session 5 afghanistan final 231111

8/3/2019 Session 5 Afghanistan Final 231111

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By: Sayed Hassan NaqawiProcurement Policy Unit, Afghanistan Ministry of Finance

www.ppu.gov.af


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A post war country with totally ruined infrastructureby 2002

Development started in 2002 with the flow of

international donations. Due to several factors, thedevelopment was slow and least effective

Conflict between different armed groups and

government

A democratic state

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May 2003 Holistic procurement review carried out and a numberof serious constraints were identified Limited procurement capacity at all levels

Lack of ownership of procurement and obstacles to such ownership

No consistency in the structures of the line ministries

The need for adequate standards in procurement

Followed by an assessment of Public Procurement System carriedout in 2005 by WB based on OECD-DAC indicators.

The findings were incorporated in the report AfghanistanManaging Public Finances for Development.

The main priority/recommendations were:

Establishment of Procurement Policy Unit as a regulatory body (PPU);

Adoption of regulations and standard procurement documents to implementthe new law;

Implement a large-scale capacity building program for procurement officersof Govt. & Private Sector.

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Procurement Law was enacted in October, 2005 which reflectsthe current international best practice and suitable to the localrequirements

Four main pillars of new law Creation of a regulatory body

Procurement function in all ministries and government departments Capacity building through formalised training and certification programs

Development and introduction of a technology based procurement system

The law requires creation of units at National Level

Procurement Policy Unit (PPU) Contract Management Office (CMO)

Special Procurement Commission (SPC).

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Procurement Policy Unit was set up in August, 2006within the Ministry of Finance in accordance the law,2005

Special Procurement Commission (SPC) was established

April, 2007 as Highest authority under the Law to grantapproval for high valued procurement contracts

CMO was established April, 2007, Serves as the office ofthe SPC

Appeal and Review Mechanism: Administrative ReviewCommittee composed of experts established forhandling complains of bidders

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Article 10: Introduces the Information Technology in PublicProcurement

Article 19: Development of Bidders Database

Article 27: Publication of Announcement

Article 63: Public Notice of a Contract Award

Article 67: Procurement Website

Article 81(i): monitor and supervise procurement proceedingsto ascertain efficiency and compliance with the Law

Article 81(ii): collection of data or reports and the review ofprocurement records and files

Article 81(ix): to determine policy for and to facilitate the useof information technology in Procurement, including, [forexample] establishing of websites and data bases related [toProcurement]

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It is a Procurement Management Information System with automatedfunctions for Procurement Information Processing, communication, and

document management to facilitate and standardize the Procurement

Procedures by using Information Technology tools.

PMIS also Publishes the Standard Procurement Documents includingPublic Procurement law, Standard Procurement, & Contract documents,

and publication of bidding opportunities, publication of contract awards

and appeal mechanism and etc.

PMIS Section works under the surveillance of Procurement Policy Unit

(PPU) of MoFinance, Afghanistan.

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Ensure public accountability & external & internal transparency and openness

Ensure satisfactory internal controls in procurement operations & deter frauds

Facilitate efficiency & effectiveness of procurement operations & use ofresources

To facilitate compatibility of sharing information in local languages

To create a web portal for dissemination of information on public procurement

in Afghanistan. Learn continuously from the system implementation & make necessary mid

course corrections to the system

Enable users to develop monitoring & evaluation skills

Track the effectiveness of the processes employed to ensure that the resultsmeet the objectives

Develop a system of communication between various stake holders onprocurement information to ensure a two-way flow of information for the PPUto use to enhance service delivery and quality improvement

Institute a mechanism of data analysis & information processing to fast trackthe implementation of the new procurement Law

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Work on procurement MIS (PMIS) started in Mid 2007 by Charles Kendals and

Partners, a consultancy firm providing technical assistance to PPU

System analysis was performed and PMIS strategy was developed and approved byWB in 2008. Hardware, Software, and Licenses were procured at the same year.

Development based on the strategy started.

The System was designed in three main layers.

First, for Line Ministries to enter their procurement Data and get some basicreports,

Second, for PPU to generate the reports and perform monitoring Third, for public users as an information dissemination tool.

Based on continues interactions with stockholders the first draft of the system wasdeveloped and piloted in three line ministries in 2009.

Based on the feedbacks, PMIS was finalized and introduced officially to all line

ministries in January 2010. PMIS Section moved from CKP to PPU for continues development, change, and

maintenance.

Implementation and PMIS expansion to Line Ministries started with providingtrainings , technical assistance, and registering users in PMIS

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Public Web Portal: To provide the online facility of easy publicaccess to standard procurement documents including: Procurement Law Standard Bidding Documents Appeal and Review PPU Circulars Procurement Rules of Procedures

PPU PMIS Modules: To provide PPU with online servicesincluding: Monitoring / Reporting of procurement activities within procurement

entities. Preparing the list of Debarred Bidders. Adding new procurement entities. User Registration/Management News Management Document Management Training Registration Management

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PMIS Modules for Line Ministries: To provide electronic services forProcurement Entities including:

Procurement Plan Submission

Entering the Procurement Monitoring Data

Bidders Registration

Contract Awards

Bidding Opportunities

Public PMIS Modules: To provide a data dissemination facility by dynamiccontents to public users including

List of Registered Bidders

List of Debarred Suppliers

Bidding Opportunities

Contract Awards

Registering for Training To provide the appropriate security to prevent unauthorized access to the

Systems Member Area

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System Analysis and Strategy

1-

Procurement of

Hardware &Software

Installation &

Configuration

2- Application

Designing

Designing the

Static Parts ofthe

Application

Designing the Web

PortalStructure

Designing the

InformationDissemination

pages with

Download Facility

Final Revision to

the

Web Portal

Designing the

DynamicModules

Designing the Databases

Designing / Hard-coding the

Membership & Security


Data Dissemination &

Data Entry Modules


Monitoring & Reporting Modules


Capacity Building Modules

3- Piloting PMIS

Troubleshooting,

Adding/Editing e-

Services

4- Training5- System

Expansion toLMs

6- Real timeUpdate

Maintenance

7- Expansionto a Full e-GP

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Hardware Physical Servers + KVM Switching

Cisco Routing + VPN

Firewall with IDP, Antivirus, Web Filtering, & Anti-Spam

Library Storage

Cisco Layer 3 Switching

Power Storage & Management

Logical Servers: Domain Controller, SQL Server, VeritasBackup & Antivirus, and Web Server

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Security Application Layer Security (Membership & User

Authentication, Code Security)

SSL and Encryption

Network and Port Security (Firewall)

OS Security (Antivirus and local Firewall)

Physical Security

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Low staff capacity in pubic entities

Lack of interest among civil servants to do

their job via PMIS, lack of incentives

Infrastructure constraints, mostly internet.

No dedicated staff for PMIS data entry

Resistance to Change in general

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Strengthening the legal framework on usageof PMIS in Line Ministries

Integration of some modules of PMIS withelectronic Systems of Budget Department andFirm Registration authorities.

Change Management, resisting and believingon what we do, and accepting the fact of slowadoption of e-GP in Afghanistan publicentities.

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Current Services- Procurement Information Dissemination in web portal- Procurement Plan Submission- Procurement Monitoring- Bid Advertisement- Contract Awards- Bidder Registration- Reporting

Planned Services for Future toward a more functional e-GP- e-Bid Submission- e-Contract Management- e-Purchasing- More integrations with other national electronic systems- Multi-Hosting of PMIS at different locations in Afghanistan to

extend the accessibility

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