOUNTRY

Project Implementing Units Ban

In Process * Sent to Bank Approved

Archived

Automatic

Reviewed with Comments

N.O. recommended

* IN PROCESS and IN PROCESS with PPs UPLOADED .



A graphic spanning the main Project screens displays at a glance the Project’s current status and the step that comes next. The Status Change button displays for permissioned’ users.

When the Bank registers a project the system allows authorized Project Implementing Unit users to load the project’s first procurement plan in accordance with its organizational/implementation structure. While the PP status is “In Process” you can continue to save drafts of the PP until all data have been entered. As long as a project’s first PP remains “In Process” you can add, remove, and edit all the procurements entered in the Plan. As successive PPs are generated, the system brings in data from the project’s previous PP, saving manual inputting time and making periodic updates easier. Here, the procurement processes approved in a previous PP cannot be deleted, but they can be edited and cancelled. When a PP has been uploaded and the internal review completed15 the Implementing Units can send the PP to the Bank through the system, whereupon the PP’s status changes from “In Process” to “Sent to Bank.” At that point, the review process begins and the PP cannot be edited until the Bank has approved it. During the review stage, the Bank (Procurement Specialist and/or Task Manager) can change the PP status from “Sent to Bank” to “Reviewed with Comments,” whereupon the PP is sent back to the Project Implementing Unit for corrections. If, having reviewed the PP, the Bank’s Procurement Specialist finds it to be acceptable, he/she changes its status to “No-Objection [N.O.] Recommended,” for final Task Manager approval. Once approved by the Task Manager, the PP is automatically posted to the SEPA Portal and Country Site. Once a PP is approved, the Project Implementing Units are again allowed to update the actual execution status of the procurement processes included in the PP. To add new processes or change previously-entered date estimates, the PIU must upload a new Procurement Plan and send it to the Bank to repeat the review and approval cycle. When a new PP is generated, the previous Plan is frozen and its data can no longer be edited. As of that point, all information and updates must be entered in the new PP. When a PP moves from one status to another, all Bank in-house users and PIU users may add comments that will be stored in the system, thereby aiding communication as the work flow progresses. When a project is generated, and each times its status changes, the system automatically notifies the main units and individuals who will have to take action by virtue of that change:

15 When there are multiple review levels.



Status

Mail to Agency Mail to Task

Manager Mail to Procurement

Specialist

IN PROCESS, WITH PPs UPLOADED √

SENT TO BANK16 √ √ REVIEWED WITH COMMENTS √ √ √

N.O. RECOMMENDED √ √

APPROVED √ √ √

2.2.2.2 How to Add a Procurement Plan to the System To create a PP for the first time or to load an update:

• Go to Project • Click on “Create New PP” link • On the new screen that displays, enter the following data:

(a) Project: Select from dropdown menu.

(b) PP for year: The PP identifier is formed by a sequential number generated automatically

by the system17 and the year of the PP being entered.

(c) PP End Date: The end date of the planned procurement and contracting. Click on the |Add| button to load the PP, and then enter the remaining data.

16 This process entails two separate steps and notices. The notification sent to the Bank goes to the Project Task Manager and, upon the latter’s request, the review request notice goes to the assigned Procurement Specialist. 17 The system automatically generates sequential numbers starting at 1 each calendar year; hence, the first PP in 2007 will be numbered 1-2007 and updates will be 2-2007, 3-2007, n-2007.



2.2.2.3 How to Complete and/or Edit a Procurement Plan PPs are organized into various data sections that load sequentially. Particulars of PP #-AAAA PIU The record containing Particulars of the PP identified as “#-AAAA PIU” includes essentially the loan amount and the counterpart amount earmarked for the account of the agency that will be executing that PP. This section also contains any PP-related messages generated. Types of Expenses In the “Amounts by Expenditure Type” section, all the Expenditure Types entailed in procurements and funds transfers under the project are entered so that the system will be able to report on what the Project funds are expended. These categories thus may differ from the disbursement categories (which are sometimes associated with a project’s components); the data are taken from the project’s cost table. For each Expenditure Type that applies, indicate the Bank-financed amount and total project amount (including the local counterpart), to produce the loan (or grant) total and the project total. On this screen, the system breaks out and totals the following amounts by expenditure category: Bank-financed amount, total project amount, estimated amount per the procurement plan, amount committed in the procurement plan, and actual payments made. When adding a project’s first PP to the system, select in this section the types of expenditures planned in the project and enter the Bank-financed amount and the local counterpart for each. From these two amounts, the system calculates the total amount and the Bank-financed portion for each category. As PP details are entered, the system automatically fills in the last three columns of this table:



On this screen:

(a) Select Expenditure Type from dropdown menu. (b) Enter Bank-financed Amount for that category. (c) Enter Local Counterpart Amount. (d) When the data have been entered, click on the icon to save them. You then can

input a new line, repeating steps (a) to (c). The system validates the data entered here for Bank-financed and total project amounts against the data in the PP and displays the total in blue when the two amounts match and in red if they differ. The system also will highlight total and per-category amounts in red to alert you if: (i) PP estimated amount is larger than total project amount; (ii) PP commitment amount is larger than total project amount; (iii) actual payments made amount is larger than amount committed. Types of Expenses by Component In the section on Component Amounts are discharged all Project components in each execution unit with the aim of informing how pooled funds are invested by Component Project. Likewise, the user must indicate the amount of the Bank loan and the total project (including local counterpart) for each of the components considered and discharged in the project initially so that total the full amount of loan (or grant) and the Project itself. This section shows a consolidated basis for each component the following amounts: amount financed by the Bank, the total project, estimated according to the procurement plan, committed amount of the procurement plan and the amount actually paid amount. The last three columns of this table are automatically supplied by the system as detailed procurement plan is entered:



In this section, the user must:

(a) Select the components of a dropdown. (b) Enter the Amount Financed by the Bank for that component. (c) Enter the amount of the local counterpart. (d) Once you have entered your data, you can save the information by clicking on the

icon , which in turn will allow you to load a new line following the steps (a) through (c).

The system in this section validates the information entered on amounts financed by the Bank and the total project as stated in the BP data and displays the total value amounts coincide when both blue and red when are different. Moreover, the system also alerts the user indicating in red the total and per component in the following cases amounts: (i) the amount estimated in the procurement plan is greater than the total amount of the project, (ii) when the amount involved in the procurement plan is greater than the total amount of the project, (iii) the amount actually paid is greater than the amount pledged. Methods and Ranges This section manages the following data that come from the Loan Agreement provisions:

(a) Thresholds and other prior review requirements of the Bank and of the Borrower, where applicable.18

(b) Thresholds for use of each procurement method.

18 For projects where the Borrower signs subsidiary agreements with other agencies or institutions.



(c) Ceilings for use of consultant selection methods. (d) Milestones (estimated times it will take to move from each procurement-process

stage to the next, for each process type).19

Loading the Procurement Plan At the “Load PP” tab, load all the procurement processes called for in the PP, clicking on “Create New Process” to add each of them. 19 With this functionality, when you enter each process in the Procurement Plan, at the “Estimated and Actual Dates” tab the AutoFill feature will automatically fill in the dates according to the timelines configured on the previous screen.



This data loading is also handled in sequential sections (Process Data, Process Dates, Contracting Data and Amounts); the templates vary depending on the type of expenditure—works, goods, non-consulting services, consulting firms, individual consultants, training, operating expenses, transfers, etc. Until a PP is approved, its procurements (processes) are identified as follows to facilitate its review:

• In blue: All new processes in the current PP. • In red: All processes approved in a previous PP but whose estimated dates have been

updated in the current PP. • In black: All processes approved in a previous PP with no change in estimated date.



2.2.2.4 How to Complete and/or Edit a Process by Expenditure Type The following are the main steps to add a procurement process, by category. Category: Works, Goods, and Non-consulting Services

(a) Process Data The following data are managed in this record:

Under Object, enter the contract title as it appears in the bid documents. You can use the Memo field to add supplementary information, such as the name of a road section. The Procurement method must be selected from a drop down menu that has the available methods in response to each Bank, each operation and the country, for example: ICB with prequalification, international bidding, national competitive bidding, price comparison, direct recruitment and in some cases Acquisition Methods based on the country's own National System20 have been authorized to use in some cases and in accordance with each Bank will also appear. Depending on the method selected, the screen updates the template data to be loaded accordingly. In Internal Process identifier can enter a code (file number or pending) that identifies the process, and if not specified nothing the system will assign a sequential order. This number is composed with other data to form the process identifier. The Component21 must be selected from a drop down menu with options for components loaded in the project, being able to use the mark "But an Associated Component" when appropriate. 20 In these cases, these methods will be identified with the name of the method itself, and then "- National System - Initial Country". 21 In the event that the draft does not define this section Components Processes not come out.



The percentage value (%) Amount Bank and Amount Local Counterpart comes by default on 100% - 0%, respectively, and to the extent that the % Bank Amount setting the other % is automatically set to complete 100%. The Process Linked data is a piece of information that serves the purpose of showing processes that have some kind of relationship or are complementary.

(b) Process Dates Depending on whether the procurement process is with or without prequalification, the template for estimated and actual dates displays different configurations, adding prequalification-stage dates in the with-prequalification scenario. The following graphic shows the configurations.

To enter estimated dates, type the date (dd/mm/yy) or click on the calendar icon to the right of each cell.22 Alternatively, you can use the AutoFill feature described above under “Methods and Ranges,” in which the system automatically fills in dates when each process is entered in the PP, using the timelines configured at the “Methods and Ranges” tab. Where a given stage does not apply to a particular procurement’s process, select N/A (Not Applicable). Once a PP has been sent to the Bank for its no-objection, you cannot edit estimated dates. However, when a new PP is generated, the system allows you to update estimated dates of processes approved in previous PPs. Actual dates and all information about a process’s status can be entered and updated at any PP status period. This section also manages the status of each process and the successive effects on estimated and actual cumulative project amounts, as shown below:

22 See point 2 for an explanation of how to enter dates using the calendar icon.



Procurement Item Status Estimated Amounts Actual Amounts Planned Tallied Not tallied In Process Tallied Not tallied Re-tendered Tallied Not tallied Cancelled Not tallied Not tallied Tender Voided Not tallied Not tallied Bids Rejected Not tallied Not tallied In Execution Tallied Tallied Completed Tallied Tallied

In this section the option of selecting the type of review of each process is also given. The basic options are two: Prior Review by the Bank and Post Review by the Bank. Additionally, different countries define Banks who have a choice of National Review, which allows adding a third scheme called Review "Based on the National System", as is so detailed in section 2.2.2.5 of this Manual. This selection allows then the Procurement Plan report can be selected as a filter processes with or without prior review by the Bank, or revised through the national system without intervention by the Bank.

(c) Contracting Data This tab brings up fields to enter bidders’ names and their bids (as recorded in the bid opening minutes), winning bidder, and comments. In the case of packaged tendering, enter these data for each lot.

Since the procurements are confidential from the bid opening until the name of the winning bidder is published, this record is activated when the actual contract signature date is entered in the Estimated and Actual Dates record.

(d) Contract Values Because contracts are usually denominated in local currency, contract value data are entered at this tab in two currencies: United States dollars and local currency, and the exchange rate are



indicated. Enter the actual contract value in local currency and the exchange rate in effect on the contract signature date, and use that same exchange rate for the payment information fields. Base Contract Value is the value of the signed contract, which is subject to price adjustments. Since works contract prices are recalculated (adjusted) from time to time, payment data are broken down as follows: progress payments made, price adjustment payments made, actual total payments made.

(e) View by Winning Bidder For works contracts and packaged procurements, the system generates an additional section that aggregates data on all lots by Winning Bidder. Category: Consulting Services23

(a) Process Data The following data are managed at this tab: Under Object, enter contract title as it appears in the terms of reference. You can enter additional information in the Memo field. Choose the Selection Method from the following options on the dropdown: For individual consultants: 3 CVs, Sole-Source Selection, or Rehire; for consulting firms: Least-Cost Selection; Quality-Based Selection; Quality- and Cost-Based Selection; Selection Based on Consultant Qualifications; Selection under a Fixed Budget; Sole-Source Selection. At Process Number, enter a code (file or procurement item number) identifying the procurement. If you do not enter a code, the system assigns a sequential number. This number is combined with other data to create the process Identifier, which is automatically generated by SEPA. For Individual Consultant contracts, in addition to the aforementioned data, at the end of the record fill in the “Estimated Number of Consultants” field. This opens in the Contracting Data record the maximum number of lines that will be fill able with data on the consultants engaged.

(b) Process Dates

For Consulting Firm contracts, the system includes date options for all stages in a quality- and cost-based selection with prior Bank review. Depending on the selection method for a particular contract, indicate whether a date applies or not. For Individual Consultant contracts, there are only three date fields:

• No-Objection to TORs. If non-applicable, select N/A. • Contracting End Date: Date on which a project’s last planned individual-consultant

contract was finalized. If the task called for a single consultant the Contracting End Date will be the same as the contract date.

• Work End Date: Date on which the work covered in the contract ended. For Implementing-

Unit consultants, this will be the same date as the Project Closeout Date. 23 Performed by individual consultants and/or consulting firms.



The rest of the features on this tab are similar to those detailed in the previous section, in terms of process states, schema review, etc..

(c) Contracting Data

For Consulting Firm contracts: Enter the names of the shortlisted firms and their technical scores, amount of financial offer, final score awarded, and comments. For Individual Consultants: Fields in this record are consultant’s name, contract term, position, and comments. Where the work period extends beyond the contract period, you can extend a contract directly in SEPA, clicking on the link displaying below the consultant’s name.24 You can do a mass import of Contracting Data from another database following the steps described and illustrated in the “Data Importing Options” annex.

(d) Contract Values

Since contracts are usually denominated in local currency, contract values in this record are stated in two currencies: United States dollars and local currency, and the exchange rate used are indicated. Enter the actual contract value in local currency and the exchange rate on the contract signing date, and use that same rate for payment information fields. Other Categories Other categories such as Operating Expenses, Training, and others, have basic structures and simple data, focusing on the information without further controls and freight. 2.2.2.5 Schemes Review Process SEPA allows defining different schemas Review and Monitoring Projects in the SEPA for information purposes and for the purpose of assisting in the loading dates apply and do not apply in the various milestones and progress monitoring dates. The basic options are two:

• Prior Review by the Bank. • Post Review by the Bank.

Additionally, it offers a third scheme called Monitoring and Review "Based on the National System 'which is applicable in cases where each Bank so authorized according to the country and operation. Such features are those which make use of the National System, which should be reflected in the respective loan agreements. All this combined with different methods of acquisition and selection of the national system allows these schemes are informed review.

24 For instance, under local legislation, the PIU is permitted to sign contracts of a maximum of 6 to 12 months with consultants for work that would require a longer period.



2.2.2.6 Massive Data Import 2.2.2.6.1 Data Processes in Procurement Plan This process of Massive Data Import Process is defined to import detail information in a simple, manual loading and lightening is a way of connecting with the internal systems where execution units manage processes. When imported a data file to a procurement plan, the previous data of the PA are eliminated and replaced by new. Step 1: Generate a XLS file based Performing this step is necessary for two main reasons:

a. The imported file must respond accurately to a predetermined format. b. There coded identification data can only be obtained with the execution of this step.

XLS Since this base is common to all types of processes, not all columns are used in all types. That is useful, prior to generating this XLS file base load multiple reference process that will help identify which columns are actually used by the category with which you are working. The suggestion is then loaded at least 5 reference records with various data, and generate the database XLS file. Image 1. Generation of file:

Image 2. File generated, save the result in the local PC:



Image 3. The file will look like this:

Step 2: Editing the data in XLS With the basic XLS file and copied to the local PC, you can modify, add or remove rows of data. You CAN NOT, however, add or remove columns or change the column titles. Any of these changes will prevent the file to be processed. Note that the import process "Treading" all of the above data with the data to be imported. Step 3: Saving as CSV As you work with the Excel file to your local PC is convenient to go "fixing" as a precaution. Once the work is completed and saved the latest version on the local PC, you need to generate a CSV file of the final version. This can be done from the same Excel, plotted in the form below. Ensure that the file is a CSV and is separated by a semicolon (;), note that the amounts do not contain thousands separators, and the decimal separator is a decimal point (.).



Step 4: Import SEPA itself The final step is the addition to SEPA CSV file generated. As a result of all these steps executed properly, the flap 3 and 4 show the imported data. Image 4. Since SEPA, select the file to import and then click "process the selected file"

2.2.2.6.2 Contract Data in a Process This process of Massive Data Import Contract is defined to import detail information in a simple, manual loading and lightening is a way of connecting with the internal systems where execution units manage processes. When imported a data file to a contract, the previous data of the contract are eliminated and replaced by new.



Step 1: Generate a base XLS file This step is necessary for two main reasons:

c. The file to be imported must be in a very specific predetermined format. d. Certain coded identification data (contract number, for instance) can only be obtained if

you execute this step. Since this base XLS file is common to all contract categories, not all the columns will be used in all categories. Accordingly, before generating the base XLS file it is very useful to input several reference records to see which columns the contract category you are working with actually uses. It is a good idea to enter at least five reference records containing varied data and then generate the base XLS file. Image 1. File generation:

Image 2. File generated, save result to local PC:

Image 3. The file will look like this:

Step 2: Edit data in XLS With the base XLS file copied to your local PC, you can edit, add, or remove data rows. You can NOT add or remove columns or edit column heads. If any such change is made, the system will be unable to process the file. Remember that the imported data overwrite all previous data. Step 3: Save as CSV



As a precaution, when working with the Excel file on your local PC you should “Save” as you go along. When you have finished and have saved the final version to your local PC, you must generate a CSV version of the final file. You can do this from Excel (see screen image below). Image 4. How to “Save As” a CSV file from Excel:

Step 4: Import the CSV into SEPA The final step is to load the generated CSV file into SEPA. When all these steps have been correctly executed the imported data will display at tabs 3 and 4. Image 5. From SEPA, select the file to import and click on "Process Selected File”:



2.3 Reports The SEPA “Reports” module generates a series of by-project reports and metrics accessible to permissioned users:



2.3.1 Procurement Plan

At this tab, you can generate25 three reports—with different layouts and contents—on a project’s Procurement Plan:

• Procurement Plan Tracking: Shows all procurement processes and compares estimated and actual dates and amounts. To highlight variances, for each contract the report shows actual dates in green when they match or are earlier than estimated dates and in red when the actual date is later than the estimated date. Actual amounts display in green when they match or are lower than estimates and in red when they exceed the estimates.

• Procurement Plan: Shows all procurements/contracts planned in each PP. • Procurement Plan Execution: Shows progress on execution of all processes planned in

the Procurement Information System (ISA). 2.3.2 Information for Ex-post reviewers

This report or set of reports produces summaries for internal use (viewable by Bank and Project Implementing Unit users) of contract totals by PP, by:

• Number of contracts signed and procurement processes initiated since the start of the project.26

• Value (in US$ thousands) of contracts signed and processes initiated since the start of the project.

The system can generate two versions of the report:

• By Procurements Initiated: Tallies numbers of processes and estimated values by category and procurement/selection method for contracts with an actual opening date (whether or not there is an actual signature date).

• By Contracts Signed: Tallies numbers of processes and actual values by category and procurement/selection method for contracts with an actual signature date.

2.3.3 Process Management

Menu of reports that calculates processing times of procurements filtered by category (works, goods, consulting firm services) and amounts. You can select the consolidated report showing total procurement-processing times and reports covering discrete periods from bid documents submittal through to contract signature. 2.3.4 Portfolio Review Report

Summary of Projects Processes used as the basis for portfolio reviews by the Bank and Organizations. 2.3.5 Contracts by Stage

Summary Process for States, divided into Scheduled Processes, Processes ongoing processes done, Processes Cancelled.

25 In these reports you also can generate a PDF file to store in Archive (Image Bank). 26 Procurement (process) is understood to have been initiated when the Actual Invitation to Bid Date or Actual Request for Proposal (RFP) Issue Date has been set and entered in the system.



2.3.6 General Report P.P.

Summary Procurement Plan (PA) generated by country and within a specified period of time. 2.3.7 Contract Monitoring

Acquisitions detailed plans but without the Amount Paid column of which have been "Accepted (With No Objection to PA)" and "Bibliography".



3 Profiles and Users To register a new user, send a note or email to the Bank’s SEPA team. If the prospective new user is a government employee, the note must be signed by the Project’s Executive Coordinator; for World Bank employees, it must be signed by the Project Task Manager. In the note or email, specify each user’s profile and permissions, from the following lists. Role permissions for government agency officials/employees:

• Read-only: Government employees assigned this profile can view procurement processes at any stage but cannot change data.

• Edit: Users assigned this profile can add, remove, and edit data on processes in PPs of

projects for which they have access permissions but they cannot send a PP to the Bank to obtain its no-objection.

• Approval: This profile carries the same permissions as Edit but users also can send the

PP to the Bank to obtain its no-objection. Profiles for World Bank employees:

• Read-only: Profile for directors, officials, and other personnel, who have view access to all or any part of the project portfolio.

• Review: Profile assigned to Procurement Specialists that allows them to recommend a PP

for no-objection and forward it to the Task Manager for approval.

• Approval: Profile assigned to Project Task Managers that allows them to approve and post the PP. The Task Manager also can send on a PP with comments.

• Local Administrator: This profile gives edit access to all projects registered in the system,

users, and other local parameters.



4 Configuration and Administration Appendix See separate document. 5 Integration Framework Appendix See separate document. 6 Special Modules Appendix See separate document27.

27 Currently there are appendices for Indicators, PPR Planning, Management NO and Red Flags, which are used depends Banks in some countries.

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